CYP Receptionist/Administrator

Job summary

We are looking for a reliable, organised and enthusiastic receptionist/administrator with a strong work ethic to join our committed Children & Young People (CYP) Services for 16 hours per week (negotiable). The hours are required to be worked ideally over a Monday, Tuesday and Friday for our CAMHS Team in Louth. This is an office based position and there may be a need to travel to a different base if required to support the needs of the service or to attend training. Mileage is paid at a standard rate.

You will need to have proven customer service/reception experience/skills. You will contribute to the smooth and efficient running of the office which includes typing and formatting of correspondence, and other data requirements using Word, Excel and clinical systems as well as support and assist with referrals processing.

It is a busy reception role alongside providing office support therefore it is essential to possess strong communication and organisational skills as you will be dealing with a wide range of enquiries in a welcoming yet professional and sensitive manner ensuring confidentiality at all times. You will be a key member of a friendly team and service.

We will offer training and development opportunities for the successful applicant. If you would like any further information, please contact Carol Blades, Lead Administrator on Tel: 01507 606843.

Main duties of the job

To undertake reception / administration duties in support of clinical and non-clinical activity in the CYP Service ensuring reception support is available as appropriate.

This will include, but is not limited to:

To act as a receptionist, answering the calls for the building and keeping the reception tidy.

Diary management - to include organising, supporting and coordinating room booking requests.

Organising and contacting young people and families by telephone or letter to offer an appointment or cancel appointments if required.

Typing letters and correspondence using copy typing and word processing systems.

Help to assist with data monitoring using housekeeping reports.

To provide individual administration support as required.

Liaising with internal and external providers.

Data inputting.

Navigating and updating clinical systems and electronic databases - support with referral processing.

Gathering information.

Petty cash and ordering of stationery.

Supporting with building management duties which will include assisting with reporting repairs and coordinating any visits to the building.

About us

Lincolnshire Partnership NHS Foundation Trust provides mental health services and a number of learning disability, autism and social care services in the county of Lincolnshire. Employing around 2,900 staff, and serving a population of over 768,400, our people lie at the heart of everything we do.

You could be part of a Trust rated by staff as one of the best mental health and learning disability trusts in England. We firmly believe the key to high quality care is a contented workforce. This is reflected in our Care Quality Commission rating of 'outstanding' for well-led and 'good' overall. In the most recent National NHS Staff Survey, our staff rated us as the number one trust nationally for staff morale and one of the top scoring NHS Trusts in the Midlands for being compassionate and inclusive. We're really proud of this!

We offer options for flexible working and provide a wide range of training and promotion opportunities in all professions. We support and celebrate diversity, have active staff networks groups and are always looking at what more we can do to support our staff.

Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire has arange of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit to find out more .

Job description

Job responsibilities

To provide General administration duties to the team including answering phone, taking messages, dealing with enquiries, responding to emails, dealing with incoming and outgoing post, photocopying, scanning, and assisting with the effective dissemination of information as appropriate.

To participate in providing a professional reception to the service, and to ensure both telephone and personal enquiries are dealt with in a polite, confidential, and efficient manner. Communicating sensitively with anyone coming into the department maintaining strict standards of confidentiality

To respond to queries and incoming calls on a daily basis, which may be non-routine and can sometimes involve information of emotional and distressing circumstances, ensuring prompt attention in a professional and sensitive manner, assessing situations, and seeking further information/support where required.

To manage own workload seeking advice when required, performing routine office procedures including, typing, and producing letters, producing basic reports ensuring all correspondence is produced to an accepted standard of quality and accuracy.

To ensure essential paperwork and policies within the team are kept up to date, informing staff of changes and new policies.

Assist in scheduling appointments/meetings using the diary management system in outlook, make room bookings and maintain the room booking diary.

Assist in the stock control and electronic ordering of all office equipment and stationery; and the subsequent electronic receipting of all received supplies. including supporting with managing and handling the petty cash for the building and giving out payment for goods ensuring receipts are kept.

To ensure patient and staff confidentiality is maintained at all times adhering to Trust and national policy regarding same.

Inputting a variety of information from various sources into the appropriate information systems, RIO, System One, Datix, ESR

To participate in Supervision and appraisal in line with Trust policy.

To ensure all work is undertaken in line with Trust and national policy.

Comply with and carry out safe practice in accordance with Trust policies and procedures, appropriate Codes of Conduct, the Mental Health Act (1983) and other relevant national and local guidance.

To recognise the need for flexibility and be willing to undertake extra duties as and when required that are commensurate with the grade and responsibilities of the post including providing cover for other admin staff within the service, across the county.

Participate in the provision of the extended hours service as required.

To assist with the inputting of information onto our clinical system.

Person Specification

Qualifications

Essential

Good standard of education, including English

Desirable

NVQ level 2 or equivalent Qualification and or experience

Experience

Essential

General office experience

Competent use of Microsoft Word and Excel

Letter formatting and typing letters

Data inputting

Outlook and diary management

Customer service

Photocopying

Desirable

Microsoft Power point and Publisher

Managing other people's diaries

Reception

Managing Office Post

Use of clinical systems particularly Rio

Petty cash and office finance

Skills

Essential

Microsoft Office including Word and Excel

Typing to a good standard

General office skills inc. Letter formatting

Excellent communication skills

Dealing with difficult conversations and maintaining a professional telephone manner

Ability to work in a team and take direction from multiple sources

Ability to manage own time

Customer service skills

Desirable

Use of telephone switchboard

Big Hand Dictation

Clinical system skills