Job summary
We are looking to recruit a Referrals
& Administration Officer to join our evolving iSPA in
partnership with CAMHS NHS. This is a fantastic opportunity
to be an integral part of a dynamic and innovative team, while also providing
essential administrative support to Bromley Y. In this unique position you will work across both
services with your main responsibilities being to support the iSPA and help its
ongoing development.
Main duties of the job
In this exciting role, you will contribute to a multi-agency approach, bringing your strong skills in data handling, time management, and communication to support both services effectively. You will need to be flexible and able to work across multiple sites, adapting to the needs of a collaborative, multi-agency environment. Occasional Saturday working may be required but you would receive time back in lieu for this.
Key responsibilities include:
- Accurately entering new referrals into our client management system (CRM), ensuring timely and precise responses to general enquiries
- Acting as the first point of contact for young people, parents/carers, and professionals referring into the iSPA
- Ensuring all necessary information is gathered to progress referrals efficiently
- General administrative duties
About us
Bromley Y is a long-established Charity based in Bromley that
listens to feedback from Children, Young People (CYP), their families and/or
parents and carers as well as partner agencies. We are a Mental Health and
Emotional Wellbeing Service (MHEWS) based on the principles of ITHRIVE and
IAPT. We are very proud of all the services we offer, from triaging, 1:1
evidenced based interventions to group work, digital offers, including
webinars, social prescribing and mentoring.
The Integrated
Single Point of Access (iSPA) provides screening and triage services to
children, young people, parents/carers and professionals seeking support around
emotional wellbeing and mental health concerns.
The team work collaboratively to review all referrals and ensure a
timely decision-making process. The
workforce within the team is employed by both CAMHS and Bromley Y making it an opportunity for shared learning &
collaboration to provide the best experience possible for those referring in.
Job description
Job responsibilities
The ideal candidate(s) must have:
- Experience of working in administration, in a busy office environment, demonstrating the ability to manage competing demands whilst delivering a high-quality administrative service and excellent customer care
- Experience of administration in relation to working with children and families (parents/carers) with emotional and mental health needs
- Ability to listen empathetically to children and young people and their families (parents/carers) in order to work effectively in partnership, including, respect, genuineness, empathy, personal integrity and communication skills
- Excellent written and verbal communication skills, with a professional and approachable manner
- A keen eye for detail and a track record of producing accurate, high-quality work
- The ability to use initiative, manage priorities effectively, and work independently when required
- Outstanding organisational skills, with the ability to multitask and meet tight deadlines
- Exceptional data entry and management skills, with a strong focus on accuracy, consistency, and attention to detail
- High level of proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- A collaborative approach and the ability to build and maintain effective working relationships with both internal colleagues and external stakeholders
1. ROLE FOCUS:
- To be an integral part of a dynamic and innovative team in partnership with Oxleas NHS CAMHS, while also providing some essential administrative support toBromley Y. This is a unique role working across services with the main responsibilities being within the Integrated Single Point of Access (iSPA).
- To provide referrals and administrative support to the Integrated Single Point of Access and Bromley Y helping to contribute to the development of early intervention and prevention services in Bromley for Children and Young People. The post represents an opportunity for an administrator, who is committed to providing an excellent service for all who access the Integrated Single Point of Access and Bromley Y.
- Based within a combined team with workforce members from both Bromley CAMHS and Bromley Y working together demonstrating excellent team working skills. You will work closely with the team inputting referrals, organising appointments, minute taking, answering calls, and providing general administration support. In addition, you will have some daily time to work within Bromley Y providing additional administrative duties.
- The post-holder will be required to input all new referrals using our CRM system, ensuring accuracy and a prompt response to general enquiries. You will be the first point of contact for young people, parents and professionals who refer into the iSPA and as part of this process you will need to make sure that we have all the information needed to proceed with referrals, displaying good communication skills is essential.
- They will work with young people from diverse backgrounds and should be committed to diversity and ensuring access to services for all.
