Job summary
Are you professional, well organised with good administration and communication skills? Are you someone who thrives in high-pressure environments? Do you have a passion for being the first point of contact for those in need of mental health support when they need us the most? Can you provide a voice of reassurance and support? if so, we are looking for candidates like you.
The Childrens and Adolescent Mental Service (CAMHS) is looking for a Personal Assistant to join the friendly supportive team based at Evergreen House, Cheltenham and Acorn House, Gloucester.
This is a busy but rewarding post as you will be responsible for supporting a Consultant Psychiatrist and their team. Working closely within the PA team you will be responsible for a range of activities, including complex diary management, meeting support, typed work and data entry, using Microsoft office packages as well as Rio, a bespoke data based used by the Trust.
You will need to be highly organised, have excellent IT skills and be able to remain calm under pressure. An empathetic approach is essential as you will have direct contact with young people and their families. Good communication skills and the ability to build and maintain successful working relationships within the wider team are vital.
Its is anticipated that the hours will be worked between the hours of 9am to 5pm Monday to Friday
Main duties of the job
To provide a full confidential, administrative and secretarial service to the Clinical team.
The post holder will be first point of contact in respect of all forms of communication from patients, parents, colleagues and carers and co-ordinate a wide range of complex information via email and telephone.
The post holder must take accurate notes and relay precise information in a timely manner. It is essential to ensure a proficient, high-quality service for patients and clinician.
To organise and plan the workload of the consultant/s by negotiating with patients, parents, colleagues and carers to fulfil diary and clinic commitments.
The post holder is expected to recognise the high-profile nature of the work of the consultant and to ensure that all work is produced is of the highest standard.
To project the professional image of the business through demonstrating excellent customer care in all activities
To adopt a constantly flexible approach to ensure that all Consultant team objectives are completed efficiently and within given timescales
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views ( It was great to see from the results that colleagues are saying that:
1. believe they are making a positive difference to patients/service users;
2. would recommend the organisation as a place to work;
3. agree that care of patients and service users is the organisations priority;
4. would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.
Job description
Job responsibilities
The role is based within the Child and Adolescent Mental Health Service (CAMHS) at its Cheltenham and Gloucester sites, however it may be necessary for the post holder to travel, on an infrequent basis, to other sites within Gloucestershire to support at times of staff shortages etc.
To organise and plan the workload of the clinician by negotiating with internal and external colleagues to fulfil diary commitments.
To source and gather information to assist clinicians in prioritising their workload effectively to ensure timescales are met, and to ensure initiative and discretion to ensure that the most efficient use is made of the consultants time.
To understand consultants work prioritises in order to make independent decisions on diary organisation through a combination of initiative and experience, only referring to consultants when necessary.
Support the development and maintenance of high-quality document management systems so that information is secure and accessible for those who need it.
Take the lead and to identify service improvements.
To embed processes and monitor accuracy within the PA support team.
Cascade information and delegate tasks to the PA support team.
To respond sensitively to patients, showing empathy and recognising that they may sometimes be distressed or upset. The post holder has direct contact with relatives and carers and needs to demonstrate tact and diplomacy.
To plan and organise clinics in order to meet fluctuations in capacity and demand. This can involve patients being seen in the out-patient clinic or in the community.
To co-ordinate the provision of meetings, as needed to support multi-agency working (eg Mental Health Act Tribunals)
Person Specification
Essential & Desirable
Essential
5. GCSE level grade C or equivalent including Maths and English
6. Previous experience of using software package Microsoft Office. Word, Excel, Outlook to a high level.
7. Experience of using customer/patient information system
8. Experience of maintaining a comprehensive, logical computerised filing system
9. Experience of diary management/schedules
10. Ability to communicate effectively in both verbal and written form
11. Ability to problem-solve and prioritise in order to meet deadlines.
12. Ability to demonstrate an empathetic and sensitive approach when dealing with people
Desirable
13. NVQ Level 3 in administration or equivalent experience or NVQ Level 3 Administration/RSA Level 3 or equivalent experience
14. Word Processing/Typing eg RSA or equivalent
15. Experience of supporting meetings, including minute-taking
16. Experience of typing using audio/digital dictation.
17. Previous experience of working within mental health
18. Previous experience of working within the NHS
19. Proven experience of unsupervised senior administrative work in a busy office environment
Essential & Desirable
Essential
20. GCSE level grade C or equivalent including Maths and English
Desirable
21. Word Processing/Typing eg RSA or equivalent