Job summary
30 hours per week
The Child and Adolescent Mental Health Service (CAMHS) is committed to providing high-quality mental health support to children and adolescents. We are looking for an enthusiastic and proactive Management Secretary to join our CAMHS Service. This is a fantastic opportunity for someone with excellent administrative skills to support our CAMHS management team in delivering crucial mental health services.
The Management Secretary will be responsible for providing comprehensive secretarial and administrative support to the CAMHS management team, including the CAMHS Pathway Managers, Service Manager, and Directorate Manager. The successful candidate will play a key role in ensuring the smooth running of administrative tasks, enabling the team to focus on providing outstanding care for children and young people.
NVQ3 or equivalent qualifications or substantial previous experience are essential for this role.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.
Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted. Therefore, we recommend you submit your application at the earliest opportunity.
All Livewell staff are expected to be able and willing to work across a 7 day service.
Main duties of the job
To deliver an
effective and competent level of secretarial and administrative support and
consistently deliver a client focussed service which promotes good customer
service and effective working relationships.
To be
responsible for providing daily secretarial and administrative support in the
allocated service area ensuring business priorities are met for example:
maintaining records, minute taking, data inputting and reception duties.
Typing of
confidential reports/letters; which may be supplied via hard copy and/or
dictation, (which may contain distressing information) as requested to meet
service needs.
Working
proactively to support team. Ability to work on own and proactively as part of
a team
To provide the day-to-day
supervision and line management of junior staff where appropriate.
The job description and person specification are an outline of the
tasks, responsibilities and outcomes required of the role. The job holder will
need to be flexible to carry out any other duties as may be reasonably required
by their line manager.
About us
Livewell Southwest is an independent, award-winning social
enterprise delivering integrated health and social care services across
Plymouth, South Hams, and West Devon, with specialist services in parts of
Devon and Cornwall. Our teams work in community hospitals, GP practices, sports
centres, and health hubs.
As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, and
collaboration. We focus on transforming services to ensure sustainability, while
empowering staff and those we serve.
We involve the people we care for, along with their families and carers, in
shaping the care they receive, striving to deliver the right care at the right
time and place. Centering our work on individual needs helps people lead
healthy, independent lives.
We prioritise employees' development, offering protected CPD time, training
pathways, leadership programs, and funding for qualifications like the Care
Certificate and Nurse Training Scholarships. Our induction and preceptorship
programs ensure a smooth transition into our organisation.
Livewell Southwest values diversity and encourages applications from all
sections of the community, including those with armed forces experience, lived experience of mental
health, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during the
application process, contact the Recruiting Manager listed in the job advert.
Job description
Job responsibilities
To deliver an
effective and competent level of administrative support and consistently
deliver a client focussed service which promotes good customer service and
effective working relationships.
To be
responsible for providing daily administrative support in the allocated service
area ensuring business priorities are met for example: maintaining records, minute
taking, data inputting and reception duties.
Typing of
confidential reports/letters; which may be supplied via hard copy and/or
dictation, (which may contain distressing information) as requested to meet
service needs.
Working
proactively to support the Management Team. Ability to work on own and
proactively as part of a team.
To provide the
day to day supervision and line management of junior staff where appropriate.
Promote
the image of the department, via the Management Team checking that notices and
leaflets are up to date & well presented.
Support the
management team to ensure that internal and external communication systems are
in place.
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately
recorded, and where possible resolved within level of role or escalated
appropriately, supporting junior staff where necessary.
Respond
to telephone, email and written queries on behalf of the service area including
call handling where appropriate as
agreed with line manager.
Arrange
appointments, meetings and events on behalf of the CAMHS Management Team,
making bookings where necessary and ensuring all equipment and documentation is
available, in conjunction with line manager where required.
To produce
informal and formal minutes as an accurate record of meetings, transcribing and
distributing as directed.
Maintain
accurate and timely electronic and hard copy information e.g. training logs using
organisational systems as directed (ensuring ease of access/retrieval as
appropriate) and in line with policies.
