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Detailed job description and main responsibilities

Administrative

• To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they
• Providing administrative support in relation to department returns and requests eg facilities and IM&T.
• To act as the first point of contact for the service and handle telephone enquiries from patients, relatives, clinicians and external bodies. The post holder is required to exercise judgment about when such inquiries should be referred on to the appropriate profession/ service or action taken personally.
• Ensure that all phone calls to the designated area are answered in a responsive and professional manner to ensure a positive image of the department at all times; make arrangements for calls received outside of core service access times (eg by ensuring that messages left on answerphones are picked up and receive a timely response).
• To be able to direct or re-direct personal and telephone callers appropriately according to the perceived urgency of their concern and knowledge of who else might be in a position to help.
• Escalate any complaints coming in whether verbal, email or written, to the Clinical Lead/ or Team Manager.
• Providing timely advice and signposting as appropriate.
• To be responsible for ensuring referrals to the teams are processed efficiently.
• Triaging client’s seven-day referral requests via area, before reaching the clinicians, to ensure we are seeing the clients we are commissioned for.
• To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in
• To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and
• Organise meetings including room bookings or video conferencing were possible as required.
• To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
• To have the need for confidentiality of service users and professional information
• Photocopy/fax/scan/email as requested by other members of the team
• To implement Trust and team policies/procedures and propose changes to practices if necessary.

Secretarial

• To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to
• Accessing patient data/updating etc using IAPTus
• Book outpatient appointments and consulting / meeting
• Supporting the CAMHS NDT Management and the Lead Administrator
• To ensure that computerised records of patient information are maintained and
• To maintain an effective filing system, including clinical
• To ensure that all post is opened, date stamped and distributed accordingly.
• To be confident in the use of Microsoft packages including PowerPoint, Excel, Teams.
• To be confident in the use of Hybrid.
• Co-ordinating and preparing agenda / meeting papers ensuring that this is co-ordinated and a timely way.
• Note taking of meetings, ensuring actions are logged, communicated and follow up are reported to the next meeting.

Reception and Clinic Support

• Record attendance of patients and book follow up appointment if needed
• Support in the follow up clinic documentation
• Participating in the CAMHS reception rota and covering when admin staff are on annual leave
• To provide cover in the absence of the Lead Administrator
• Facilitate clinic staff to efficiently manage the smooth running of clinics
• Co-ordinate patient appointments as requested and including appointment invite, sending relevant correspondence, ensuring appointment is managed in the diary and clinic room is booked.