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Administrator

Job Description

You will possess excellent administrative skills and good working relationships with colleagues. You will be an excellent communicator and have the ability to prioritise your workload ensuring that work is completed in a safe and timely manner. In addition, we are seeking someone who can warmly welcome patients on occasions where reception cover is needed.

You will:
Work as a member of the administration team to:

• ensuring all new referrals to the service are managed and created in a timely manner
• ensure all systems and processes are effective and followed appropriately
• ensure all phone calls are dealt with in a timely and professional manner
• demonstrate high standards in all administrative activates relating to a young persons journey through the service
• work in collaboration with administrative colleagues across CYPMHS and our partner

• Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner whilst recognising barriers to communication.
• Ensure that complex calls from anxious and distressed clients are passed to appropriate person to deal with (dealt with) effectively and appropriately, or escalated to senior staff member if appropriate
• Respond to enquiries, and take appropriate action on behalf of the service, either by telephone, personal contact or correspondence, within agreed time limits.
• Manage and maintain an efficient administrative system on behalf of others.
• Draft general correspondence on behalf of own service.
• Accurately produce reports, correspondence and documents from a variety of sources including material from dictation, audio or manuscripts within agreed timescales (not including medical reports).
• Work without supervision and ensure urgent situations are addressed swiftly.
• Ensure workload is managed and prioritised appropriately.
• Participate in induction and orientation of Band 2 administrative staff and temporary staff.
• Provide guidance, advice and support to Band 2
• Establish and maintain electronic and manual filing systems.
• Arrange and take minutes or notes at meetings that are intended for internal review only.
• Type medical or other reports as required
• Input generic data into organisational systems or in-house records. Printing of simple reports – ie training records or basic clinical info
• Cover other teams/services, where necessary, which may require working on other sites.
• Monitor and maintain secure stamp allocation, petty cash refunds for expenses and keys held on site

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