Central and North West London NHS Foundation Trust
CAMHS Team Administrator
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Job Overview
Central and North West London NHS Foundation Trust is one of the largest specialist Mental Health Trusts in England, providing a wide range of mental health and substance misuse services for a population of 1.7 million people across eight London Boroughs. We are a University Teaching Trust with a consistent record of financial stability and an annual turnover of 180 million with a workforce of over 3000 staff.
To find out more about working in CAMHS, CLICK HERE for our video.
Main Duties of the Job
- Provide complete administrative support to the multi-disciplinary staff including word processing, filing, e-mails, photocopying, entering data onto the computer and creation of spreadsheets
- Operate and manage the Single Point of Access administration systems including e-roster
- Maintain a diary of appointments / information for teams manually / electronically
- Arrange meetings, book rooms and equipment, organise refreshments where appropriate and respond to changes of circumstances in a timely manner
Working for Our Organisation
- Have sufficient knowledge of patients and professionals' requirements to ensure the efficient running of the service
- Establish and maintain a well-organized and effective administrative service able to meet the needs of the service users and staff
- Monitor demand against capacity and escalate to clinical staff where issues arise against agreed protocols.
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."
As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.
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Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Detailed Job Description And Main Responsibilities
- To work positively with colleagues to maintain effective relationships.
- To act as a first point of contact for service users, recording on relevant Trust clinical systems the patient details, reason for call and next appropriate action.
- To effectively manage callers' expectations whilst providing correct and accurate information at all times.
- To use a variety of verbal and non-verbal communication skills to ensure that the caller understands the relevant information given. This includes callers of a non-English speaking background (who may require an interpreter), those with a hearing impairment, with altered emotional states, with cognitive learning and / or a behavioural disability or communication deficits.
- To record all data accurately in the patients’ electronic records.
- To have a full working knowledge of the IT systems and applications used.
- To provide the first point of contact for all communications, to sort, distribute and prioritise incoming mail, emails and telephone calls using judgement and experience to decide which documents are to be passed to the clinicians or social services for action and information.
- To ensure that patients’ notes are treated confidentially and are correctly maintained following Caldicott guidelines and that documentation contained therein is correct, of a high quality of standard and is maintained at all times.
- To undertake relevant administration duties associated with referrals and bookings management as required and when necessary.
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Person Specification
Education & Qualifications
Essential criteria
- Educated to GCSE standard or equivalent.
- NVQ3 in Business Administration or evidence of equivalent practical experience.
- Good standard of written English.
Previous Experience
Essential criteria
- Relevant experience of working in an administrative role.
- Computer literacy and word processing skills (MS Office Word) 40-45 wpm typing speed.
- Data entry skills including knowledge of using Excel.
- Familiarity with switchboard duties.
- Understanding of Data Protection / Confidentiality.
- Experience of working in the NHS and knowledge of mental health terminology.
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
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
- Ability to act independently, and on own initiative.
- Ability to work as part of a multi-disciplinary team in a pressured environment
- Exercise own judgement when dealing with enquiries from patients, parents/carers or other professionals.
- Ability to work flexibly & under pressure
- Ability to manage own workload without direct supervision
Desirable criteria
- An Understanding of Office Procedures.
- Knowledge and understanding of medical terms.
- Knowledge of the Data Protection Act and Caldicott Guardian
- Lived experience of mental health
- Experience of working in a culturally diverse inner city area.
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