Clinical Administrative Officer - CAMHS Urgent Pathways

Chesterfield Royal Hospital NHS Foundation Trust; Chesterfield; On-site; GBP 20,000 - 28,000; Full time

Job summary

A regional healthcare provider in Chesterfield is seeking an Administrative Support for Urgent Pathways. The role involves providing essential support to healthcare teams, managing patient queries, and coordinating meetings. Successful candidates will have excellent communication skills and relevant experience, including familiarity with SystmOne. This position offers a supportive environment focused on delivering high-quality care.

Qualifications

• Experience of working in a secretarial role.
• Ability to communicate at all levels.
• Knowledge of office-based protocols and processes.

Responsibilities

• Provide administrative services to the Urgent Care Team Leads.
• Manage SystmOne tasks and oversee appointments.
• Liaise with other trusts and third-party organizations.

Skills

Excellent verbal and written communication skills

Ability to prioritize workload

Ability to work under pressure

Excellent planning and organization skills

Education

English and math GCSE or Equivalent - C or above

RSA III keyboard skills or equivalent

Tools

SystmOne

Microsoft Office

Teams

Job description

Job summary

The post holder will be a team player with excellent interpersonal skills who can adapt to meet the needs of the Service. To be considered for this exciting opportunity, the post holder must be able to work independently, manage their own workload, prioritise tasks and meet deadlines. The post holder will work within the existing admin team to ensure continuity of service to our Young People. Experience with our hospital systems such as SystmOne, Careflow, TRAC, and Dragon is desirable.

Main duties of the job

The CAO for Urgent Pathways is responsible for providing a professional, welcoming, and accessible point of contact for staff, Children & Young People (CYP), and their families. They will be expected to undertake a wide variety of administrative and clerical tasks to support the functions of the urgent care teams, which include Enhanced Therapy Resource (ETR), Intensive Home Treatment (IHTT), Urgent Care (UCT), and Eating Disorders (CED).

The post holder will also support the Team Leads with any administration tasks including the coordination of MDT meetings, ensuring patient records are up-to-date and providing accurate reporting.

About us

Our vision is to be a first-class provider of sustainable healthcare services, delivering the best possible care for our patients, and being a great place to work for our people. Our Proud to CARE philosophy supports this vision, and we all play a part in achieving it by living up to the values we promise to our patients and each other. As members of staff, we will always be guided by our CARE values:

Compassion: This involves treating everyone with kindness, valuing diversity and inclusion, and considering individual needs.

Ambition: The Trust aims to be the best, reaching high standards, providing exceptional care, and achieving measurable improvements in health outcomes.

Respect: This means valuing and appreciating everyone, actively listening, learning from experiences, and acting on feedback.

Encourage: This value focuses on supporting education and development, encouraging colleagues to share improvement ideas, and fostering an inclusive environment.

Job description

Job responsibilities

Detailed Job Description

These are the key areas that support the purpose of the job

1. To provide administrative services to the Urgent Care Team Leads including the organising and coordinating of the MDT meetings and actioning outcomes. Liaising with the multi professional team members to arrange meetings and events, producing agendas, action notes or minutes and making sure senior staff are supported in achieving relevant objectives.

2. To receive patient queries and communicate these to the appropriate professional, responding to the patient as directed in a timely manner. This will include managing SystmOne tasks and overseeing appointments, letters and discharges.3. To have knowledge of relevant IT applications as defined in local procedures within the Care Unit. 4. Enter rotas into SystmOne and run both monthly and ad hoc reports as needed.5. To liaise with other trusts and third-party organisations in matters relating to the administration and communication of services within the urgent pathway.6. To maintain confidentiality at all times relating to patients, staff and the trust.

