The CAMHS Team Administrator is responsible for providing comprehensive administrative support to Harrow CAMHS, ensuring the efficient operation of clinical and administrative pathways.

The post holder will act as a key point of contact for children, young people, families, professionals, and partner agencies, supporting referral management, appointment booking, waiting list administration, clinical correspondence, information sharing, and data quality requirements.

The post holder will work within agreed service standards and operational procedures, ensuring that enquiries are managed professionally, information is processed accurately and confidentially, and communications are appropriately escalated where clinical action is required.

The Team Administrator will play an important role in supporting patient flow through CAMHS pathways and ensuring the service meets performance, access and waiting-time targets.

Key Responsibilities

Service Administration

• Act as a first point of contact for the Harrow CAMHS service, responding to telephone, email, and face-to-face enquiries professionally and efficiently.
• Manage referrals, waiting lists, and appointment bookings in line with Trust procedures and service targets.
• Ensure referrals are processed accurately and within agreed timescales.
• Support clinical pathways from referral to discharge, maintaining accurate records throughout.
• Coordinate clinic appointments, reviews, assessments, meetings, and multi-disciplinary appointments.
• Ensure children, young people, and families receive appointment notifications and relevant information in a timely manner.
• Monitor appointment outcomes and support effective management of DNA (Did Not Attend) and cancellation processes.
• Maintain accurate patient demographic information and electronic records.
• Support the collection and recording of outcome measures as required.

Information Management and Communication

• Ensure all incoming correspondence, including emails from external professionals, is reviewed, appropriately actioned, and forwarded to the relevant clinician in a timely manner.
• Ensure correspondence and communications are uploaded accurately to the patient record.
• Escalate urgent clinical information and safeguarding concerns immediately in accordance with local procedures.
• Seek clarification from clinicians where there is uncertainty regarding appropriate responses to professional enquiries.
• Support effective communication between patients, families, clinicians, and partner agencies.
• Maintain confidentiality and information governance standards at all times.

Administrative Support

• Provide comprehensive administrative support to clinical and managerial staff.
• Prepare letters, clinic lists, reports, presentations, and meeting documentation as required.
• Organise and coordinate meetings, including booking rooms, preparing agendas, and taking minutes when required.
• Maintain electronic filing systems and ensure documents are stored appropriately.
• Support service audits, data collection exercises, and quality improvement initiatives.
• Order stationery, equipment, and supplies in line with Trust procedures.
• Distribute incoming and outgoing correspondence as required.

Data Quality and Performance

• Ensure accurate and timely entry of information onto Trust clinical systems.
• Support data validation activities and ensure patient records are maintained to a high standard.
• Assist with the production of activity reports and performance information.
• Support monitoring of waiting lists and patient pathways.
• Escalate identified delays, backlogs, or administrative risks to supervisors or managers.
• Contribute to achieving local and national performance targets.

Working with Families and Professionals

• Provide a professional and responsive service to children, young people, and their families.
• Support families who may require additional assistance to engage with service processes, including appointment arrangements and questionnaire completion.
• Communicate effectively with a wide range of professionals including schools, social care, health services, and voluntary organisations.
• Use communication methods appropriate to individual needs, including arranging interpreters where required.

Safeguarding

The post holder has a responsibility to safeguard and promote the welfare of children and young people and vulnerable adults.

They must:

• Comply with Trust safeguarding policies and procedures.
• Report concerns promptly through appropriate channels.
• Maintain up-to-date safeguarding training appropriate to the role.
• Escalate urgent safeguarding information received through telephone calls, emails, or correspondence without delay.

Information Governance

The post holder will:

• Adhere to Data Protection legislation, Information Governance standards, and Trust policies.
• Maintain confidentiality at all times.
• Ensure electronic and paper records are handled securely.
• Record information accurately and contemporaneously.

Health and Safety

The post holder is responsible for:

• Working in accordance with Health and Safety legislation and Trust policies.
• Reporting incidents, risks, and near misses through Trust reporting systems.
• Participating in mandatory and statutory training.
• Taking reasonable care for their own safety and that of others.

Person Specification

Education and Qualifications

Essential criteria

• Educated to GCSE level (or equivalent), including English and Mathematics. Evidence of administrative training or equivalent experience.
• NVQ 3 in Business Administration or evidence of equivalent practical experience.
• Good standard of written and spoken English.

Previous Experience

Essential criteria

• Relevant experience of working in an administrative role.
• Skilled in using Microsoft Word and Microsoft Excel.
• Data entry skills including knowledge of using Excel.
• Familiarity with switchboard duties.
• Understanding of Data Protection / Confidentiality.

Desirable criteria

• Knowledge of Patient Administration systems.
• Other windows packages, for example, PowerPoint and Outlook.
• Application of technology in the office, i.e., Email and Networking.
• Experience of working in the NHS and knowledge of mental health terminology.

Skills, Knowledge, and Abilities

Essential criteria

• Good communication and interpersonal skills, including the ability to communicate effectively verbally and in writing.
• Ability to prioritise workload, and plan and organise own time effectively.
• Exercise own judgement when dealing with enquiries from patients, parents/carers, or other professionals.
• Ability to act independently, and on own initiative.
• Ability to work as part of a multi-disciplinary team in a pressured environment.
• Excellent organisational skills.
• Ability to work flexibly and under pressure.
• Ability to manage own workload without direct supervision.
• Able to deal with difficult/emotional callers.

Desirable criteria

• Lived experience of mental health.
• Experience of working in a culturally diverse inner-city area.
• Working in a Multidisciplinary Health Team.
• An understanding of Office Procedures.
• Understanding of hospital and/or social services environments.
• Knowledge and understanding of medical terms.
• Knowledge of the Data Protection Act and Caldicott Guardian.