Job summary
CAMHS Administrator - Band 4
Contract : Permanent 30 hours a week.
This is an exciting opportunity to join our vibrant, caring and innovative Islington Children and Adolescent Mental Health Service (CAMHS).
The post holder will be responsible for overseeing and managing psychiatry referrals within the service and allocating new patients to psychiatrists ensuring systems and spreadsheets are updated and providing high quality administrative and secretarial support to this team. Part of this role will also involve the management and monitoring of waiting lists and caseload lists, monthly allocations through close liaison with the clinical lead and consultant psychiatrists.
The post holder will be a member of the CAMHS Administration Team, attending team meetings as required and providing cover where appropriate to other CAMHS Teams.
Main duties of the job
The post holder will be responsible for overseeing and managing psychiatry referrals within the service and allocating new patients to psychiatrists ensuring systems and spreadsheets are updated and providing high quality administrative and secretarial support to this team. Part of this role will also involve the management and monitoring of waiting lists and caseload lists, monthly allocations through close liaison with the clinical lead and consultant psychiatrists.
About us
Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff.
We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief.
The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences.
We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
- To provide full administrative support to the team including typing of assessment reports, appointment letters, waiting list letters and other documents as required by the team
- Managing new patient allocations spreadsheet: ensuring all relevant administrative tasks related to new allocations is complete:
- Booking rooms
- Booking appointments on Rio and Outlook diary and rearranging if necessary, after cancellations/DNAs
- Transferring and creating relevant Rio referral
- Sending out appointment letters
- Organising any necessary school & home visits
- Ensuring new allocated cases are added to POD (Patient Outcome Device) and the link is sent to the families to complete and submit the outcome measures online. POD training will be provided
3. To attend the relevant Team meetings as required to take minutes and provide administrative support.
- To book patients to the monthly Physical Health clinic as directly, sending out appointment letters, text reminders and update relevant spreadsheet
- Support clinicians facilitating the transfer to adult services when CYP reaches 17.5/18 years old.
- Diary management for the psychiatrists. Arrange meetings and keep a log of psychiatrists annual leave
- With close liaison with the psychiatrists, monitor Rio caseloads and ensuring cases are transferred or closed.
- To undertake any other general clerical duties as required by the Team
- To liaise on behalf of the teams with other departments within the Trust (Human Resources, IT, Estates, Supplies etc) as appropriate, and where necessary deliver or pick up materials from other sites
- To be the main point of contact for incoming calls from families or professionals and dealing with enquiries related to the CTT Team in an informed and professional manner
- To provide cover for any of the Administrative team when required including the SEMH team.
- To carry out any other duties commensurate with the grade as directed by the line manager
Job description
Job responsibilities
- To provide full administrative support to the team including typing of assessment reports, appointment letters, waiting list letters and other documents as required by the team
- Managing new patient allocations spreadsheet: ensuring all relevant administrative tasks related to new allocations is complete:
- Booking rooms
- Booking appointments on Rio and Outlook diary and rearranging if necessary, after cancellations/DNAs
- Transferring and creating relevant Rio referral
- Sending out appointment letters
- Organising any necessary school & home visits
- Ensuring new allocated cases are added to POD (Patient Outcome Device) and the link is sent to the families to complete and submit the outcome measures online. POD training will be provided
3. To attend the relevant Team meetings as required to take minutes and provide administrative support.
- To book patients to the monthly Physical Health clinic as directly, sending out appointment letters, text reminders and update relevant spreadsheet
- Support clinicians facilitating the transfer to adult services when CYP reaches 17.5/18 years old.
- Diary management for the psychiatrists. Arrange meetings and keep a log of psychiatrists annual leave
- With close liaison with the psychiatrists, monitor Rio caseloads and ensuring cases are transferred or closed.
- To undertake any other general clerical duties as required by the Team
- To liaise on behalf of the teams with other departments within the Trust (Human Resources, IT, Estates, Supplies etc) as appropriate, and where necessary deliver or pick up materials from other sites
- To be the main point of contact for incoming calls from families or professionals and dealing with enquiries related to the CTT Team in an informed and professional manner
- To provide cover for any of the Administrative team when required including the SEMH team.
- To carry out any other duties commensurate with the grade as directed by the line manager
Person Specification
Skills and abilities
Essential
- Excellent verbal and written communication skills with the ability to interact effectively with staff at all levels
- Ability to work as a member of a team
- Excellent MS Office Excel skills - Word, Excel, PowerPoint, Outlook
- Ability to plan and work to deadlines, prioritise and multitask and manage own workload
- Typing skills - 50 to 60 wpm
Knowledge and experience
Essential
- Minimum one year experience in an administrative role within an NHS setting
- Experience of dealing with the public
- Experience of using electronic patient record systems
Desirable
- Experience of working with databases, understanding data
- An understanding of Patient Confidentiality and Data Protection protocols within the NHS
- Experience of administering waiting lists and caseload
- Experience of attending meetings and taking minutes
Personal qualities
Essential
- Enthusiastic and self motivated
- Innovative and articulate
Education /qualifications
Essential
- Must be able to demonstrate excellent standards of literacy and numeracy
Desirable
- Edcucated to A-level or equivalent
Person Specification
Skills and abilities
Essential
- Excellent verbal and written communication skills with the ability to interact effectively with staff at all levels
- Ability to work as a member of a team
- Excellent MS Office Excel skills - Word, Excel, PowerPoint, Outlook
- Ability to plan and work to deadlines, prioritise and multitask and manage own workload
- Typing skills - 50 to 60 wpm
Knowledge and experience
Essential
- Minimum one year experience in an administrative role within an NHS setting
- Experience of dealing with the public
- Experience of using electronic patient record systems
Desirable
- Experience of working with databases, understanding data
- An understanding of Patient Confidentiality and Data Protection protocols within the NHS
- Experience of administering waiting lists and caseload
- Experience of attending meetings and taking minutes
Personal qualities
Essential
- Enthusiastic and self motivated
- Innovative and articulate
Education /qualifications
Essential
- Must be able to demonstrate excellent standards of literacy and numeracy
Desirable
- Edcucated to A-level or equivalent
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.
