Cyp Administrator

We are looking for a reliable and enthusiastic person to join our committed CYP Administrator team in Child & Young Persons Services for 15 hours per week (Monday and Wednesday or hours split over Monday, Tuesday and Wednesday) to provide secretarial and administration support. This is an office-based position in the Healthy Minds Lincolnshire team. There may be a need to travel to different bases if required to support the needs of the service or to attend training. Mileage is paid at a standard rate.

You will be a key member of a friendly team who will be responsibility for contributing to the smooth and efficient running of the office. The work will include referrals processing/contacting young people and families to book appointments and gather information, typing and formatting of correspondence, and other data requirements using Word, Excel and clinical systems. There may also be a requirement for note taking. You will be dealing with a wide range of enquiries in a welcoming yet professional and sensitive manner, ensuring confidentiality at all times. We will offer training and development opportunities for the successful applicant.

To undertake clerical / secretarial duties in support of clinical and non-clinical activity in the Healthy Minds Lincolnshire Service, ensuring administrative support is available to management and members of the team as appropriate.

**This will include, but is not limited to**:
Support with inputting referrals.

Organising appointments by telephone/letter.

Typing letters.

Diary management.

Supporting and preparing training sessions.

Liaising with internal and external providers, including education providers.

Gathering information.

Inputting data accurately.

Helping to manage service housekeeping data/housekeeping reports using Excel and reporting systems.

Navigating and updating clinical systems and electronic databases

Supporting meetings, including the arranging, distribution of papers and note / minute taking.

Ensuring good communication flows at all times through effective liaison.

Maintaining the services’ shared online workspace.

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

To input referrals, arrange appointments and ensure the clinical system is kept up to date.

To process referrals coming into the service entering them onto the clinical system and to action the referrals with the relevant outcome.

Using Microsoft Excel skills to provide support with understanding and managing the Team’s data and helping to complete housekeeping reports.

To participate in providing a professional reception to the service, as and when required, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality.

To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.

To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.

To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.

Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.

To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.

Inputting a variety of information from various sources into the appropriate information systems, RIO, System