CAMHS Administrator
Job overview
The post holder will be the administrator for the Neurodevelopmental Team based at Heart of Hounslow. The post holder will be managed by the CAMHS Admin Lead, based Heart of Hounslow and will have strong relationships with the admin team within CAMHS.The day to day working relationships will be with the NDT multi-disciplinary team, Tier 2 admin team and other professionals within NDT and Specialist Hounslow CAMHS team.
The post holder will be responsible for all administrative tasks within Hounslow CAMHS. This will range from minute taking, updating wait lists, organising resources, sending out letters, booking appointments, speaking to parents, answering enquiries from parents, referrers and other professionals.
The post holder will provide a comprehensive, efficient and effective service. The post holder is required to use initiative, planning and prioritising of their time to ensure that deadlines are met, providing administrative support, including inputting information onto RIO.The post holder will provide cover and support for colleagues and administration staff during annual leave and sickness absence.
Main duties of the job- To provide a full range of admin support to the team: e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking etc.
- To book appointments in Clinician’s Rio Diary, assigning YP (Young Patient) to clinician’s caseload and transferring YP from one caseload to another (Caseload allocation). Opening and closing referrals on RiO and Mosaic (local authority system)
- To audio or copy type and proof read letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisation within agreed timescales.
- To draft /send responses to correspondence, after appropriate approval. Filtering progress notes for specific information/dates (Rio and Alfresco)
- To maintain waiting lists, team patient lists and referral information as appropriate.
- To arrange meetings and assist with locally held training events or workshops E.g. room bookings, hospitality, IT equipment.
- To assist in producing agendas, minutes and papers for meetings in timely manner.
- To take minutes at meetings, transcribe and distribute as required.
- To provide admin support for investigations (complaints, incidents, audits, surveys and projects) to meet specified timescales.
Working for our organisation
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham).We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Detailed job description and main responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached.
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person specification
Qualifications
Essential criteria- GCSE or Equivalent in English
- NVQ Level 3 or Equivalent
- Evidence of continuous professional education
- ECDL or equivalent
Experience
Essential criteria- Experience of working in a front line environment.
- Commitment to providing a high quality service at all times.
- Strong attention to detail
- Professional attitude to work.
- Able to work as part of a team.
Knoweldge
Essential criteria- Administrative experience
- Excellent customer service skills.
- A commitment to and an understanding of, Trust equality and diversity policy.
- A commitment to and an understanding of, the Trust confidentiality policy.
- Knowledge and understanding of issues relating to mental health.
- Previous experience within NHS or Local Authority setting.
Skills
Essential criteria- Excellent interpersonal skills with the ability to communicate sensitively and effectively, in person and on the telephone.
- Able to work independently and use own initiative.
- Able to prioritise and organise own workload.
- Able to work effectively with senior colleagues across a range of organisations.
- Excellent IT skills and computer literacy, including Microsoft Office (or equivalent), word processing, spread sheets, databases, PowerPoint, Internet and email.
- Advanced Keyboard Skills - Min typing speed 40wpm.
- Audio/Copy Typing
- Proven record of good personal organisation.
- Minute taking.