Total 3 Administrative / Clerical job vacancies in Birchington, CT7 9HQ

You will be responsible for audio typing letters and reports, booking appointments, answering the telephone, taking messages, passing relevant queries to the staff team, managing the team referral inbox, organising rooms bookings, sending out agendas, taking meeting minutes including CPA and following up on action points, updating individual patient records, 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 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 Trusts Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity. Please note this is a busy face to face role and therefore there is a requirement for this role to be carried out on site.

Corporate Administration Support Meetings Coordination To forward plan and manage meetings calendar for Finance & Performance Subcommittee and Operational Delivery Subcommittees. To co-ordinate and manage all administration tasks related to these meetings including minute taking, arranging venues/rooms, and ensuring the agenda and related documents are collated and circulated in a timely manner. To cover other business meetings if needed, such as Board. These may sometimes be outside of usual working hours which will require some flexibility. Taking accurate complex minutes or actions, ensuring decisions are recorded, referenced and future action is taken at the appropriate level. Ensure that meetings have a forward work programme, and actions are followed up and monitored regularly. PA Support to members of the Corporate Senior Management Team Provide a comprehensive and efficient administration support to members of the Corporate Senior Management Team as required. The Head of Business Assurance and Development will support the postholder with the management of this workload. Provide diary management, ensure that appointments are planned and coordinated, and run to schedule. The postholder will be supported to prioritise the high-level completing demands to ensure an appropriate balance in the daily scheduling in line with preferences, responsibilities, or project plans. Organise and plan meetings and events as directed, including sending invitations, booking venues, making travel arrangements, and providing relevant papers and material. Provide high quality support to ensure they are managed and delivered effectively. Regular liaison with member of Corporate Senior Management Team to ensure awareness of priorities. Organise and support the production of reports, papers, presentations, and other similar documentation in accordance with requirements of the team. Follow up and take forward any key pieces of work as directed by the Head of Business Assurance and Development. Assurance To support the administration of the Strategic Objectives spreadsheet during Senior Management Team meetings. To assist in the creation of, and the timely submission of, additional reports for Invicta Health services as required. These may be used to support the Senior Management Team in decision making and in the production of reports for assurance. To assist in the maintenance of the Service Contract Tracker, detailing each of the service contracts and the KPIs (Key Performance Indicators) required for each service. To provide support with due diligence of new business opportunities. To assist in the collection, input and reporting of data relating to specific areas within the organisation as guided by the Head of Business Assurance & Development. Risk Register To provide administrative support in the maintenance of the Corporate Risk Register. Policy and Protocol Maintenance To assist in the maintenance of the Policy and Protocol spreadsheet tracking when documents are due for review. To assist in updating documents following ratification with regards to formatting, version control and ensuring documents are accessible to staff. Insurances, memberships, leases and registrations To be aware of the monitoring of these and assist as needed including maintenance of Contract Compliance Spreadsheet. Assist with any other related tasks as needed. Administration Support & Communication To work within the wider administration team and support with the answering of the telephones and email queries. Help to monitor the Invicta Health inbox and action/forward or refer as appropriate. Support the Senior Management Team with formatting and distribution of organisation wide communications. Maintain confidentiality at all times and understand the importance of accuracy and excellent data quality. Support the corporate administrative team with internal and external enquiries, responding to telephone calls, e-mails, and other channels of correspondence, using initiative to action/forward or refer as appropriate. Assist with any corporate branding tasks as needed. Support with back end of the website during periods of leave of the Corporate Affairs Manager. Develop and maintain databases as required by the role. To maintain a professional manner as a point of contact with external providers as required. General Duties To work collaboratively and professionally with colleagues across Invicta Health, building and maintaining relationships. To contribute to the development of services, including processes, templates and principles. To ensure that strict confidentiality is observed at all times, especially when dealing with personal information. To take part in any statutory and mandatory training or other training and development programmes as requested. Any other reasonable duties as directed by your line manager. Due to the changing nature of Invicta Health, job descriptions will evolve and are therefore subject to periodic review. Full terms and conditions of employment will be issued if an offer of employment is made.

