Admin Lead

NHS; Bury; On-site; GBP 30,000 - 40,000; Full time

Job summary

A healthcare organization in Bury is seeking a highly skilled admin lead to manage an administration team within the Child and Adolescent Mental Health Services (CAMHS). The successful candidate will be responsible for coordinating the admin workforce, ensuring the provision of an efficient administrative service, and maintaining high standards of customer care. This role requires exceptional leadership and organizational skills. Salary range varies and is commensurate with experience. Position offers a supportive environment for professional development.

Benefits

Professional development support

Healthcare benefits

Qualifications

• Experience in team leadership and management.
• Proficient in minute taking and accurate recording of meetings.
• Ability to oversee appointment booking systems efficiently.

Responsibilities

• Manage and coordinate all admin staff within the Bury CAMHS team.
• Ensure provision of medical secretarial services to the CAMHS team.
• Develop and implement strategic plans for service improvements.

Skills

Team leadership

Organisational skills

Communication skills

Time management

Problem solving

Sensitivity to mental health

Education

NVQ level 4 or equivalent experience

RSA2 typing/word processing

Good level of general education including GCSE English

Tools

Microsoft Office suite

Electronic patient records

PARIS system

Job description

We are looking for a highly skilled admin lead to join our Bury CAMHS team. We are looking for an administration lead to lead our admin team, this consists of 10 administrators working across the CAMHS team located at Fairfield General Hospital in Bury.

Main duties of the job

Job Summary

The post holder will be responsible for ensuring the provision of an efficient and effective administration service and excellent standards of customer care within the Child and Adolescent Mental Health Services and to manage, lead and co-ordinate the admin workforce. The role requires the post holder to possess exceptional decision making, problem solving and organisational skills. It is essential for the post holder to be able to manage his/her time effectively and to be flexible in order tomeet the needs of the CAMHS service. The postholder must be able to work independently and as part of a team.

About us

Bury CAMHS is a growing/developing team of passionate professionals.

You will be supported to achieve success by a highly motivated local across system leadership team who are committed to embedding a thriving culture within Bury. You will be a key member of the Bury CAMHS , receive excellent supervisory support both through clinical and managerial and we will work with you to support your development.

Job responsibilities

Main duties and Responsibilities

The post holder line manages and co-ordinates all admin staff within theBury CAMHS admin team and is responsible for the day to daysupervision and management of all admin staff, including monthly one-to one supervision, championing best practice and ensuring that all staff havethe necessary support to fulfil their obligations in line with departmentalobjectives. The post holder is also directly responsible for developing andimplementing strategic, long-term plans to ensure continued improvements

Ensure the provision of full medical secretarial service to the CAMHSservice which includes typing letters, psychiatric reports, non-clinicalcorrespondence and minutes of meetings despite the level of emotionalexposure this entails. All work must always be completed to the highest ofstandard and to the expected levels of accuracy.

The postholder manages the admin teams annual leave and ensures thatall work is covered. They maintain an Admin team rota for busy holidayperiods to ensure adequate cover and ongoing support for the whole ofBury CAMHS negotiated with the operational managers agreement forany extra staff ensuring that a consistent, high-performing service canalways be delivered The postholder is responsible for outlining a job description for temporary staff and liaising with Temporary Staffing Department to advertise theseposts.

Ensure implementation and continual compliance with relevant Standard Operating Procedures (SOPs)

To work in partnership with the Operational Manager in project managing new developments to ensure safe service delivery

To oversee the appointment booking system within the OutpatientDepartment, ensuring all appointments and client information is recordedon Paris and to send out appts for booking new patient appointments.

To coordinate the collection and compilation of information for monitoring service performance to ensure that high levels of data quality are maintained including CEST, My Yearly Conversations

Attendance and participation at Management Team meetings

To provide advice to staff regarding administrative and departmentalfunctions and processes. To provide admin induction for new members ofclinical and admin staff.

Ensure that the work of the administrative staff is closely aligned to theneeds of the Trusts strategic agenda.

To maintain the Psychiatry waiting list, planning and sending outappointments ahead of time and allocating to the appropriate doctor

Person Specification

education and qualification

• RSA2 typing/word processing
• Good level of general education including GCSE English and numeracy skills
• NVQ level 4 or equivalent experience
• Competence with working on Microsoft Office suite.
• Shorthand qualification
• NHS experience or working within a busy office environment

Experience

• Experience of team leadership
• Experience in setting up computer files and spread sheets.
• Experience of minute taking and accurate recording of meetings
• Proficient in the use of electronic patient records
• Experience of PARIS or other electronic patient record
• nvolvement in supporting Audit activity

Knowledge

• Good written and spoken English
• Office systems and procedures
• Diary management and appointment booking using manual and computerised systems
• Sensitivity to people with mental health problems
• Able to prioritise workload
• Ability to demonstrate a methodical, organised and flexible approach to work.
• Proven ability to communicate and maintain effective relationships with people at various levels, both orally and in writing
• Able to conduct staff appraisals and setting objectives in line with Trust objectives and KPI's
• Ability to plan and develop systems
• Familiarity with hospital records system

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.