Job summary
We are looking for a reliable, organised and enthusiastic person with a strong work ethic to join our committed Child & Young People (CYP) Services for hours per week to provide administration support to our CAMHS Team in Grantham. This is an office based position with some flexibility for home working. There may be an expectation to be part of cover for an occasional evening clinic up until 8pm on a rota basis or to travel to a different base if required to support the needs or the service or to attend training. Mileage is paid at a standard rate.
You will contribute to the smooth and efficient running of the office to include typing and formatting of correspondence, and other data requirements using Word, Excel and clinical systems as well as support and assist with referrals processing.
It is a busy role and there will be a need to help to cover reception therefore it is essential to possess strong communication and organisational skills as you will be dealing with a wide range of enquiries in a welcoming yet professional and sensitive manner ensuring confidentiality at all times. You will be a key member of a friendly service.
We will offer training and development opportunities for the successful applicant.
Main duties of the job
To undertake administration/reception duties in support of clinical and non-clinical activity in the CYP Service ensuring reception support is available as appropriate.
This will include, but is not limited to:
To act as a receptionist, also answering the calls for the building
Diary management – to include organising, supporting and coordinating room booking requests
Organising and contacting young people and families by telephone or letter to offer an appointment or cancel appointments if required
Typing letters and correspondence using copy typing and word processing systems
Help to assist with data monitoring using housekeeping reports
To provide individual administration support as required
Liaising with internal and external providers
Data inputting
Navigating and updating clinical systems and electronic databases
Gathering information
Petty cash
Supporting with building management duties which will include assisting with reporting repairs and co-ordinating any visits to the building
About us
Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,800 staff, and serving a population of over 766,000, our people lie at the heart of everything we do.
You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England, in an area heralded as a fantastic place to live and work. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of ‘outstanding’ for well-led and ‘good’ overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We’re really proud of this!
We are also leading the way in transforming care, with multi-million-pound transformation of patient environments and radical redesign of community services.
This is the time to join and help redesign our services of the future. We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.
Job description
Job responsibilities
To provide General administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning, and assisting with the effective dissemination of information as appropriate.
To participate in providing a professional reception to the service, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.
To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies. including supporting with managing and handling the petty cash for the building and giving out payment for goods ensuring receipts are kept.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR
To participate in Supervision and appraisal in line with Trust policy.
To ensure all work is undertaken in line with Trust and national policy.
Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county.
Participate in the provision of the extended hours service as required.
To assist with the inputting of information onto our clinical system
Job description
Job responsibilities
To provide General administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning, and assisting with the effective dissemination of information as appropriate.
To participate in providing a professional reception to the service, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality
To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.
To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.
To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.
Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.
Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies. including supporting with managing and handling the petty cash for the building and giving out payment for goods ensuring receipts are kept.
To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.
Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR
To participate in Supervision and appraisal in line with Trust policy.
To ensure all work is undertaken in line with Trust and national policy.
Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.
To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county.
Participate in the provision of the extended hours service as required.
To assist with the inputting of information onto our clinical system
Person Specification
Qualifications
Essential
- Good standard of education, including English
Desirable
- NVQ level 2 or equivalent Qualification and or relevant experience
Experience
Essential
- General office experience
- Competent use of Microsoft Word and Excel
- Letter formatting and typing letters
- Data inputting
- Outlook and diary management
- Customer service
- Photocopying
Desirable
- Microsoft Power point and Publisher
- Managing other people’s diaries
- Reception
- Managing Office Post
- Use of clinical systems particularly Rio
- Petty cash and office finance
Skills
Essential
- Microsoft Office including Word and Excel
- Typing to a good standard
- General office skills inc. Letter formatting
- Excellent communication skills
- Dealing with difficult conversations and maintaining a professional telephone manner
- Ability to work in a team and take direction from multiple sources
- Ability to manage own time
- Customer service skills
- An understanding of information governance and patient confidentiality
Desirable
- Use of telephone switchboard
- Big Hand Dictation
- Clinical system skills
Person Specification
Qualifications
Essential
- Good standard of education, including English
Desirable
- NVQ level 2 or equivalent Qualification and or relevant experience
Experience
Essential
- General office experience
- Competent use of Microsoft Word and Excel
- Letter formatting and typing letters
- Data inputting
- Outlook and diary management
- Customer service
- Photocopying
Desirable
- Microsoft Power point and Publisher
- Managing other people’s diaries
- Reception
- Managing Office Post
- Use of clinical systems particularly Rio
- Petty cash and office finance
Skills
Essential
- Microsoft Office including Word and Excel
- Typing to a good standard
- General office skills inc. Letter formatting
- Excellent communication skills
- Dealing with difficult conversations and maintaining a professional telephone manner
- Ability to work in a team and take direction from multiple sources
- Ability to manage own time
- Customer service skills
- An understanding of information governance and patient confidentiality
Desirable
- Use of telephone switchboard
- Big Hand Dictation
- Clinical system skills
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.
