Team Administrator - CAMHS Parent Support Team

Job overview

This role is offered on a permanent basis. The hours are part time, 24.5 hours a week.

• The Administrator will work as part of the CAMHS Parent Support Team supporting the effective administration of the referrals through the service from point referral to the point of delivery of various parent support groups. This will help to provide an efficient, comprehensive clerical and administration service.

Main duties of the job

To manage referral into the Parent Support Team and the administration of delivery parent support groups.

To understand the referral process of administration to deliver a range of groups.

To be able to take appropriate actions where processes are incomplete to ensure that groups are run efficiently

To adopt a constantly flexible team working approach to ensure that all individual and team objectives are completed efficiently and within given timescales

To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service

To answer telephone calls from parents and professionals maintaining an efficient, professional and friendly service. To deal with queries and communicate any issues to supervisor

To work flexibly to support the administrative work of service when required.

To support with the management of waiting lists and group delivery, where appropriate to using a range of Microsoft tools including excel spreadsheets

Detailed job description and main responsibilities

• Meet young people, relatives, and visitors, where appropriate in a friendly and professional manner, assisting them with enquiries and directing or escorting them to their destination as required
• To provide efficient and effective administrative support to the team.
• Provide general administrative support including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, reception duties and photocopying as required.
• Accurate message-taking and timely distribution, process and distribute incoming mail and electronic room booking system
• Maintain building/staff information in support of the Site-Responsible Officer
• To develop a thorough understanding of the service and processes used including referral and delivery pathways and links with other children’s services.
• Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes i.e. capacity issues.
• Efficiently use clinical systems e.g. Rio and other databases/systems to record and track the patient’s treatment pathway including, clinic appointments and outcomes.
• Ensure effective validation of data by monitoring and updating. Confident to escalate issues, such as errors with reports where needed
• To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
• Acknowledge and respond to queries via telephone, email and in person providing a high standard of customer care, ensuring that enquiries are responded to professionally and relayed accurately and in a timely manner to relevant persons.
• Continue to build a rapport and develop key relationships with both internal and external stakeholders. To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.
• To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
• To act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect & recognise and report behaviour that undermines equality and diversity
• Undertake other tasks and support functions as requested by Lead Administrator
• Project the Trust values by demonstrating excellent customer care and professionalism in all activities
• Work within guidance of the Trust’s policies and procedures.