Job summary
The Child and Adolescent Mental Health Service (CAMHS) is seeking a motivated and experienced Administrator to take on a leadership role within our administrative team.
This position offers an excellent opportunity for someone who wishes to develop their skills in supervisory management while playing a key role in supporting the delivery of high-quality mental health services to children and young people.
As the Admin Lead, you will be responsible for managing a team of administrative staff, providing guidance, support, and oversight to ensure the smooth running of the service.
You will take ownership of team workload management, monitor performance, and contribute to staff development through coaching and mentoring.
You will develop a thorough understanding of CAMHS processes, particularly the referral-to-treatment pathway, ensuring that all administrative activities align with service standards, compliance requirements, and operational objectives.
This includes overseeing appointment scheduling, correspondence management, data recording, and reporting tasks. By leading by example and fostering a supportive and productive team environment, you will play a key role in maintaining the efficiency, effectiveness, and professionalism of the CAMHS administrative function.
Previous applicants should not apply
Main duties of the job
To lead a team of administrators, ensuring the provision of a comprehensive, consistent and efficient administrative service.
To develop a thorough understanding of the processes relating to referrals and treatment pathways for Children & Young People.
To be responsible for reviewing service provision, involving clinical colleagues, to ensure the administrative function is supporting the proactive management of patients along their pathway and within Local and National Access Targets.
To be responsible for monitoring of the referral/appointment pathways with appropriate Line Management to reduce delays in patient pathways and escalation of concerns as required.
To promote practical application of best practice standards, you will develop, implement and provide advice and guidance to staff regarding administrative principles and process to facilitate best practice and ensure efficient management of administration services.
The post will provide flexible support as needed across the service.
Ensure that clinical services are delivered efficiently, and children, young people and families receive a seamless and timely service.
To maintain confidentiality at all times.
About us
We are AWP (Avon and Wiltshire Mental Health Partnership NHS Trust): a diverse organisation with over 5,000 dedicated staff providing inpatient and community-based mental health care.
We provide services from a range of locations to approximately 1.8 million people living in Bath and North East Somerset (B&NES), Bristol, North Somerset, South Gloucestershire, Swindon, across the county of Wiltshire and in parts of Dorset.
Our outstanding people promote mental health and wellbeing. The expertise and resources within AWP are dedicated to a person-centred approach for those who use our services and for all employees. We recognise that happy and fulfilled employees give better care.
At AWP we actively encourage applicants from all backgrounds; we are particularly keen to encourage applications from people from Black, Asian and minority ethnic backgrounds, those with disabilities and from the LGBTQ+ community. We want people to bring their unique blend of experiences, backgrounds, perspectives and knowledge to AWP, as diversity makes us stronger.
Job description
Job responsibilities
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
Medical Staff.
Multidisciplinary Teams.
Services Users and Carers.
Maternity Hospital Staff.
Health Visitors.
Third sector/voluntary agencies.
Community groups and local authority provision.
Other statutory agencies e.g. Police, Ministry of Justice etc.
Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact where there may be barriers to understanding or agreement.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
Exercise judgement and empathy when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of Clinical Services Administrators as required:
Carry out supervision sessions on a monthly basis.
Undertake appraisals.
Provide immediate guidance and assistance in problem solving.
Agree/monitor absences in regard to annual leave, flexi time, sickness.
Workload management.
Collect performance data and produce monthly performance reports as required and directed .
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Set up and manage effective office.
Management/filing systems to support the service delivery.
Manage and arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
PLEASE SEE ATTACHED JOB DESCRIPTION FOR MORE DETAILS
Job description
Job responsibilities
Liaise with a wide range of stakeholders, both internal to the organisation and external, including:
Medical Staff.
Multidisciplinary Teams.
Services Users and Carers.
Maternity Hospital Staff.
Health Visitors.
Third sector/voluntary agencies.
Community groups and local authority provision.
Other statutory agencies e.g. Police, Ministry of Justice etc.
Excellent communication skills, written and verbal, with a wide range of people, including outside agencies, sometimes requiring tact where there may be barriers to understanding or agreement.
Exchange verbal and written information with patients, staff and carers relating to appointments, admissions and meetings etc.
Provide and receive routine and complicated information, including dealing with enquiries from external stakeholders and the public. This may include sensitive information.
Work within a multi-disciplinary environment ensuring that communication with appropriate team members is effective.
To receive and open mail (paper and electronic as necessary) and distribute/despatch accordingly ensuring appropriate action is taken with high priority items.
Exercise judgement and empathy when dealing with patient inquires, analyse and resolve non-clinical patient problems including resolving conflicting diary appointments or schedules, clinics, meetings, tribunals etc.
Manage the organisation of key meetings including business meetings and conferences, grievance hearings etc. and compile and prepare agendas and supporting papers for meetings.
Type patient reports/correspondence/e-mails as required, deal with telephone/face to face enquiries from patients. Input accurate and up to date patient data onto the RiO system.
Interpret and advise on data and office management functions and implement relevant procedures.
Consider line management issues and decide on a course of action to be taken.
Day to Day line management of Clinical Services Administrators as required:
Carry out supervision sessions on a monthly basis.
Undertake appraisals.
Provide immediate guidance and assistance in problem solving.
Agree/monitor absences in regard to annual leave, flexi time, sickness.
Workload management.
Collect performance data and produce monthly performance reports as required and directed .
Ensure that appropriate systems are developed and maintained to prompt bring forward information or follow-up that is required for appointments, meetings and projects etc. and for outstanding work that has been requested by a certain deadline.
Take and distribute formal minutes as necessary.
Set up and manage effective office.
Management/filing systems to support the service delivery.
Manage and arrange rotas/staff cover.
Plans own workload to ensure that weekly, monthly, quarterly and annual tasks are met.
Prioritise workload with particular consideration to issues arising and responding to shifting priorities appropriately.
Assist patients during incidental contact, to provide non-clinical advice or information to patients/relatives or carers.
PLEASE SEE ATTACHED JOB DESCRIPTION FOR MORE DETAILS
Person Specification
qualification
Essential
- NVQ 3 in Team Leader/Supervisor or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Team Leader/Supervisor qualification under the Trust Apprenticeship Scheme
experince and knowledge
Essential
- Knowledge of the full range of routine and non-routine admin and secretarial procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets.
- Experience of using specialist Intermediate theoretical knowledge of admin terminology and organisational procedures to enable problem solving etc.
Desirable
- Administration experience in a health/social care setting
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to prioritise and work to conflicting demands
Person Specification
qualification
Essential
- NVQ 3 in Team Leader/Supervisor or similar relevant qualification or Equivalent competence acquired by experience and willingness to undertake NVQ 3 Team Leader/Supervisor qualification under the Trust Apprenticeship Scheme
experince and knowledge
Essential
- Knowledge of the full range of routine and non-routine admin and secretarial procedures
- Excellent computer and IT skills to enable the production of reports and spread sheets.
- Experience of using specialist Intermediate theoretical knowledge of admin terminology and organisational procedures to enable problem solving etc.
Desirable
- Administration experience in a health/social care setting
Skills
Essential
- Excellent communications skills, both verbal and written
- Ability to take and convey clear messages
- Ability to prioritise and work to conflicting demands
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.
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