CYPMHS DBT Administrator

Job description

Job responsibilities

Job Summary:

To provide comprehensive, professional, and effective secretarial and administrative support to the Child and Adolescent Psychiatrist and the wider CAMHS DBT Team. The post holder must display a considerable degree of initiative, possess mature judgement, and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues, and visitors.

You will be responsible for audio typing, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, organising rooms bookings, sending out agendas, taking meeting minutes, and other general administrative duties.

This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement, and maintain a calm, friendly and efficient manner. The post holder will be required to work independently and apply a high degree of confidentiality to all their work. They should follow Trust policies relevant to their work.

The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise.

The post holder will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to.

The post holder will be required to work independently using initiative, whilst maintaining confidentiality and ensuring clear communication with the clinicians in the team and wider colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines.

All staff should comply with the Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.

Key Relationships:

To work closely with the Consultant Psychiatrist and the wider team:

To build positive working relationships with external agencies, schools and social services.

To work closely with the other administrative staff in the building.

To use a range of information technology and communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication

Duties and Responsibilities:

Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.

To be highly skilled and experienced in the full range of organisational and administrative work practices, patient record sources, software programmes, and specialised functional terms.

To be highly proficient and expert in Trust ICT systems including video conferencing set up, advising and guiding others in team, supporting new users and instructing them as necessary.

To source and maintain a good working knowledge of medical terminology.

To be proficient in using Microsoft programmes to support diary management.

To update skills as necessary and attend mandatory training

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.

To participate in yearly appraisals with line manager

Financial Responsibility

To co-ordinate with the appropriate staff for order non-stock requisitions, researching equipment/products if necessary

To co-ordinate stationary requests for the team, ensuring that appropriate stock levels are audited and maintained

To co-ordinate requests for maintaining equipment and facilities, reporting faults with the appropriate department

To oversee the allocation and replenishment of petty cash so that sufficient payments can be made on a weekly basis.

Service Development and Improvement

To take the lead in deciding and implementing relevant changes to own work area

To propose changes to working practices for own work area and negotiate with others where other work areas are affected.

To assist in research and development activities such as audit

To undertake surveys/audits of own work area as necessary

To be aware of Trust targets and implement in own work area as necessary

Communications

To exchange confidential, sensitive information with staff, and where required, service users and carers, in person or on the telephone.

To deal with patients and carers who are emotionally distressed in a sensitive and professional manner

To utilise excellent communication skills, such as listening, re-assuring, and understanding, when dealing with issues, concerns and complaints.

To be experienced with a range of communication methods including written, oral, telephone, and use of software.

To use effective communication in dealing with staff, external organisations, and service users where there may be barriers to effective communication

Person Specification

Qualifications

Essential

• RSA II / III or equivalent
• Audio Typing
• Competent in Windows and Word applications
• Good general education

Desirable

• ECDL
• Medical Secretary qualification, including terminology
• Familiar with medical terminology

Skills

Essential

• Good organisational abilities, with good time management skills
• Strong numeracy skills
• Able to demonstrate good verbal and written communication skills
• Good knowledge of IT and Windows applications
• Well presented with good interpersonal skills
• A flexible, collaborative attitude towards duties and responsibilities

Desirable

• ePEX literate or have an understanding of databases
• Knowledge and understanding of health records function

Experience

Essential

• 2 years experience of working in an administrative role

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.

Employer details

Employer name

Hertfordshire Partnership University NHS Foundation Trust

Address

15 Forest Lane

Kingsley Green

Radlett

WD7 9HQ

Employer's website

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