Supporting
operational staff to access management information; electronic and hard copy.
Collect and collate
data to enable managers to monitor budgets and performance in relation to
business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems.
Be
compliant with the Data Protection and record management policies and
procedures with particular reference to confidentiality and safeguarding
issues.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Ensure
that all office support services e.g. post, filing, photo copying, are
delivered in a timely manner.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
Job description
Job responsibilities
To deliver an
effective and competent level of administrative support and consistently
deliver a client focussed service which promotes good customer service and
effective working relationships.
To be
responsible for providing daily administrative support in the allocated service
area ensuring business priorities are met for example: maintaining records, minute
taking, data inputting and reception duties.
Typing of
confidential reports/letters; which may be supplied via hard copy and/or
dictation, (which may contain distressing information) as requested to meet
service needs.
Working
proactively to support the Management Team. Ability to work on own and
proactively as part of a team.
To provide the
day to day supervision and line management of junior staff where appropriate.
Promote
the image of the department, via the Management Team checking that notices and
leaflets are up to date & well presented.
Support the
management team to ensure that internal and external communication systems are
in place.
Ensure that all
complaints, compliments, concerns, comments and suggestions are appropriately
recorded, and where possible resolved within level of role or escalated
appropriately, supporting junior staff where necessary.
Respond
to telephone, email and written queries on behalf of the service area including
call handling where appropriate as
agreed with line manager.
Arrange
appointments, meetings and events on behalf of the CAMHS Management Team,
making bookings where necessary and ensuring all equipment and documentation is
available, in conjunction with line manager where required.
To produce
informal and formal minutes as an accurate record of meetings, transcribing and
distributing as directed.
Maintain
accurate and timely electronic and hard copy information e.g. training logs using
organisational systems as directed (ensuring ease of access/retrieval as
appropriate) and in line with policies.
Supporting
operational staff to access management information; electronic and hard copy.
Collect and collate
data to enable managers to monitor budgets and performance in relation to
business support function with support of line manager.
Collect,
collate and prepare information for service area
users with support of line manager.
Maximise
the use of electronic systems to enable effective management of the service
area such as Microsoft Office and patient record systems.
Be
compliant with the Data Protection and record management policies and
procedures with particular reference to confidentiality and safeguarding
issues.
Be
proactive and contribute ideas for improvement in the way the service is
delivered.
Able
to work on own initiative, prioritising work within defined policies and
procedures to set timescales.
Ensure
that all office support services e.g. post, filing, photo copying, are
delivered in a timely manner.
The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will need to be flexible to carry out any other duties as may be reasonably required by their line manager.
Person Specification
Skills and Abilities
Essential
- Good writing, typing, data entry and telephone skills ensuring accuracy.
- Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
Desirable
- NVQ 3 in Business Administration or equivalent
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Experience of working in a health or social care office environment.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues/staff
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Person Specification
Skills and Abilities
Essential
- Good writing, typing, data entry and telephone skills ensuring accuracy.
- Ability to communicate verbally and in writing to a good level (face to face and over the telephone)
- Ability to prioritise own workload
- Ability to work effectively as part of a team.
- Ability to use initiative organising own workload to set deadlines within the scope of role
- Organised, efficient and accurate
- Flexible and adaptable willing to learn new skills
- Able to analyse problems and initiate appropriate solutions effectively
- Able to apply tact and sensitivity to establish trust and support
Qualifications
Essential
- Educated to NVQ 3 in a relevant subject or equivalent level of qualifications or significant equivalent previous experience and knowledge
Desirable
- NVQ 3 in Business Administration or equivalent
Experience
Essential
- Substantial experience of working in an administrative environment using computerised data systems.
- Experience of supervising other staff members
Desirable
- Experience of working in a health or social care office environment.
Knowledge
Essential
- Working knowledge of Microsoft Office including Word and Excel
- Understanding of confidentiality & data protection act
- Able to build effective working relationships with customers and colleagues/staff
Desirable
- Knowledge of SystmOne.
- Understanding of Data Protection legislation
- Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
