CAMHS Children Looked After Team Administrator

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Job overview

This is an exciting opportunity to join our vibrant, caring and innovative Islington Children and Adolescent Mental Health Service (CAMHS).

CAMHS CLA clinicians are based at Elwood Street and are integrated into the CLA Social Work teams based there.

Main duties of the job

The post holder will be the sole administrator for the CAMHS Children Looked After (CLA) team providing high quality administrative and secretarial support to this team. Part of this role will involve the management and monitoring of the team caseload through close liaison with the team managers, minute taking and maintaining various lists up to date.

Working for our organisation

Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff.

We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief.

The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences.

We think that by doing so, we are better able to treat our patients as well as being a better place to work.

1. To provide full administrative support to the team including typing of assessment reports, booking appointments, sending out appointment letters, waiting list letters (for the CTT team only) and other documents as required by the team.
2. To attend the relevant team meetings, prepare agendas, take minutes and update relevant spreadsheets lists for the CLA team.
3. Through close liaison with the team managers, manage and update the CLA referrals waiting allocations spreadsheet and update accordingly.
4. Ensuring new referrals are recorded and uploaded on to RiO. Liaise with the relevant Teams to complete registration of the referral on RiO and collate closure forms for the six monthly CLA report
5. To ensure that an accurate and up-to-date patient record is maintained by updating RiO’s demographics. RIO training will be provided.
6. To liaise with the assistant psychologist regarding outcome measures and ensure newly allocated cases are added to POD (Patient Outcome Device). POD training will be provided
7. To liaise on behalf of the teams with other departments within the Trust (Human Resources, IT, Estates, Supplies etc) as appropriate, and where necessary deliver or pick up materials from other sites and maintain the Team’s IT equipment up to date.
8. Liaise closely with the team manager(s) with
9. To be the main point of contact for incoming calls from families or professionals and dealing with enquiries related to the teams in an informed and professional manner.
10. Update Outlook Team activity calendar as required
11. With close liaison with the team manager maintain the team’s IT equipment list as well as the IT equipment needs.
12. To support CAMHS reception when required with incoming calls to staff members, dealing with enquiries in an informed and professional manner, taking accurate messages where necessary.
13. To carry out any other duties commensurate with the grade as directed by the line manager

Person specification

Skills and abilities

• Excellent verbal and written communication skills with the ability to interact effectively with staff at all levels
• Ability to work as a member of a team
• Excellent MS Office Excel skills – Word, Excel, PowerPoint, Outlook
• Ability to plan and work to deadlines, prioritise and multitask and manage own workload
• Typing skills - 50 to 60 wpm

Knowledge and experience

• Minimum one year experience in an administrative role within an NHS setting
• Experience of dealing with the public
• Experience of using electronic patient record systems
• Experience of working with databases, understanding data
• Experience of administering waiting lists and caseload
• Experience of attending meetings and taking minutes

• An understanding of Patient Confidentiality and Data Protection protocols within the NHS

Personal qualities

• Enthusiastic and self motivated
• Innovative and articulate

Education /qualifications

• Must be able to demonstrate excellent standards of literacy and numeracy

• Edcucated to A-level or equivalent

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

1. Provide only business email address for your referees – we are unable to request references from yahoo, Hotmail, Gmail accounts.
2. Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

1. Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
2. If you do not hear from us up to 3 weeks after the closing date of the job unfortunately this means you have not been successfully shortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
3. Please check your emails regularly as all correspondence from us will be via trac.systems – occasionally these emails will go into your Junk folder.
4. Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise Whittington Health NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We would welcome applications from individuals who are from underrepresented groups in the organisation