CYPMHS DBT Administrator

To work as part of the CAMHS DBT Team and as part of the CAMHS 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 CAMHS 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. This is a busy and varied role so good interpersonal skills are required. As some of the work will involve speaking to service users on the telephone, the post holder must display a considerable degree of tact, possess mature judgement, and maintain a calm, friendly and efficient manner. The post holder will be required to work independently and apply a high degree of confidentiality to all their work. They should follow Trust policies relevant to their work. The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise. The post holder will ensure that all administrative processes run smoothly and efficiently and that all departmental processes and procedures are adhered to. The post holder will be required to work independently using initiative, whilst maintaining confidentiality and ensuring clear communication with the clinicians in the team and wider colleagues. To undertake non-routine duties without direct supervision, working within broad procedural guidelines. All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity. Key Relationships: · 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 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 · To oversee the allocation and replenishment of petty cash so that sufficient payments can be made on a weekly basis. 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. · To assist in research and development activities such as audit · To undertake surveys/audits of own work area as necessary · To be aware of Trust targets and implement in own work area as necessary, The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

An opportunity has arisen for a well organised and enthusiastic individual to join the recently established Dialectical Behaviour Therapy (DBT) team, in HPFT CAMHS. This is a role in a busy and established clinical team and therefore the post holder will require a considerable degree of initiative, possess mature judgement and maintain a friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors. A good level of competency in using Microsoft Office is required along with the ability to work under pressure, whilst keeping a calm and professional approach. To be successful you will need to demonstrate excellent communication skills, both written and verbal, as well as the ability to work effectively as part of a team. The role is varied and at this early stage of the team's development there is opportunity to shape the role to meet the team's requirements. The DBT Team offer a specialist evidence-based therapeutic approach for young people at high risk, to prevent crises and ensure that young people are in the least restrictive service for their need. A minimum of 2 year's relevant experience is required. All applicants will contribute towards the promoting of HPFT values: welcoming, kind, positive, respectful and professional., · 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 be highly proficient and expert in Trust ICT systems including video conferencing set up, advising and guiding others in team, supporting new users and instructing them as necessary. · To source and maintain a good working knowledge of medical terminology. · To be proficient in using Microsoft programmes to support diary management. · To update skills as necessary and attend mandatory training · To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent. · To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work., · To deal with patients and carers who are emotionally distressed in a sensitive and professional manner · To utilise excellent communication skills, such as listening, re-assuring, and understanding, when dealing with issues, concerns and complaints. · To be experienced with a range of communication methods including written, oral, telephone, and use of software. · To use effective communication in dealing with staff, external organisations, and service users where there may be barriers to effective communication,

• RSA II / III or equivalent
• Audio Typing
• Competent in Windows and Word applications
• Good general education
Desirable criteria
• ECDL
• Medical Secretary qualification, including terminology
• Familiar with medical terminology, Good organisational abilities, with good time management skills
• Strong numeracy skills
• Able to demonstrate good verbal and written communication skills
• Good knowledge of IT and Windows applications
• Well presented with good interpersonal skills
• A flexible, collaborative attitude towards duties and responsibilities
Desirable criteria
• ePEX literate or have an understanding of databases
• Knowledge and understanding of health records function, 2 years experience of working in an administrative role
  
  Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care 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, Hertfordshire Partnership University NHS Foundation Trust (HPFT) is rated by the Care Quality Commission as an Outstanding provider of mental health and learning disability services. In 2021, we won the prestigious Health Service Journal award for Mental Health Trust of the Year, with the judges saying they were "blown away" by our people's achievements and that everything they saw "sings and hums". This year, our staff rated us the 4^th best mental health and learning disability trust to work for out of all 52 trusts in the country. Our staff tell us that they are proud to be part of the HPFT team, proud of the standard of care we provide and proud that service users are our top priority. Our people tell us they feel supported though a great development, wellbeing and work-life balance offer and a highly compassionate, values-driven culture. We are equally proud of our staff, who live our values of being welcoming, kind, positive, respectful and professional