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Administrator

3 months ago

Heywood, United Kingdom Pennine Care NHS FT Full time

Job summary

This is a fantastic opportunity for a highly motivated, enthusiastic and flexible individual to join the Administration Team for #Thrive.

#Thrive servicesupport's children and young people, aged up to 19 years, who are experiencing emotional health and wellbeing issues ( feeling stressed, worried or not enjoying things).

Main duties of the job

This role requires a highly organised person with the ability to prioritise their workload, work in a calm and effective manner and communicate well at all levels.

In this vital role you will provide comprehensive confidential administrative services. Work is varied, interesting and sometimes challenging and requires someone who has a strong work ethic and a desire to work in a fast paced environment.

Main aspects of the role will be to welcome visitors, children and young people and their families to #Thrive, triage telephone enquiries, data inputting, typing and format of letters, scanning and uploading documents . You will also be assisting with the co-ordination of meetings, arranging and taking minutes at meetings as required.

To deal with difficult telephone enquiries and give advice wherever possible, in a diplomatic and sensitive way, following these through with the appropriate member of staff, in a responsible and professional manner.

With your previous experience of working in a busy office based environment you should have the ability to demonstrate accurate working and be able to work well as part of a team. The team is a very friendly team and the work is varied and interesting.

About us

Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We're really proud of our #PennineCarePeople and do everything we can to make sure #Thirve is a great place to work.

All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.

Job description

Job responsibilities

Main Duties and Responsibilities

To provide a full secretarial service to the CAMHS team which includes typing letters, non- clinical correspondence, prioritising own workload, the use of email, send faxes and attend to photocopying as and when required.

Welcoming families into department, dealing with queries or problems, as necessary, at Reception

Answer and deal with telephone calls to unit and pass on messages appropriately.

Liaising with staff at all levels in an appropriate manner and ensuring that an efficient and courteous service is offered to all professionals and service users, strictly maintaining confidentiality.

To manage families expectations around waiting times and signpost to relevant support services whilst they await assessment.

To communicate via the phone with distressed and challenging service users and their families to arrange / amend appointments, and to provide families with an up- to-date status as to progress on the CAMHS Pathways.

To communicate via the phone with schools and other professional agencies regarding referrals to the CAMHS team, to advise the correct referral process, and to document reports

of escalating behavioural issues, sharing these appropriately with the Clinical staff members. To request additional information from schools to support the CAMHS assessment as necessary.

Collate and maintain waiting lists having special regard to degree of urgency and report to Admin lead

Referral Process; monitor and record referrals daily in accordance to the Trust policy, reporting to Admin lead

To recognise and document areas of potential concern/risk during telephone calls and bring these to the attention of duty workers / senior members of the CAMHS team for review.

Maintaining patient Electronic health records, ensuring that patient information is up to date and the records are kept in good order.

To be support inputting to the service data base and other IT systems for the production of accurate and timely data in relation to referrals, waiting times, discharge data.

To be responsible in achieving a balance with own workload by prioritising and delegating work as necessary and monitoring the situation on a daily basis.

Filing any relevant documentation in patient records.

Ensuring that an efficient and courteous service is offered to all service users and that confidentiality is strictly maintained.

To be aware of all policies and procedures in relation to health records.

To attend meetings, training and briefing sessions appropriate to the role and take notes for feedback to colleagues.

Any other duties commensurate with the post as instructed by the Admin Lead / Operational Manager.

Person Specification

Education/Qualification

Essential

oEducated to GCSE level in Maths and English or equivalent oRSA3 typing / word processing or equivalent demonstrable skills oHighly developed office management skills

Desirable

oShorthand qualification

Experience

Essential

oExperience of working with an electronic patient records system such as NCRS / PARIS or EMIS oExtensive experience in general office/secretarial work oExperience in setting up computer files and databases oInvolvement in supporting Audit activity oExtensive data management skills oExperience of diary management oExperience of supervisory skills

Knowledge

Essential

oExcellent Audio typing skills oFamiliarity with hospital records system oDetailed knowledge of office systems oSignificant competency of computers systems oGood written and spoken English

Skills and Abilities

Essential

oSensitivity to people with mental health problems oAble to prioritise workload oProven ability to communicate and maintain effective relationships with people at various levels, both verbally and in writing oAbility to work as a member of a team and on own initiative oAbility to follow procedures and undertake duties in accordance with departmental policies

Work Related Circumstances

Essential

oCover annual leave , sickness leave in absence of colleagues oTo work flexibly including availability to work evenings and weekends. oUse of a car or access to a means of mobility to travel across the Trust footprint in line with service needs oWilling to carry out all duties and responsibilities of the post in accordance with the Trust's Equal Opportunities and Equality and Diversity policies oAppointments to regulated and controlled activities require an enhanced DBS disclosure.