Administration Lead

An exciting opportunity has arisen for a professional, organised and proactive individual to take on the role as the Administration Lead for the Children and Young People Primary Mental Health Service. This pivotal role will require liaising closely with the team manager, administrative team and clinicians to ensure that all administrative tasks/duties that underpin our services run seamlessly. The post holder will be expected to work professionally to a very high standard, work autonomously, making decisions and offering advice and support to their team and be able to work to deadlines to meet targets. If you are a strong team player, have previous experience of line management or leading/coordinating an administrative service, have the ability to motivate others and would like to make a real difference in delivering high quality care to the children and young people across the Fylde Coast this could be the role for you.

Main duties of the job include providing a comprehensive, consistent and efficient secretarial and administration service to the Children and Young People's Primary Mental Health Service. The role will involve acting as a personal assistant to the team manager, supporting the team with management and administration duties. An essential part of the role is the ability to manage and prioritise your own workload without direct supervision, including diary management, dealing with telephone calls and enquiries, preparing agendas, attending and typing minutes of meetings and random quality checking of work. Other duties will include the use of Microsoft Office applications such as Word, preparing PowerPoint presentations, developing Excel spreadsheets, good keyboard skills, data processing, information technology, communication and organisational skills.

Some of the main duties and responsibilities include:

• Collate, attend and minute the relevant meetings as required by the team manager and senior staff, and ensure booking of meeting rooms to ensure all is coordinated as appropriate.
• Manage appointment changes as requested.
• Under the direction of the team manager, organise appointments for ad hoc meetings and waiting list initiatives.
• Monitor appointments on a regular basis to ensure efficiency, making sure that any spreadsheets and systems are kept updated.
• Type occasional reports and other clinical/non‑clinical correspondence, using word processing packages.
• Compose urgent letters requiring tact, sympathy and understanding, on behalf of the CYP Primary Mental Health Service staff.
• Ensure that discharge correspondence to schools, GPs, and other education and health colleagues are dispatched promptly and efficiently.
• Assist with management duties in accordance with trust policies and procedures in relation to induction, mandatory training, recruitment and annual leave.
• Establish and maintain administrative systems appropriate to the team including the use of shared drive filing systems.
• Provide reports for the Service Lead and Team leader as requested including key performance indicator reports.

Essential criteria for qualifications include 5 GCSE’s/O’levels including English or equivalent, advanced word processing skills/qualifications, and minute taking qualification or relevant significant experience. Desirable criteria include Business Administration Level 3, ECDL or IT qualification, and audio typing/word processing qualification.

Essential skills and competencies include the ability to work on your own initiative, prioritise your own workload, and excellent communication skills. Knowledge of health service IT systems and good knowledge of Microsoft Office applications is also essential.

Previous experience should include a minimum of 2 years working in an office environment, health service experience, and experience of managing telephone enquiries.

Personal qualities should include being self-motivated, a team player, and having excellent time management and organisational skills.