- You will be required to work across different sites and be adaptable in your approach to this multi-agency working. The focus of the role is within the iSPA but you will also be providing administrative support to targeted areas of work within Bromley Y. Therefore, time management and ability to work with different teams is essential.
- The post holder must be prepared to be flexible in their working arrangements to ensure that all children and young people can access support at a time which suits their needs.
2. MAIN RESPONSIBILITIES
3. PRACTICE RESPONSIBILITIES
- Accept referrals via agreed protocols.
- To identify, monitor and manage risk to self or others in every contact with a service user.
- Complete all data entry as required within the service.
- Keep coherent records of all activity in line with service & team protocols.
- Engage in managerial and clinical supervision, identifying the scope of practice of the individual postholder, and working safely within that scope.
- Contribute to the development of individual or group materials or training materials.
4. EDUCATION AND TRAINING
- To ensure knowledge and skills are continuously developed and maintained at a high level of competence.
- To identify training needs through supervision and personal development plans.
5. RESEARCH AND DEVELOPMENT
- To work with others to develop practice protocols and audit tools, to collect the relevant statistical information to underpin service evaluation and record keeping.
- To comply with relevant Codes of Conduct.
- To contributing to identifying service needs and gaps across with regard to childrens mental health and wellbeing.
6. GENERAL
- Keep accurate and appropriate records, providing information for monitoring and evaluation as required by Bromley Y & iSPA policies and Procedures and in line with good practise.
- Participate in and actively contribute to individual supervision, training and team meetings as required.
- Work in accordance with the Bromley Y s objectives, mission and values (CLEAR).
- Comply with all organisational policies and procedures, including our Codes of Conduct (including Sexual Harassment Code of Conduct).
- Undertake duties to ensure the health and safety of post-holder, colleagues, service users, volunteers and visitors.
- Work flexibly, being prepared to perform other duties commensurate with the role.
- Actively support and promote any fundraising activities as part of your day-to-day duties.
- Promote the work of Bromley Y & the iSPA and encourage positive understanding, awareness and attitudes towards mental health.
- Work alongside and ensure active service user participation in all aspects of work, including design, implementation and monitoring of activities.
- Record telephone messages accurately and cascades information where appropriate.
- Liaise with stakeholders and other professionals.
- Support the ongoing development of the iSPA team.
Job description
Job responsibilities
The ideal candidate(s) must have:
- Experience of working in administration, in a busy office environment, demonstrating the ability to manage competing demands whilst delivering a high-quality administrative service and excellent customer care
- Experience of administration in relation to working with children and families (parents/carers) with emotional and mental health needs
- Ability to listen empathetically to children and young people and their families (parents/carers) in order to work effectively in partnership, including, respect, genuineness, empathy, personal integrity and communication skills
- Excellent written and verbal communication skills, with a professional and approachable manner
- A keen eye for detail and a track record of producing accurate, high-quality work
- The ability to use initiative, manage priorities effectively, and work independently when required
- Outstanding organisational skills, with the ability to multitask and meet tight deadlines
- Exceptional data entry and management skills, with a strong focus on accuracy, consistency, and attention to detail
- High level of proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
- A collaborative approach and the ability to build and maintain effective working relationships with both internal colleagues and external stakeholders
1. ROLE FOCUS:
- To be an integral part of a dynamic and innovative team in partnership with Oxleas NHS CAMHS, while also providing some essential administrative support toBromley Y. This is a unique role working across services with the main responsibilities being within the Integrated Single Point of Access (iSPA).
- To provide referrals and administrative support to the Integrated Single Point of Access and Bromley Y helping to contribute to the development of early intervention and prevention services in Bromley for Children and Young People. The post represents an opportunity for an administrator, who is committed to providing an excellent service for all who access the Integrated Single Point of Access and Bromley Y.
- Based within a combined team with workforce members from both Bromley CAMHS and Bromley Y working together demonstrating excellent team working skills. You will work closely with the team inputting referrals, organising appointments, minute taking, answering calls, and providing general administration support. In addition, you will have some daily time to work within Bromley Y providing additional administrative duties.
