Team Administrator

Job overview

If you are looking for a change and want to use your skills in a rewarding role Gloucestershire Health and Care NHS Foundation Trust (GHC) are looking for colleagues to join our hardworking, friendly and fun Child & Adolescent Mental Health (CAMHS) team

We enjoy what we do and count ourselves lucky to be making a positive difference to the mental health of our local young people, now more than ever, and are looking for 2 colleagues with the same mind set.

Our preferred candidates will have an administrative background, with a great eye for detail and experience of using all Microsoft Office packages. The right colleagues will need to have excellent organisational, time management and communication skills, with experience of speaking to people at all levels of an organisation.

Experience of working within a fast paced, process driven environment would be beneficial, but equally, if you think you have the right skill set and are motivated, we are happy to train and support the right colleagues to become a part of this unique Team.

The Service is in high demand and we are looking for colleagues who want some variety in their work, some responsibility, quick action and thrive on accuracy.

You will be part of a friendly, supportive team, managing your own workload, in order to support the delivery of the service

Main duties of the job

The Administrator will work as part of a multi-disciplinary team (MDT) supporting the effective administration of the young person’s pathway through the service from referral to treatment. This will help to provide an efficient, comprehensive clerical and administration service

To understand the referral to treatment pathways.

To be able to take appropriate actions where pathways are incomplete to ensure that children and young people receive the treatment and interventions necessary

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

Detailed job description and main responsibilities

To provide efficient and effective administrative support to the multi-disciplinary team.

Provide general administrative support including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, occasional reception cover and photocopying as required.

To develop a thorough understanding of the service and processes used including referral and treatment 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.