Introduction HPFT Child and Adolescent Mental Health Service (CAMHS) provides community-based services for children and young people with mental health problems across Hertfordshire. The services are made up of various multi-disciplinary services including; Generic quadrants, Crisis Liaison and Assessment, Paediatric Liaison, DBT Team, Eating Disorders, Targeted / Children Looked After, Forensic Adolescent Team, Cherry Tree Cottage, Primary Care MH (ARRS/Reach) Team, ADHD, Mental Health Schools Teams and Forest House Adolescent Unit (FHAU). At CAMHS we work with children and young people up to the age of 18 with their families/carers. We are committed to working in partnership with service users, their families & their social networks to provide treatment to young people suffering from mental health disorders including Depression, Psychosis, Eating Disorders, Self-Harm and Emotional Problems. Our clinical teams rely on efficient administration systems and processes. This includes accurate data collection, reporting and efficient electronic administrative systems management. Duties and Responsibilities: Administrative To provide a comprehensive administrative service, including processing all reports, correspondence & documentation, legal reports and reports relating to child protection work, referrals, and administrative letters, arranging appointments, booking rooms. Attend team meetings, preparing agendas, updating electronic system (Paris), minute taking, and undertaking any admin actions arising from the meeting. Producing minutes and actions following team meetings in a timely and efficient manner To take & relay clear messages accurately and in timely manner. To ensure all administrative systems are managed electronically on the appropriate system where possible. To provide clerical support including opening and closure of case records Project support and IT / website support To arrange interviews and other management / HR meetings and provide assistance To ensure an adequate supply of all office items including stationery supplies, information leaflets, etc. available for colleagues & service users To identify and rectify any data quality issues To undertake general office duties including photocopying, laminating, etc. Diary management for SLT members, checking availability and rooms, arranging meetings To diarise deadlines in SLT diaries (complaints, reports, presentations etc) to support with timely response. To provide administrative support for presentations including setting up of equipment, providing handouts etc To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary & that the office is kept clean and tidy at all times. To alert professionals/line manager of possible emergency or urgent referrals and to keep staff up to date regarding changes of arrangements, messages, emails or other correspondence. To ensure reception cover & post management Communication To use a range of communication skills to develop effective relationships with managers, teams and colleagues; facilitating effective and timely communication in line with the Trusts values. To exchange confidential, sensitive information with staff, service users and carers, in person or on the telephone. The unpredictability of service users means that persuasive, re-assuring, empathic, counselling skills are required at all times. To use developed communication skills with service users who may have difficulty understanding, and at times to give disappointing information to service users e.g. cancelling appointments To be experienced with a range of communication methods including telephone, e-mail and scanner. On occasion provide cover for reception, as required. To demonstrate the ability to work well within a team, prioritise and manage own workload and display initiative whilst maintaining a positive, professional and calm approach when communicating with colleagues. To maintain office systems & ensure information relating to service users is accessible to relevant staff, always ensuring confidentiality To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible To deal sensitively with service users and their parents/carers who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member. Information To present basic service data To support with the submission of KPI to required timescales service requirements. To work with other admin staff to ensure data is correct & complete IT management Management of eroster To use the electronic case management system (Paris) to input data accurately & in a timely manner Assisting staff to use the electronic case management system effectively To ensure efficient collection, input & recording of case management data To train and oversee admin staff on the data recording requirements so that information provided in a professional & timely manner To undertake the in-putting of activity data on to the appropriate database, & to assist in the collation of statistical information for the purpose of contract & quality monitoring To troubleshoot any problems & escalate issues/refer on as appropriate, e.g. to system provider/IT General To maintain confidentiality To be flexible in working from HPFT bases in accordance with service needs. To supervise, line manage and support B4 and B3 admin staff in accordance with policy To assist visitors, on site contractors and volunteers To support environmental checks / security / IT / business continuity Work in accordance with the appropriate HPFT policy and procedure at all times. Work flexibly across sites as required Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision Seek to improve personal performance, contribution, knowledge & skill Participate in appraisal, training & supervision processes Keep up-to-date with developments in services, legislation & practice relevant to the relevant client group Contribute to maintaining safe systems of work & a safe environment To liaise with Estates & Facilities regarding facilities used by the service To report to line manager any issues that are of concern relating to health & safety of the building To communicate effectively, sensitively & tactfully with clients & their parents/carers in person, or on the telephone To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries & resolve patient problems by providing information & advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member To have excellent verbal, written & communication skills To assist in the induction of new staff to appropriate administration systems To have the ability to remain calm & sensitive in difficult & stressful situations To support service users and their families as relevant to this role. Undertake other duties appropriate to the level of the post and service requirements. This role interfaces with all CAMHS teams, and the post holder may be required to support across the service. Clinical Responsibility The post holder will be expected to give non-clinical advice to service users, their relatives or carers either by telephone or face to face, which may arise when dealing with first line complaints. The post holder will be expected to diffuse situations arising between service users and members of the admin team. Leadership and Staff Management Responsibility The post holder at the outset line manager the admin staff which will include supervision, appraisals and mandatory training. Responsibility for equality of systems throughout the quadrant To undertake local inductions for admin staff To assist with recruitment of administrative staff, to provide advice and support to interview panels, advising on appropriate assessment processes. To ensure there are systems and processes in place for the handover and maintenance of confidential personnel files for administrative staff Financial Responsibility To manage a delegated budget. Authorise purchases. Ensure that equipment orders are compliant with Health and Safety, COSH and Fire Regulations. Advise on equipment required for administrative staff to undertake their work Service Development and Improvement The post holder will be expected to follow the Trusts policies, and may at times help in the rewriting of such policies that have a direct impact on administrative staff. The post holder will ensure that local policies are in place to deal with the induction of new staff to the unit and that bank and agency staff are aware of relevant policies and are adequately supervised. The post holder will constantly revaluate and review Administration posts in accordance with service needs. Communications To manage constructively any barriers to communication. To communicate with the admin team and service line managers on work-related/personal issues, including performance management and disciplinary matters ensuring that the integration to operational management line management arrangements is well understood and communicated.