Team Administrator

Job overview

Important Sponsorship Information for this post: We are unable to offer a certificate of sponsorship for this post.

An exciting opportunity has arisen for a team administrator to work within the Greenwich CAMHS Team.

The post holder will have the following experience: -

• To support staff within the multi-disciplinary team, by providing efficient and effective secretarial and administrative duties.
• To ensure agreed processes and procedures are in place locally to support the team/service delivery in line with Trust policies and local guidelines.
• Will be required to support the reception function to maintain a smooth running of Services.
• You will be at times required to work on a shift pattern 9am-5pm, 8.30am-4.30pm, 10am-6pm
• Will work closely with other admin colleagues to enable team working and effective cover arrangements.

We will be recruiting into 2 Permanent Full Time Posts.

Main duties of the job

• Responsible for the upkeep of diaries for the team, responsible for photocopying, e-mailing, and maintaining an efficient filing system, ensuring filtering of all incoming enquiries and draft responses accordingly.
• Works on own initiative with minimal supervision, with ability to ask for help when required.
• Manages and is able to prioritise workload.
• Responsible for liaising with staff within the team.
• Ensures that post/mail is promptly collected, sorted and scanned into RIO; accordingly, act on own initiative, where appropriate, in response to incoming mail.
• Ensures that the members in the team are briefed in a timely manner, of any changes to systems and/or processes e.g., to ensure that all relevant documentation in relation to meetings, agendas, circulars and changes are readily available and disseminated.
• Accurately gathers information, inputs and updates RIO data for audit returns manually or electronically.
• Data input within Excel and update accordingly, so post holder must be proficient in the use of Microsoft packages.
• Be actively maintaining data quality within RIO, including opening and closing of referrals.
• To be responsible for inputting data onto RIO as required
• Contributes ideas to improve efficiency and effectiveness of administrative processes.

Detailed job description and main responsibilities

Responsible for booking future appointments where necessary and highlighting any problems e.g. passing on information regarding changes to appointments and DNAs and any specific questions raised by patients etc. Responsible for ordering stationery, medical supplies for the team and liaising with the relevant suppliers. Post-holder will be required to interact with different stakeholders, liaise with patients daily, schedule appointments and organise changes to appointments. As the first point of contact to the team, post-holder must have experience and ability to relate to patients in a calm manner when they contact the team via telephone and recognise when to escalate queries for appropriate response. Daily use of computer for inputting data and typing of documents. Duties will require period of concentration in terms of active listening and identifying and solving problems on regular basis. Frequent interruptions during work such as, phone calls and responding to queries from colleagues. This is at times an extremely challenging and busy team where the post-holder will be required to be both flexible and adaptable and able to work under pressure occasional. Some of the work that the post-holder may have to deal with could be of a private and confidential nature and therefore discretion is an essential skill that is required.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.