Job summary
An exciting opportunity has arisen for a full time Receptionist/Team Administrator in our Child and Young people Mental Health Services covering East Hertfordshire.
We are seeking an individual who has experience within an office environment and can communicate with compassion and professionalism to a wide range of individuals including service users and their families / carers and clinical colleagues.
We are looking for a highly organised, efficient individual to provide an administrative service to the team. You will be expected to work autonomously, prioritising and managing your own workload whilst maintaining a positive, professional and calm approach. You should have excellent IT skills, a good working knowledge of Microsoft Office Packages .
This is a very busy role, and you will thrive under pressure, and have the drive and courage to solve problems. Your role will involve communicating with our service users so excellent communication is key.
We will offer structured supervision, access to training and development as part of your own personal development.
We have a friendly and supportive team environment, within an organisation that truly makes a difference for children with mental health conditions and their families and carers. If you are enthusiastic, reliable and have a flexible approach to work, then we would like to hear from you.
Main duties of the job
The admin team provides a comprehensive, professional, effective reception and secretarial administrative service to the East Hertfordshire Child and Young People Mental Health Services.
This role will involve manning reception, welcoming children and their parents or carers, and ensuring the smooth running of the waiting room. It also involves answering general telephone enquiries from service users and other professionals, taking messages, sending out appointment letters and reminders and, helping to manage the duty email inbox.
As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement and maintain a calm, friendly and efficient manner.
You will be required to work independently and apply a high degree of confidentiality to all of their work.
You should follow Trust policies relevant to their work.
About us
Hertfordshire NHS Partnership Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
1. To use Word templates to process clinic letters, produce appointment letters and enter appointments in the electronic patient record (currently Paris) and paper
2. To use touch typing, audio and shorthand skills as necessary in daily work to produce work in a timely manner
3. To send text message reminders to service users who have agreed to receive
4. To be proficient in using the electronic patient record for administrative
5. To use knowledge, and experience to assist other members of the admin team when requested to undertake additional admin tasks such as scanning, photocopying, answering the telephone, making up new service user assessment packs,
6. To update skills as necessary and attend mandatory training
7. To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is
To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing
For a more detailed Job and Person Specification please see attached document before applying
Person Specification
Qualifications
Essential
8. NVQ 3 or equivalent.
9. Advanced keyboard skills
10. Good working knowledge of email and internet
11. Proficient knowledge of PARIS
12. Good standard of English
13. Numerate
14. ECDL qualification
Experience
Essential
15. Advanced secretarial skills such as audio and shorthand
16. Solid Office/Reception Experience
17. Experience within NHS an advantage
18. Experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
Skills
Essential
19. Evidence of the ability to organise and plan complex events, such as training sessions and the therapy groups
20. Proficient in diary management coordinating appointments to ensure best use of Managers' time
21. Experience of transcribing formal minutes of meetings
22. Experience of supervising and training others
23. Independent/lone working and team working skills
24. Experience of adapting to change and managing work in a changing environment
25. Evidence of ability to be flexible and show initiative, sensitivity and enthusiasm to work