Detailed job description and main responsibilities

1)          ADMINISTRATIVE

(a)        Liaising with families and professionals, managing the preparation and dispatch of appointment letters and associated questionnaires

(b)        To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook calendars.

(c)        To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.

(d)        To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.

(e)        Ability to work in an unpredictable pattern, dealing with frequent interruptions.

(f)         Organise the booking of interpreters and translation of correspondence, where appropriate.

(g)        To arrange appointments and meetings as required.

(h)        Attend meetings including team meetings and produce minutes.

(i)          Make travel arrangements for the team when required.

(j)          Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.

(k)        To add referrals to the Trust patient database within 24 hours of receipt.

(l)          Trace patient NHS details via the National Tracing System

(I)         Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.

(m)       Monitor and update operational data quality information proactively to ensure targets and standards are met. To assist the team lead in collating data and producing the quarterly reports for the respective service.

(n)        In conjunction with the clinical team, monitor and maintain accurate waiting lists.

(o)        To contribute in the compliance of Health and Safety requirements as requested by management. Maybe required to become Health and Safety Champion depending on service need.

(p)        To participate in the preparation of PPI events, conferences and projects.

(q)        Managing petty cash, when required.

(r)         Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

(s)        To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

2)          SERVICE REQUIREMENTS:

(a)        To provide cover for colleagues, as required, within CAMHS sites.

(b)        To provide ad hoc reception cover, as required, within CAMHS sites.

(c)        Assist teams with the development of patient information and team leaflets.

(d)        To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.

(e)        May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.

(f)         To assist in service user feedback and PPI.

(g)        May be required to work outside of core hours, in line with service need.

(h)        To line manage staff, as required.

3)          PERSONAL DEVELOPMENT:

(a)        To participate in development and training identified through the appraisal and supervision process.

(b)        To attend and participate in all identified mandatory training.

4)          OTHER:

(a)        To ensure all duties are carried out in line with Trust policy.

(b)        To carry out other duties appropriate to the grade as required.

(c)        To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc.