Starfish Administration Assistant

We have an exciting job opportunity for a individual to join our Childrens Administration Team as Administration Assistant for the Starfish LD CAMHS Team.

www.norfolkcommunityhealthandcare.nhs.uk/starfish-ld-camhs-and-starfish

The job is to provide comprehensive and pro-active secretarial and administrative support to the team and to ensurethat all administrative processes and tasks are undertaken efficiently, effectively and to a high standard, contributing to the smooth running of these Services and overall effectiveness.

This role requires excellent administrative, verbal, and written communication skills together with attention to detail and the ability to work both autonomously and as part of a team.

The main duties of the role are to:

• employ effective waiting list management for appointment booking. This will include booking of appointments from waiting lists, resolving appointment conflicts, issuing appointment letters/texts, using cloud booking to ensure there is room availability. You may also be required to book interpreters to support these appointments and arrange translation of documents.
• Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.
• To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate.
• To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

Please see job description for a more comprehensive list of duties

Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.

• Good benefits package including a minimum 27 days annual leave, plus Bank Holidays which increases after 5 years and 10 years to a maximum of 33
• Opportunity to join the NHS pension scheme
• Flexible working options
• Wellbeing support (gyms, free eyesight test, cycle to work scheme, Wellbeing resources)
• Supportive, positive culture, with regular supervisions
• NHS discounts

To employ effective waiting list management for appointment booking. This will include booking of appointments from waiting lists, resolving appointment conflicts, issuing appointment letters/texts, using cloud booking to ensure there is room availability. You may also be required to book interpreters to support these appointments and arrange translation of documents.

Using a range of software programmes including SystmOne and Olympus Transcription Software to produce, maintain and distribute documents, including adhoc and routine reports, which may include medical terminology and deal with matters of a complex and/or distressing nature.

To independently manage, undertake and prioritise a variety of administrative and clerical duties and undertake other general office duties which follow standard processes with the occasional need to deviate. These include:

• Photocopying, scanning, emailing, distributing, filing and organising letters, reports and other documents.
• Opening, date-stamping, sorting and distributing incoming mail, relating it to previous correspondence as appropriate and ensuring that outgoing post is sent in a timely manner
• Researching appropriate websites, downloading and circulating documents, as requested.
• To anticipate and assess problems or issues, showing initiative and exercising independent judgement in resolving or actioning them.

To handle telephone calls into the service from members of the public and health professionals confidently and appropriately, regularly providing and receiving complex and sensitive information, taking accurate messages and ensuring these are passed on to the relevant person in a timely manner.

To provide and receive contentious or sensitive information about difficult or complex matters and to respect confidentiality at all times. To exercise tact and diplomacy when communicating information to patients which may be distressing to the receiver or where there may be barriers to understanding.

To build effective working relationships with the Starfish LD CAMHS Team and wider teams.

To support the Clinical Coordinator Starfish and/or the Admin Team Lead to create and design administrative processes and regularly review to ensure they meet the needs of the organisation and the patient.

To be committed to working within a changing environment, responding positively to new demands and changes. To be an active team member recognising potential problems, escalating these and any constructive ideas for improvement on to Clinical Coordinator Starfish and/or the Admin Team Lead.

To provide training and support to colleagues including new starters, temporary staff and apprentices when required as directed by the Clinical Coordinator Starfish and/or the Admin Team Lead.

To be responsible for the efficient use of office equipment and supplies, monitoring and maintaining stock levels, requisitioning and receipting goods and services on the NHS procurement system, PowerGate and carrying out research into goods and services as required.

To report maintenance, cleaning, health and safety and other site issues in line with current procedures keeping the line manager/site manager informed at all times.

It is the post holder’s responsibility to ensure that they have undertaken all mandatory training, in line with Trust policies and procedures.

To monitor and report their sickness absence and annual leave.

To attend relevant meetings. These may be virtual or in person. This may require travelling to other sites.