Job summary
An exciting opportunity has arisen for a professional, organised and proactive individual to take on the role as theAdministration Lead for the Children and Young People Primary Mental Health Service.
This pivotal role will require liaising closely with the team manager,administrative team and clinicians to ensure that alladministrative tasks/duties that underpin our services run seamlessly.
The post holder will be expected to work professionally to a very high standard, work autonomously, making decisions and offering advice and support to their team and be able to work to deadlines to meet targets.
If you are a strong team player, have previous experience of line management or leading/coordinating anadministrative service, have the ability to motivate others and would like to make a real difference in delivering high quality care to the children and young people across the Fylde Coast this could be the role for you.
Main duties of the job
The post holder will be required to provide a comprehensive, consistent and efficient secretarial and administration service to the Children and Young People's Primary Mental Health Service. The service consists of a Mental Health Support Team, Primary Mental Health Workers and Children and Young People's Wellbeing Practitioners.
The role will involve acting as a personal assistant to the team manager. You will be responsible for supporting the team, with management and administration duties. An essential part of the role is the ability to manage and prioritise your own workload without direct supervision, including diary management, dealing with telephone calls and enquiries, preparing agendas, attending and typing minutes of meetings and random quality checking of work.
Other duties will include the use of Microsoft Office applications such as Word, preparing PowerPoint presentations, developing Excel spreadsheets, good keyboard skills, data processing, information technology, communication and organisational skills.
Aspects of clerical and secretarial work are undergoing changes and development across the Trust, which may include new ways of working, technology, methods, systems and procedures. The post holder will be expected, following appropriate consultation and training, to embrace any such changes in working practices and to help other admin and clerical staff to develop their knowledge and skills in these areas.
About us
lackpool Teaching Hospitals NHS Foundation Trust is ideally situated just a forty five minute drive from Manchester. The Trust provides services to the 440,000 residents of Blackpool, Fylde & Wyre and North Lancashire.
As one of the United Kingdom's largest coastal resort, Blackpool has plenty to offer its residents -it's not just a good place to work; it's a great place to live. In addition to its bustling centre and historic seafront, the town is world famous for its many attractions, including the famous Blackpool Tower. Blackpool also offers a number of scenic cycling routes round our local parks and across the surrounding countryside, as well as boasting panoramic views of the coast on its picturesque Promenade. Further afield, Blackpool also benefits from less than three-hour connections via rail to Edinburgh in the north and London in the south.
The Options4CYP teams within Blackpool Teaching Hospitals work with children, young people and families having a strong work ethic of support for each other, with all team members seen as equals. We have an ethos of person-centred service for our clients as well as good self-care being encouraged within the team. This also extends to each other as colleagues, leading to a strong and motivated team.
Job description
Job responsibilities
For detailed description of the role, please see job description.Some of the main duties and responsibilities include:
Administrative:
Collate, attend and minute the relevant meetings as required by the team manager and senior staff, and ensure booking of meeting rooms to ensure all is coordinated as appropriate.
Manage appointment changes as requested.
Under the direction of the team manager, organise appointments for ad hoc meetings and waiting list initiatives.
Monitor appointments on a regular basis to ensure efficiency, making sure that any spreadsheets and systems are kept updated.
Clinical:
Type occasional reports and other clinical/non-clinical correspondence, using word processing packages. This would include multi-agency reports, developmental reports, referral letters, appointment letters etc.
Compose, as required, urgent letters requiring tact, sympathy and understanding, on behalf of the CYP Primary Mental Health Service staff.
Following authorisation by the staff, ensure that discharge correspondence to schools, GPs, and other education and health colleagues are dispatched promptly and efficiently.
Following authorisation by a staff member, ensure correspondence to clients and/or families is dispatched promptly and efficiently
Leadership:
To assist with management duties in accordance with trust policies and procedures in relation to induction, mandatory training, recruitment and annual leave.
Establish and maintain administrative systems appropriate to the team including the use of shared drive filing systems
Establish and maintain administrative pathways and processes for appropriate to the team
Provide reports for the Service Lead and Team leader as requested including key performance indicator reports.
Job description
Job responsibilities
For detailed description of the role, please see job description.Some of the main duties and responsibilities include:
Administrative:
Collate, attend and minute the relevant meetings as required by the team manager and senior staff, and ensure booking of meeting rooms to ensure all is coordinated as appropriate.
Manage appointment changes as requested.
