Admin Lead

Job description

Job responsibilities

Main duties and Responsibilities

The post holder line manages and co-ordinates all admin staff within theBury CAMHS admin team and is responsible for the day to daysupervision and management of all admin staff, including monthly one-to one supervision, championing best practice and ensuring that all staff havethe necessary support to fulfil their obligations in line with departmentalobjectives. The post holder is also directly responsible for developing andimplementing strategic, long-term plans to ensure continued improvements

Ensure the provision of full medical secretarial service to the CAMHSservice which includes typing letters, psychiatric reports, non-clinicalcorrespondence and minutes of meetings despite the level of emotionalexposure this entails. All work must always be completed to the highest ofstandard and to the expected levels of accuracy.

The postholder manages the admin teams annual leave and ensures thatall work is covered. They maintain an Admin team rota for busy holidayperiods to ensure adequate cover and ongoing support for the whole ofBury CAMHS negotiated with the operational managers agreement forany extra staff ensuring that a consistent, high-performing service canalways be delivered The postholder is responsible for outlining a job description for temporary staff and liaising with Temporary Staffing Department to advertise theseposts.

Ensure implementation and continual compliance with relevant Standard Operating Procedures (SOPs)

To work in partnership with the Operational Manager in project managing new developments to ensure safe service delivery

To oversee the appointment booking system within the OutpatientDepartment, ensuring all appointments and client information is recordedon Paris and to send out appts for booking new patient appointments.

To coordinate the collection and compilation of information for monitoring service performance to ensure that high levels of data quality are maintained including CEST, My Yearly Conversations

Attendance and participation at Management Team meetings

To provide advice to staff regarding administrative and departmentalfunctions and processes. To provide admin induction for new members ofclinical and admin staff.

Ensure that the work of the administrative staff is closely aligned to theneeds of the Trusts strategic agenda.

To maintain the Psychiatry waiting list, planning and sending outappointments ahead of time and allocating to the appropriate doctor

Person Specification

education and qualification

Essential

• RSA2 typing/word processing
• Good level of general education including GCSE English and numeracy skills
• NVQ level 4 or equivalent experience
• Competence with working on Microsoft Office suite.

Desirable

• Shorthand qualification
• NHS experience or working within a busy office environment

Experience

Essential

• Experience of team leadership
• Experience in general office / secretarial work
• Experience in setting up computer files and spread sheets.
• Experience of minute taking and accurate recording of meetings
• Audio typing
• Proficient in the use of electronic patient records

Desirable

• Experience of PARIS or other electronic patient record
• nvolvement in supporting Audit activity

Knowledge

Essential

• Good written and spoken English
• Office systems and procedures
• Diary management and appointment booking using manual and computerised systems
• Sensitivity to people with mental health problems
• Able to prioritise workload
• Ability to demonstrate a methodical, organised and flexible approach to work.
• Proven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing
• Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI's
• Ability to plan and develop systems

Desirable

• Familiarity with hospital records system

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Pennine Care NHS FT

Address

Bury CAMHS

Fairfield General Hospital

Bury

BL9 7TD

Employer's website

https://www.penninecare.nhs.uk (Opens in a new tab)