Job summary
Our Young Minds Matter (YMM) service is seeking an experienced administrator. Currently, our service operates across over 150 schools in Gloucestershire, and there are plans to expand further to make our services more accessible to additional schools. In this role, you will work alongside a range of clinical and professional staff and as part of a knowledgeable administrative team
Our preferred candidate will have a strong administrative background, a keen eye for detail, and experience in using all Microsoft Office packages. The ideal colleague will possess excellent organisational skills, the ability to remain calm in stressful situations, and strong time management. Experience in interacting with both internal and external stakeholders at all levels is also essential. Experience in a fast-paced, process-driven environment would be advantageous. You should be able to manage various workload demands, adapt to changing deadlines, and help to achieve the best results for those accessing our services.
The service is in high demand, and we are looking for colleagues who seek variety in their work, are willing to take on responsibility, can respond quickly, and thrive on accuracy. Over the past year, we have seen an unprecedented level of referrals. The right candidate will grow with the team and help to continually adapt and develop our service to meet this demand and deliver the best possible support.
Main duties of the job
You will assist with booking appointments, processing referrals, reviewing planners, signposting referrals, managing shared inboxes, escalating urgent referrals, supporting with data quality, and liaising with schools and patients.
To be able to take appropriate actions where pathways are incomplete to ensure that children and young people receive the treatment and interventions necessary
To adopt a constantly flexible team working approach to ensure that all individual and team objectives are completed efficiently and within given timescales
To be able to plan and have responsibility for own work by developing an understanding the flow of work/priorities through the service
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
To provide effective administrative support to the Clinical team. Booking appointments for young people, and linking with schools. Alongside processing and adding referrals to the system.
To develop a thorough understanding of the service and processes used including referral and treatment pathways and links with other childrens services.
Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes ie lack of capacity
Efficiently use Rio (patient database) and other databases/systems to record and track the patients treatment pathway, including clinic appointments and outcomes.
Ensure validation of data by monitoring and updating escalation issues ie where data is not available
To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
To maintain a well-managed filing system, both paper and electronic, to ensure ease of access and retrieval, in line with Trust protocols.
Responds to all colleagues in a positive, professional and helpful manner. Takes the wider view at all times and builds good working relationships.
Communicate effectively with a wide range of people including colleagues and members of the public, ensuring at all times that a professional approach is presented.
To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.
To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For moreinformationplease visithttps://www.gov.uk/browse/visas-immigration/work-visas
Job description
Job responsibilities
To provide effective administrative support to the Clinical team. Booking appointments for young people, and linking with schools. Alongside processing and adding referrals to the system.
To develop a thorough understanding of the service and processes used including referral and treatment pathways and links with other childrens services.
Support with identification and escalation of issues which compromise delivery of the agreed pathways and timeframes ie lack of capacity
Efficiently use Rio (patient database) and other databases/systems to record and track the patients treatment pathway, including clinic appointments and outcomes.
Ensure validation of data by monitoring and updating escalation issues ie where data is not available
To ensure that all written communication is professionally presented, accurate, well-constructed and formatted in line with Trust guidelines.
To maintain a well-managed filing system, both paper and electronic, to ensure ease of access and retrieval, in line with Trust protocols.
Responds to all colleagues in a positive, professional and helpful manner. Takes the wider view at all times and builds good working relationships.
Communicate effectively with a wide range of people including colleagues and members of the public, ensuring at all times that a professional approach is presented.
To use own initiative in prioritising workload to ensure deadlines are met. When appropriate, to propose changes to working practices to maximise efficient/effectiveness of role.
To adopt a flexible and supportive role within the administration team by assisting with workload in the absence of colleagues to maintain a robust and quality service.
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For moreinformationplease visithttps://www.gov.uk/browse/visas-immigration/work-visas
Person Specification
Qualifications
Essential
- IT experience (ECDL or equivalent)
- GCSE level grade C or equivalent
Desirable
- RSA Typing level 2 or equivalent
- NVQ Level 2 in administration or equivalent experience
Experience
Essential
- Excellent communication skills
- Experience in working as part of a team
- Experience and knowledge of administrative tasks, processes and evidence of using these in a busy workplace including experience of working in a process driven environment.
Desirable
- Experience of supporting a team and/or Team managers
- Setting up and running effective office systems including Excel spreadsheets
Person Specification
Qualifications
Essential
- IT experience (ECDL or equivalent)
- GCSE level grade C or equivalent
Desirable
- RSA Typing level 2 or equivalent
- NVQ Level 2 in administration or equivalent experience
Experience
Essential
- Excellent communication skills
- Experience in working as part of a team
- Experience and knowledge of administrative tasks, processes and evidence of using these in a busy workplace including experience of working in a process driven environment.
Desirable
- Experience of supporting a team and/or Team managers
- Setting up and running effective office systems including Excel spreadsheets
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.
