CYPMHS Secretary/ Administrator

Job overview

An opportunity has arisen for an organized, efficient, and enthusiastic individual to join the established CYPMHS South team. The CYPMHS South team offer a range of specialist evidence-based therapeutic interventions for young people and their families who are presenting with moderate to severe mental health problems.  The postholder would be working in a friendly and busy clinical team, and will be ideal for an individual who is skilled in general administrative work, as well as secretarial skills. The post holder will require a considerable degree of initiative, possess mature judgement and maintain a friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will also need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team.

You will work in a friendly and close-knit team who are committed to supporting individual and team development, and emphasize the importance of staff well-being.

All applicants will contribute towards the promoting of HPFT values: welcoming, kind, positive, respectful and professional.  The CAMHS East team pride themselves on working to be an inclusive working environment for both staff and young people.

Main duties of the job

The job role involves providing comprehensive, professional, and effective secretarial and administrative support to the CAMHS East team as well as individual support for the Consultant Psychiatrists.  You will be responsible for audio typing, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, organising room bookings, sending out agendas, taking meeting minutes, and other general administrative duties which contribute to the smooth running of the clinic.

Detailed job description and main responsibilities

You will be responsible for audio typing letters and reports, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, managing the team referral inbox, organising rooms bookings, sending out agendas, taking meeting minutes and following up on action points, updating individual patient records, and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement, and maintain a calm, friendly and efficient manner. The post holder will be required to work independently and apply a high degree of confidentiality to all their work. They should follow Trust policies relevant to their work.

The post holder will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to.

The post holder will be required to work independently using initiative, whilst maintaining confidentiality and ensuring clear communication with the clinicians in the team and wider colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.

All staff should comply with the Trust’s Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.