Under the direction of the team manager, organise appointments for ad hoc meetings and waiting list initiatives.
Monitor appointments on a regular basis to ensure efficiency, making sure that any spreadsheets and systems are kept updated.
Clinical:
Type occasional reports and other clinical/non-clinical correspondence, using word processing packages. This would include multi-agency reports, developmental reports, referral letters, appointment letters etc.
Compose, as required, urgent letters requiring tact, sympathy and understanding, on behalf of the CYP Primary Mental Health Service staff.
Following authorisation by the staff, ensure that discharge correspondence to schools, GPs, and other education and health colleagues are dispatched promptly and efficiently.
Following authorisation by a staff member, ensure correspondence to clients and/or families is dispatched promptly and efficiently
Leadership:
To assist with management duties in accordance with trust policies and procedures in relation to induction, mandatory training, recruitment and annual leave.
Establish and maintain administrative systems appropriate to the team including the use of shared drive filing systems
Establish and maintain administrative pathways and processes for appropriate to the team
Provide reports for the Service Lead and Team leader as requested including key performance indicator reports.
Person Specification
Qualifications
Essential
- 5 GCSE's/0'levels including English or equivalent
- Advanced word processing skills/qualifications
- RSA II/RSA III or relevant significant experience
- Minute taking qualification or relevant significant experience
Desirable
- Business Administration Level 3
- ECDL or IT qualification
- Audio typing/word processing qualification
Skills and Competency
Essential
- Ability to work on your own initiative and conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
- Efficient and enthusiastic
- Experience of implementing pathways and processes
- Ability to respond to changes in service/adaptable/open to change
- Problem solving ability
- Diplomatic and confident
- Experience working under pressure and to tight deadlines
- Excellent communication skills and willingness to work as a team member
- Willingness to be flexible to meet the demands of the department
Knowledge
Essential
- Knowledge of health service IT systems
- Good knowledge and understanding of Microsoft Office applications such as word, PowerPoint and Excel
Previous Experience
Essential
- Previous experience working in an office environment (Minimum 2yrs)
- Health Service Experience, including the use of IT systems including EMIS
- Experience of managing telephone enquiries and sometimes difficult, challenging people during telephone calls
- Experience of working and liaising with a wide variety of agencies and stakeholders
Special Attributes
Essential
- Standard and current satisfactory DBS disclosure for the role
- Ability to personally manage a sensitive, traumatic and potentially emotionally distressing information
- Excellent oral and written communication skills
Personal Qualities
Essential
- Self-motivated
- Able to travel to meet the requirements of the post
- Team Player
- Excellent time management and organisational skills
- Able to meet the physical requirements of the role after reasonable adjustments have been made for any illness or disability.
Person Specification
Qualifications
Essential
- 5 GCSE's/0'levels including English or equivalent
- Advanced word processing skills/qualifications
- RSA II/RSA III or relevant significant experience
- Minute taking qualification or relevant significant experience
Desirable
- Business Administration Level 3
- ECDL or IT qualification
- Audio typing/word processing qualification
Skills and Competency
Essential
- Ability to work on your own initiative and conscientious
- Must have the ability to prioritise your own workload
- Strong work ethic
- Efficient and enthusiastic
- Experience of implementing pathways and processes
- Ability to respond to changes in service/adaptable/open to change
- Problem solving ability
- Diplomatic and confident
- Experience working under pressure and to tight deadlines
- Excellent communication skills and willingness to work as a team member
- Willingness to be flexible to meet the demands of the department
Knowledge
Essential
- Knowledge of health service IT systems
- Good knowledge and understanding of Microsoft Office applications such as word, PowerPoint and Excel
Previous Experience
Essential
- Previous experience working in an office environment (Minimum 2yrs)
- Health Service Experience, including the use of IT systems including EMIS
- Experience of managing telephone enquiries and sometimes difficult, challenging people during telephone calls
- Experience of working and liaising with a wide variety of agencies and stakeholders
Special Attributes
Essential
- Standard and current satisfactory DBS disclosure for the role
- Ability to personally manage a sensitive, traumatic and potentially emotionally distressing information
- Excellent oral and written communication skills
Personal Qualities
Essential
- Self-motivated
- Able to travel to meet the requirements of the post
- Team Player
- Excellent time management and organisational skills
- Able to meet the physical requirements of the role after reasonable adjustments have been made for any illness or disability.
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.
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).
Additional information
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.
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).
