Job summary
Are you a highly organised and motivated administrator looking to take the next step in your career?
We are looking for a proactive and professional CAMHS Deputy Administration Manager (Band 4) to support the day-to-day management of the administrative team within our Children and Adolescent Mental Health Service. This is an excellent opportunity for someone with strong leadership skills and who is ready to support our service delivery in a fast-paced, patient-focused environment.
Main Duties and Responsibilities:
- Support the Admin Manager in leading and coordinating the administrative team
- Ensure high-quality administrative support across the department
- Oversee rotas, leave management, and workflow delegation
- Support with recruitment, training, and induction of new admin staff
- Provide cover for the Admin Manager as required
- Attending weekly MDT meetings and take minutes
- Provide PA support to our CAMHS Locality Service Manager
- Be responsible for Access to Records within our service
This post if full-time, working 37.5 hours per week, worked over 5 days. The base will be discussed with the successful candidate, however you will be expected to travel across both counties on a regular basis.
Please note the Trust is unable to provide sponsorship to work for this role, to apply you must have current right to work in the UK status.
Main duties of the job
As the Deputy CAMHS Administration
Lead you will be responsible for providing cover when the Admin Manager is away
from the office. The ability to use your
initiative, work proactively, demonstrate excellent communication and
influencing skills, manage and prioritise your own workload and respond
flexibly to changing demands are essential requirements of the role.
There may be occasions when you
are required to work from any of the CAMHS sites according to business needs
and therefore a degree of flexibility is required.
The role will provide you with
variety and no two days are the same. You will have autonomy to balance and
achieve the demands of the role so will need demonstrate your ability to be
responsive and flexible to be able meet the requirements of the role.
We are a supportive and passionate
team, and you will receive full training to ensure you can succeed in this
role.
About us
At Herefordshire and Worcestershire Health and Care NHS Trust,
we are working together to deliver outstanding care. We run community hospitals
and community health services across Worcestershire and provide mental health
and learning disability services across both Herefordshire and Worcestershire.
Our people (all 4500+ of them) provide services for people of
all ages, experiencing both physical and/or mental health conditions from over
100 sites.
We will support you to thrive; offer flexible
working options for a great work-life balance, help you fulfil your ambitions,
and empower you to make positive changes within your team or service. We value
diversity and encourage applications from people of all backgrounds, cultures,
and ethnicities.
What we offer;
-
27 days leave plus bank holidays, increasing up to
33 days with long service
-
Generous NHS pension and enhanced pay when you work
unsocial hours
-
Flexible and agile working opportunities
-
Great maternity, paternity, and adoption support
-
Wide range of supportive staff networks
-
Health and wellbeing opportunities
If you would like to know more, please visit our
website.
We encourage you to read the attached applicant guidance notes.
Sharing
your data - As a data controller we may sometimes need to process your data to
pursue our legitimate business interests, for example to request a survey from
you (optional), to support the Trusts understanding of where you gained
interest in working for the Trust.
Job description
Job responsibilities
Undertake
administrative / deputy admin lead duties
Undertake
general office duties i.e. typing, data processing, filing, photocopying and
facsimile, as deemed appropriate, in line with Trust Policies and Procedures.
Provide
a secretarial service to meetings including the preparation and distribution of
agendas and papers, taking minutes.
Deal
with incoming and outgoing mail appropriately, including e mail.
Answer
/ deal with both face to face and telephone enquiries / queries in a friendly
and courteous manner, recording any messages efficiently and passing them to
the relevant member of staff in an appropriate and timely manner.
Manage
own workload effectively, prioritising and delegating work to junior staff
accordingly.
Provide
a secretarial service to meetings including the preparation and distribution of
agendas and papers.
Co-ordinate
the appraisal process for the department.
Supervise
/ delegate work to junior staff as appropriate.
Assist
with the recruitment process for the department, overseeing the process from
advertisement to commencement.
For full details of the duties and
criteria for the role please refer to the job description and person
specification attached.
Job description
Job responsibilities
Undertake
administrative / deputy admin lead duties
Undertake
general office duties i.e. typing, data processing, filing, photocopying and
facsimile, as deemed appropriate, in line with Trust Policies and Procedures.
Provide
a secretarial service to meetings including the preparation and distribution of
agendas and papers, taking minutes.
Deal
with incoming and outgoing mail appropriately, including e mail.
Answer
/ deal with both face to face and telephone enquiries / queries in a friendly
and courteous manner, recording any messages efficiently and passing them to
the relevant member of staff in an appropriate and timely manner.
Manage
own workload effectively, prioritising and delegating work to junior staff
accordingly.
Provide
a secretarial service to meetings including the preparation and distribution of
agendas and papers.
Co-ordinate
the appraisal process for the department.
Supervise
/ delegate work to junior staff as appropriate.
Assist
with the recruitment process for the department, overseeing the process from
advertisement to commencement.
For full details of the duties and
criteria for the role please refer to the job description and person
specification attached.
Person Specification
Qualifications
Essential
- Educated to vocational level 3 in Business Administration OR equivalent qualification and/or experience
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Experience
Essential
- Significant recent Administrative/Secretarial experience.
- Supervision/management of staff.
- Arranging meetings, agendas and minute taking experience.
Skills & Abilities
Essential
- Manages own workload and able to work independently as well as part of a team.
- Ability to communicate clearly and effectively in English in both verbal and written formats.
- Ability to deal with non-routine issues such as problem-solving for an area of work or develop alternative or additional procedures.
- Advanced keyboard skills Touch Typing, Audio Typing and Minute taking.
- Numerate.
- Accuracy and attention to detail.
- Good organisational skills.
- Able to demonstrate the ability to use initiative effectively.
Additional Criteria
Essential
- Willingness to commit to continuing professional development.
- Professional manner as a representative of the Trust.
- Tact and discretion for dealing with confidential information.
- Ability to meet the travel requirements of the role.
- You understand that we will not provide sponsorship to work for this role.
Knowledge
Essential
- Knowledge of a wide range of administrative and secretarial procedures and systems.
- Extensive knowledge of Microsoft Packages.
- Understanding of the Data Protection Act and NHS Code of Confidentiality.
Person Specification
Qualifications
Essential
- Educated to vocational level 3 in Business Administration OR equivalent qualification and/or experience
- I understand that I will be asked to provide original certificates to verify my qualifications at point of offer.
Experience
Essential
- Significant recent Administrative/Secretarial experience.
- Supervision/management of staff.
- Arranging meetings, agendas and minute taking experience.
Skills & Abilities
Essential
- Manages own workload and able to work independently as well as part of a team.
- Ability to communicate clearly and effectively in English in both verbal and written formats.
- Ability to deal with non-routine issues such as problem-solving for an area of work or develop alternative or additional procedures.
- Advanced keyboard skills Touch Typing, Audio Typing and Minute taking.
- Numerate.
- Accuracy and attention to detail.
- Good organisational skills.
- Able to demonstrate the ability to use initiative effectively.
Additional Criteria
Essential
- Willingness to commit to continuing professional development.
- Professional manner as a representative of the Trust.
- Tact and discretion for dealing with confidential information.
- Ability to meet the travel requirements of the role.
- You understand that we will not provide sponsorship to work for this role.
Knowledge
Essential
- Knowledge of a wide range of administrative and secretarial procedures and systems.
- Extensive knowledge of Microsoft Packages.
- Understanding of the Data Protection Act and NHS Code of Confidentiality.
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.
