CYPMHS DBT Administrator

To work as part of the CYPMHS DBT Team and as part of the CYPMHS reception team, and to be responsible for the outpatient appointments, liaising with clinicians, service users and professional staff on an ongoing basis. Duties include responsibility for registering patient details and continuous updating of patient records, minute taking for team meetings, booking all new and follow up clinic appointments as needed, and generating all related correspondence, including appointments, transport booking, and reports. To maintain a small switchboard and transfer calls throughout the team. Receive visitors, deal with incoming and outgoing mail, logging faults with Estates and ensuring that the office area is kept tidy.

To provide comprehensive, professional, and effective secretarial and administrative support to the Child and Adolescent Psychiatrist and the wider CYPMHS DBT Team. The post holder must display a considerable degree of initiative, possess mature judgement, and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues, and visitors.

You will be responsible for audio typing, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, organising rooms bookings, sending out agendas, taking meeting minutes, and other general administrative duties.

The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise.

To work closely with the Consultant Psychiatrist and the wider team:

To build positive working relationships with external agencies, schools and social services.

To work closely with the other administrative staff in the building.

To use a range of information technology and communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication

Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.

To be highly skilled and experienced in the full range of organisational and administrative work practices, patient record sources, software programmes, and specialised functional terms.

To source and maintain a good working knowledge of medical terminology.

To be proficient in using Microsoft programmes to support diary management.

To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.

Financial Responsibility

To co-ordinate with the appropriate staff for order non-stock requisitions, researching equipment/products if necessary

To co-ordinate stationary requests for the team, ensuring that appropriate stock levels are audited and maintained

To co-ordinate requests for maintaining equipment and facilities, reporting faults with the appropriate department

Service Development and Improvement

To take the lead in deciding and implementing relevant changes to own work area

To propose changes to working practices for own work area and negotiate with others where other work areas are affected.

Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare 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, Essex 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.

Essential: - Competent in Windows and Word applications; - Good general education

Desirable: - Familiar with medical terminology

Essential: - Good organisational abilities, with good time management skills; - Able to demonstrate good verbal and written communication skills; - A flexible, collaborative attitude towards duties and responsibilities

Desirable: - Knowledge and understanding of health records function

Essential: - Experience of working in an administrative role