Cambridgeshire Community Services NHS Trust
Do you want to be part of an exciting, dynamic and expanding children's mental health service, in an 'Outstanding' rated NHS Trust?
We are offering a great opportunity for an experienced administrator to join our Cambridge North and Ely Mental Health Support Teams (MHST).
This is a part-time post, that can be based at Brookfields Health Centre in Cambridge or Princess of Wales Hospital in Ely. The role can be a blend of office-based and remote working with a minimum of one day per week in the base office plus two days per month; one in each of the Cambridge and Ely offices to attend team meetings and complete ad-hoc duties.
There can be some flexibility with working hours. For remote working, all necessary IT equipment will be provided to support this.
The role will include working alongside our growing administration team to develop new systems and processes and be involved in developing new ways of providing information and support for children and young people. This is an exciting opportunity to be a part of a growing, innovative service.
The ideal candidate will be flexible and willing to offer suggested improvements and new ideas to support the administrative processes within the service.
If you feel you have the skills and experience for this post we would love to hear from you!
Main duties of the job
The Emotional Health and Wellbeing Service continues to grow with team members working across Cambridgeshire, Peterborough and Norfolk, therefore, excellent communication skills and the ability to understand and work with other people is vital.
Our Cambridge North and Ely Mental Health Support Teams work together under one Clinical and Team Lead. This Mental Health Support Team Administrator role will mainly provide administrative support to our Cambridge North MHST, but will work closely with the Ely MHST Administrator to share joint team tasks. This will require you to be comfortable carrying out a range of duties, some which may be at short notice.
This is a roll out of the work to improve access to mental health care for young people set out in the NHS Long Term Plan. You will join a supportive service with a ready support system available. The MHST's sit within CCS NHS Trusts Emotional Health and Wellbeing Service.
Job responsibilities
Main Duties and Responsibilities
* To provide the administrative support for the MHST, including taking minutes, writing letters, booking rooms, organising meetings and organising the team.
* To support with recording and monitoring the teams annual leave and contractual changes. Support and manage the patient referral process for the team.
* To use electronic patient management system to register, process, check, update and discharge patients.
* To type appointment letters and send clinical letters and discharge letters.
* To maintain and update accurate patient records in accordance with standard operating procedures including scanning, filing, and typing.
* Respond to all queries, correspondence and issues within the team.
* Prioritise and manage own workload.
* Implement processes and practices to ensure best practice within the new team.
* To ensure that all contact details are kept up to date.
* To produce information and data relating to the services relating to this department, as required.
* To support with induction of new team members.
Communication
* Ensure that all information is disseminated to staff as appropriate.
* Ensure clear and effective liaison with other agencies, e.g. Education, Social Services, Police, etc.
* Maintain links with other relevant administration staff to ensure support network and common systems of working are developed and when necessary, demonstrate/assist less experienced colleagues with tasks.
* To answer queries from other professionals outside of the team.
* To ensure effective communication between the MHST using various mediums such as email and phone calls.
* To assist with day to day queries into department.
* To provide data and information for reports as required.
* To provide narrative or description to data as required.
* To fully understand and work in a manner that recognises the importance of confidentiality and the sensitive nature of the information that is being stored or shared.
* Contribute to CCS internal communication strategies ensuring effective two-way communication and engagement within the organisation.
* Contribute to CCS external communication strategies to raise awareness and promote the reputation of CCS services.
Budgetary Responsibility
* Order specialist equipment and consumable for services as required.
* Receipt goods as required.
* Liaise with central procurement team for routine orders.
* Monitor use of consumables within own area and identify areas of saving and make changes as required.
People Management
* To demonstrate and train staff within the remit of your tasks.
* Raise any performance issues or concerns to your line manager.
* To support staff undergoing induction within your department.
* To participate in supervision to ensure work is to an excellent standard.
* Maintaining own professional development and requirement to take part in appraisal and KSF process.
Clinical and Practice Governance
* Observe and maintain strict confidentiality with regards to any patient/family/staff/records and information in line with the requirements of the Data Protection Act.
* Any data that is taken/shared as part of a phone call or transported, faxed or transferred electronically must be undertaken with regard to the Trust Information Governance and Information Security policies.
* The post holder must adhere to the Trust risk assessment and risk management processes.
* The post holder must adhere to infection control policies and procedures.
* Undertake mandatory training and any other training relevant to the role as required by Cambridgeshire Community Services NHS Trust.
* The post holder must participate in clinical and other audits as required.
* The post holder is required to participate in relevant emergency preparedness process for their team.
General
Safeguarding people responsibility
* Safeguarding children and adults at risk of abuse or neglect is a collective responsibility.
* There is an expectation that all staff develop and maintain their role relevant safeguarding people competencies and comply with local safeguarding partnerships practice.
* Those most in need of protection include:
* Children and young people
* Adults at risk, such as those receiving care in their own home, people with physical, sensory and mental impairments, and those with learning disabilities
The post holder must at all times carry out their duties with regard to Cambridgeshire Community Services NHS Trust Workforce Diversity and Inclusion Policy. To be aware of the responsibilities of all employees to maintain a safe and healthy environment for patients, visitors and staff. All post holders must adhere to the code of conduct on confidentiality and be aware of and adhere to all Trust policies and procedures. This job description is intended only as a guide to the range of duties involved. The post holder will need to be flexible and adaptable in order to respond to other duties that may be required from time to time and the changes and developments within the Trust.
Person Specification
Qualifications & Training
* Educated to NVQ 3 level or equivalent or equivalent relevant experience
Knowledge & Skills
* Excellent Communication skills, with a friendly and professional manner
* Confident computer literacy including Word and Excel in order to type letters and create and update spreadsheets / databases
* Working Knowledge of Outlook and PowerPoint
* Ability to work under own initiative, be able to prioritise work and be well organised
* Familiarity with the use of SystmOne
Experience
* Administration Experience
* Experience of collating and monitoring data
* Experience of prioritising work autonomously
* Use of SystmOne
* Experience of working within the NHS
* Experience of Health Roster
* Experience of using ESR
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Cambridgeshire Community Services NHS Trust
£24,071 to £25,674 a year, pro-rata
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