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Administrative Coordinator and Reception Specialist
2 months ago
Position Overview
We are seeking a skilled Administrative Coordinator and Reception Specialist to join our team on a Bank contract. This role is positioned at Band 3 level and is essential in delivering an exceptional reception and administrative service.
The administrative team plays a crucial role in providing a professional and efficient service to the CAMHS North child and adolescent mental health team. The primary focus of this position is to create a welcoming atmosphere for young individuals and their families upon their arrival at the clinic, ensuring timely assistance. Responsibilities include managing incoming calls, addressing various inquiries, and preparing and dispatching appointment letters and reminders, as well as rescheduling appointments when necessary.
Given that the role involves communicating with service users over the phone, the ideal candidate must exhibit a high level of tact, mature judgment, and maintain a calm, friendly, and efficient demeanor.
As a vital member of the administrative team, the individual will also be expected to support activities such as handling general telephone inquiries, taking messages, addressing straightforward queries within their knowledge base, and directing other inquiries to the appropriate team member.
The position requires the ability to work independently while upholding a high standard of confidentiality. The post holder will be primarily responsible for managing clinic bookings, even though collaboration with other team members may occur.
Main Responsibilities
Key Duties:
- Greet young individuals and their guardians upon arrival at the clinic.
- Utilize Word templates to generate clinic correspondence, create appointment letters, and log appointments in the electronic patient record system.
- Employ touch typing, audio transcription, and shorthand skills as necessary to produce documentation efficiently.
- Send text message reminders to service users who have opted to receive them.
- Demonstrate proficiency in using the electronic patient record for administrative tasks.
- Assist fellow administrative team members with additional tasks such as scanning, photocopying, and assembling new service user assessment packs.
- Continuously update skills and participate in mandatory training sessions.
- Work autonomously on a daily basis, prioritizing workload and distinguishing between routine and urgent tasks.
- Adhere to established guidelines and utilize developed knowledge and skills when managing responsibilities independently.
About Us
The Hertfordshire Partnership University NHS Foundation Trust (HPFT) is a leading organization with ambitious goals, striving to be the foremost provider of mental health and specialized learning disability services in the country.
With a workforce of approximately 3,000 and an annual revenue of around £200 million, the Trust operates across three Strategic Business Units, delivering integrated health and social care services through a vast network of community and inpatient settings, catering to diverse populations across multiple regions.
As a university trust, HPFT is committed to fostering strong partnerships with the University of Hertfordshire, offering excellent learning and development opportunities while enhancing our clinical research capabilities.
Despite the challenges faced by the NHS, this is an exciting time to join HPFT. Building on our 'Outstanding' rating from the CQC, we are on a journey from 'Good to Great,' continually innovating and improving to provide the highest standards of care to our service users and communities.
In our recent NHS Trust Survey, an impressive 95% of staff reported that their roles positively impact service users, with 90% expressing enthusiasm for their positions and recommending us as a desirable workplace.