7. Ordering supplies through Unit 4 in line with the procurement processes.8. Updating the staff and equipment tracker to monitor new starters and leavers within the Urgent Pathways and reallocate or order equipment as necessary.9. To provide administrative support to recruitment processes being undertaken across the Urgent Pathways.10. To support the Service in achieving local, trust-wide and national targets.11. Provide support to other services within CAMHS as needed, following the local structures for which the post is responsible. To provide cover as required, during periods of absence, for relevant colleagues within the care unit. 12. To action complex instructions from appropriate designated staff and the wider Division. 13. To actively participate in the appraisal process.

Job description
Job responsibilities

Detailed Job Description

These are the key areas that support the purpose of the job

1. To provide administrative services to the Urgent Care Team Leads including the organising and coordinating of the MDT meetings and actioning outcomes. Liaising with the multi professional team members to arrange meetings and events, producing agendas, action notes or minutes and making sure senior staff are supported in achieving relevant objectives.

2. To receive patient queries and communicate these to the appropriate professional, responding to the patient as directed in a timely manner. This will include managing SystmOne tasks and overseeing appointments, letters and discharges.3. To have knowledge of relevant IT applications as defined in local procedures within the Care Unit. 4. Enter rotas into SystmOne and run both monthly and ad hoc reports as needed.5. To liaise with other trusts and third-party organisations in matters relating to the administration and communication of services within the urgent pathway.6. To maintain confidentiality at all times relating to patients, staff and the trust.

7. Ordering supplies through Unit 4 in line with the procurement processes.8. Updating the staff and equipment tracker to monitor new starters and leavers within the Urgent Pathways and reallocate or order equipment as necessary.9. To provide administrative support to recruitment processes being undertaken across the Urgent Pathways.10. To support the Service in achieving local, trust-wide and national targets.11. Provide support to other services within CAMHS as needed, following the local structures for which the post is responsible. To provide cover as required, during periods of absence, for relevant colleagues within the care unit. 12. To action complex instructions from appropriate designated staff and the wider Division. 13. To actively participate in the appraisal process.

Person Specification

Qualifications and Training

Essential

• English and math GCSE or Equivalent - C or above
• RSA III keyboard skills or equivalent

Desirable

• ECDL
• SystmOne Experience

Experience

Essential

• Experience of working in a secretarial role
• Experience of working as part of a team
• Ability to communicate at all levels
• Ability to prioritise workload
• Ability to work under pressure

Desirable

• Previous NHS experience
• Office based experience

Skills and Knowledge

Essential

• Excellent verbal and written communication skills
• Ability to receive complex instructions and act on them appropriately
• Ability to work to deadlines
• Excellent planning and organisation skills
• Excellent computer skills - Outlook, MS Office, Teams, and other IT systems
• Knowledge of Excel spreadsheets and accurate data inputting
• Rota management and task delegation
• Knowledge of office-based protocols and processes
• Understanding of the importance of confidentiality

Desirable

• Previous experience of hospital PAS systems including SystmOne, Careflow and Dragon

Person Specification
Qualifications and Training

Essential

• English and math GCSE or Equivalent - C or above
• RSA III keyboard skills or equivalent

Desirable

• ECDL
• SystmOne Experience

Experience

Essential

• Experience of working in a secretarial role
• Experience of working as part of a team
• Ability to communicate at all levels
• Ability to prioritise workload
• Ability to work under pressure

Desirable

• Previous NHS experience
• Office based experience

Skills and Knowledge

Essential

• Excellent verbal and written communication skills
• Ability to receive complex instructions and act on them appropriately
• Ability to work to deadlines
• Excellent planning and organisation skills
• Excellent computer skills - Outlook, MS Office, Teams, and other IT systems
• Knowledge of Excel spreadsheets and accurate data inputting
• Rota management and task delegation
• Knowledge of office-based protocols and processes
• Understanding of the importance of confidentiality

Desirable

• Previous experience of hospital PAS systems including SystmOne, Careflow and Dragon

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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
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.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

Chesterfield Royal Hospital NHS Foundation Trust
Address

The Crossing / The Den

Chesterfield Royal Hospital

Chesterfield

S44 5BL

Employer's website