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Job description

The post holder will be responsible for all day-to-day administration tasks including covering the reception when required. They will need to take initiative in prioritising their own workload and helping with the team’s workload. They will need to ensure that the service objectives and deadlines are met.

You will be required to provide high quality, comprehensive administrative support to the team using your excellent communication, organisational and IT skills. You should be able to work independently, using discretion, judgement and critical analysis where appropriate.

The CAMHS Team Administrator will also provide administrative support to the CAMHS local service. They will work within service level standards to deliver an efficient and effective service; dealing with telephone and personal enquiries from patients, carers and members of the public, GPs and other healthcare professionals and statutory and non-statutory organisations.

The CAMHS Team Administrator will provide non-clinical information and advice to patients and relatives within the boundaries of the role. Also, taking accurate messages, responding appropriately and passing information on in the appropriate manner; escalating issues to clinical staff appropriately.

To find out more about working in CAMHS, CLICK HERE for our video

As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

Key Responsibilities

The post holder will also be required to:

• Provide complete administrative support to the multi-disciplinary staff including word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spreadsheets
• Operate and manage the administration systems including e-roster
• Maintain a diary of appointments / information for teams manually / electronically
• Arrange meetings, book rooms and equipment, organise refreshments where appropriate and respond to changes of circumstances in a timely manner
• Have sufficient knowledge of patients and professionals’ requirements to ensure the efficient running of the service
• Establish and maintain a well-organized and effective administrative service able to meet the needs of the service users and staff
• Monitor demand against capacity and escalate to clinical staff where issues arise against agreed protocols.

We're passionate about delivering first-class patient-centred, safe and effective care in a community setting or in the patient’s own home. Patients
are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people. We are always looking to recruit
outstanding people who will go the extra mile to support our young persons, colleagues, teams and the Trust.
With every new employee we are hoping to find our future leaders and well support our staff by providing opportunities to develop your career.
With a diverse culture and equally diverse range of opportunities across mental health, community services, emotional disorder,
Neurodevelopmental Disorders, Enhancement Treatment, learning disabilities and more whatever stage of your career you're at, there's always a place for you at CNWL.
You will work from Monday to Friday 9am to 5pm service for young people experiencing mental health problems in Harrow area. There is some flexibility for you to work from home one day a week. The post will be
based within the Ash Tree Clinic, South Harrow and the post holder will be expected to maintain the close links with the Hospital.
The successful applicant may have contact with patients or service users.

Main Responsibilities

The post holder will also be required to:

• Provide complete administrative support to the multi-disciplinary staff including word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spreadsheets
• Operate and manage the administration systems including e-roster
• Maintain a diary of appointments / information for teams manually / electronically
• Arrange meetings, book rooms and equipment, organise refreshments where appropriate and respond to changes of circumstances in a timely manner
• Have sufficient knowledge of patients and professionals’ requirements to ensure the efficient running of the service
• Establish and maintain a well-organized and effective administrative service able to meet the needs of the service users and staff
• Monitor demand against capacity and escalate to clinical staff where issues arise against agreed protocols.
• Create and update patient electronic records and other relevant documentation.
• Schedule appointments as necessary, ensuring patients are notified of any changes to appointments.
• Complete relevant typing, photocopying, scanning, faxing, filing and maintenance of up-to date IT systems.
• Record all system information accurately, updating call information, registering call backs from patients, and bringing all new information to the relevant line manager’s attention.
• Provide monthly statistics on throughput to team manager as requested.

Support the CAMHS team with general administrative duties, sending appointments, data quality and capture using appropriate systems, audio typing, filing, taking messages, dealing with queries over the telephone and face to face, photocopying.

• Provide cover as and when necessary.
• Undertake stationery and equipment inventories where necessary and order goods for colleagues using the E-Procurement system.
• Collect and distribute all internal and external mail on a daily basis when required.
• Any other administrative duties to support the team as and when required by team manager.
• The post holder will have the skills to be able to:
• To act as a first point of contact for service users, recording on relevant Trust clinical systems the patient details, reason for call and next appropriate action.· To work positively with colleagues to maintain effective relationships.
• To effectively manage callers’ expectations whilst providing correct and accurate information at all times.

To use a variety of verbal and non-verbal communication skills to ensure that the caller understands the relevant information given. This includes callers of a non-English speaking background (who may require an interpreter), those with a hearing impairment, with altered emotional states, with cognitive learning and / or a behavioural disability or communication deficits.

To record all data accurately in the patients’ electronic records.

To have a full working knowledge of the IT systems and applications used.

• To provide the first point of contact for all communications, to sort, distribute and prioritise incoming mail, emails and telephone calls using judgement and experience to decide which documents are to be passed to the clinicians or social services for action and information.
• To ensure that patients’ notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times.
• To undertake relevant administration duties associated with referrals and bookings management as required and when necessary.
• To liaise with relevant service regarding bookings and referrals within appropriate timescales.