- The post-holder will be required to input all new referrals using our CRM system, ensuring accuracy and a prompt response to general enquiries. You will be the first point of contact for young people, parents and professionals who refer into the iSPA and as part of this process you will need to make sure that we have all the information needed to proceed with referrals, displaying good communication skills is essential.
- They will work with young people from diverse backgrounds and should be committed to diversity and ensuring access to services for all.
- You will be required to work across different sites and be adaptable in your approach to this multi-agency working. The focus of the role is within the iSPA but you will also be providing administrative support to targeted areas of work within Bromley Y. Therefore, time management and ability to work with different teams is essential.
- The post holder must be prepared to be flexible in their working arrangements to ensure that all children and young people can access support at a time which suits their needs.
2. MAIN RESPONSIBILITIES
3. PRACTICE RESPONSIBILITIES
- Accept referrals via agreed protocols.
- To identify, monitor and manage risk to self or others in every contact with a service user.
- Complete all data entry as required within the service.
- Keep coherent records of all activity in line with service & team protocols.
- Engage in managerial and clinical supervision, identifying the scope of practice of the individual postholder, and working safely within that scope.
- Contribute to the development of individual or group materials or training materials.
4. EDUCATION AND TRAINING
- To ensure knowledge and skills are continuously developed and maintained at a high level of competence.
- To identify training needs through supervision and personal development plans.
5. RESEARCH AND DEVELOPMENT
- To work with others to develop practice protocols and audit tools, to collect the relevant statistical information to underpin service evaluation and record keeping.
- To comply with relevant Codes of Conduct.
- To contributing to identifying service needs and gaps across with regard to childrens mental health and wellbeing.
6. GENERAL
- Keep accurate and appropriate records, providing information for monitoring and evaluation as required by Bromley Y & iSPA policies and Procedures and in line with good practise.
- Participate in and actively contribute to individual supervision, training and team meetings as required.
- Work in accordance with the Bromley Y s objectives, mission and values (CLEAR).
- Comply with all organisational policies and procedures, including our Codes of Conduct (including Sexual Harassment Code of Conduct).
- Undertake duties to ensure the health and safety of post-holder, colleagues, service users, volunteers and visitors.
- Work flexibly, being prepared to perform other duties commensurate with the role.
- Actively support and promote any fundraising activities as part of your day-to-day duties.
- Promote the work of Bromley Y & the iSPA and encourage positive understanding, awareness and attitudes towards mental health.
- Work alongside and ensure active service user participation in all aspects of work, including design, implementation and monitoring of activities.
- Record telephone messages accurately and cascades information where appropriate.
- Liaise with stakeholders and other professionals.
- Support the ongoing development of the iSPA team.
Person Specification
Knowledge and skills
Essential
- Ability to listen empathetically to children and young people and their families in order to work effectively in partnership, including, respect, genuineness, empathy, personal integrity and communication skills
- Excellent written and verbal communication skills, with a professional and approachable manner
- Exceptional data entry and management skills, with a strong focus on accuracy, consistency, and attention to detail
- Outstanding organisational skills, with the ability to multitask and meet tight deadlines
- Understanding of Data Protection (GDPR)
- High level of proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
Desirable
- Working knowledge of Health, Social Services, Education and the Voluntary Sector
Experience
Essential
- Experience of working in administration in a busy office environment
- Experience of administration in relation to working with children and families (parents/carers) with emotional and mental health needs
Person Specification
Knowledge and skills
Essential
- Ability to listen empathetically to children and young people and their families in order to work effectively in partnership, including, respect, genuineness, empathy, personal integrity and communication skills
- Excellent written and verbal communication skills, with a professional and approachable manner
- Exceptional data entry and management skills, with a strong focus on accuracy, consistency, and attention to detail
- Outstanding organisational skills, with the ability to multitask and meet tight deadlines
- Understanding of Data Protection (GDPR)
- High level of proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint
Desirable
- Working knowledge of Health, Social Services, Education and the Voluntary Sector
Experience
Essential
- Experience of working in administration in a busy office environment
- Experience of administration in relation to working with children and families (parents/carers) with emotional and mental health needs
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
