Job Description

We are looking for focused and motivated individuals to join the management team in the role of Admin Team Lead. As these are senior admin positions, we are looking for experienced, organized and committed individuals to support the work of the service, with the ability to work autonomously.
We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. In addition, we offer ongoing training and development in skills and aptitudes that will aid the appointee’s career professional development.
The post holder will be expected to:

• Effectively and efficiently line manage and supervise the secretarial/administrative staff within the clusters of the Outpatient Service.
• Provide administrative/secretarial backfill at times of staff absence within the clusters.
• Provide ad hoc urgent funding cover by seeking funding authorizations for assessments and treatment within National and Specialist CAMHS Outpatients.
• Work closely with the management team, as well as other senior staff in the outpatient service to ensure all new initiatives are implemented swiftly and with limited disruption to the smooth running of the service.
• The successful candidates must possess staff management and performance experience, as well as having excellent spelling and grammar, interpersonal skills and the ability to priorities an interesting and varied workload.
• If you have a ‘can do’ attitude, are flexible, dedicated and put children and young people at the heart of everything you do, this could be the opportunity you have been waiting for.

We are currently operating a blended working pattern of up to two days a week on-site but with the understanding that if there is a need, staff must be available to go on-site at short notice. When we move into our new building, admin staff are expected to be on-site more frequently which may, at times, include up to 5 days to ensure on-site senior admin cover, as well as providing reception cover at times.

• To take responsibility for ensuring Administrators process referrals promptly, in accordance with procedures, and that patients are offered first choice of appointments within the timescales specified by Department of Health guidelines.
• To be responsible for the effective and efficient operation of the secretarial/administrative support within the outpatient service.
• Review and develop existing administrative systems in conjunction with the administrators, senior clinical and management staff to ensure an efficient and effective service.
• As part of the senior administration team to ensure that all aspects of the service are working well, including supporting direct reports and other senior administrative staff. This includes providing cover for administrative staff when absent, as well as for colleagues (eg. Funding Officer, Centre Manager and Reception) as and when required, which may include cover for clinics outside of usual working hours.
• Facilitate links with staff by maintaining an up-to-date knowledge of the CAMHS Directorate through exchanging information with administrative staff working in other areas of CAMHS, at either formal meetings or informal contacts by telephone.
• To chair the admin outpatient staff meetings held at the Michael Rutter Centre on a monthly basis.
• To maintain accurate sickness and absence records of administrative staff on E-Rostering in a timely way.
• To maintain records of mandatory training attended by the Administrators to ensure compliance.
• To proactively lead the admin/secretarial team by providing effective and supportive management and leadership.
• To develop, implement and continually review standards of good practice, in conjunction with the Business Manager.
• To be an authorized signatory for agency time sheets.
• To line manage, supervise, appraise and, when required, performance manage staff.
• To provide a thorough in-house induction for all new members of outpatient administrative staff.
• To manage the annual leave of Administrators ensuring adequate cover is provided.

Required Knowledge, Skills, and Abilities

• Manages a discreet area of work within the service.
• Works autonomously but to seek advice when required.
• Communicates complex, sensitive information with a range of staff internally and externally across the organization, liaising with external organizations, negotiating and persuasive skills required.
• Skills for investigating a variety of issues and proposing solutions, dealing with complex enquiries.
• Will be required to be trained as a nominated fire warden, first aider and/or health and safety champion.
• May be required to work outside of the core hours which may include evenings, early mornings or Saturdays, in line with service need.
• To provide cover for colleagues, as required, within the service.
• To provide ad hoc reception cover, as required, within the service.
• To ensure all duties are carried out in line with Trust policy.
• To carry out any other duties appropriate to the grade, as required.