Job Purpose

We have an exciting opportunity for you to join our CAMHS team on a secondment as our Office Manager. We are looking to recruit someone for a 12-14 month secondment to cover a period of parental leave.   The Office Manager is a busy and varied role.  The post holder manages all aspects of the office, line manages our reception team and has oversight of the comprehensive service that the administrative team provide throughout CAMHS. 

If you would like a any further information about the role or an informal discussion please contact Sarah Hayward (Quality Assurance Manager) on 445030 or s.hayward@health.gov.je

Principal Accountabilities

Management, supervision, coordination, training, discipline, appraisals and development of reception staff.

Manage and assist in prioritising the workload and smooth running of the Administrative Team

Provide a general and confidential administrative/secretarial service, primarily to the CAMHS team.

Prepare for and minute the decision-making meetings and complete all the administrative actions arising.

Deal with possible challenging and difficult situations in a professional, confidential and appropriate manner whilst at the same time assessing and making judgements on any immediate risk involved.

Keeping accurate contact records on Care Partner and ensuring CAMHS activity is monitored and maintained in relation to patient contact.

Responsible for agendas, minutes and noting actions.

Researching information from patient records as required in line with Data Protection regulations and Access to Information Policy. Information is sometimes requested by outside agencies via Governance.

Deal with incoming telephone calls and enquiries and provide reception/ front desk cover. In the absence of dedicated receptionist other members of the administrative team are required to work at reception.

Log all sickness, TOIL and annual leave.

Procurement tasks including ordering all stationary, cleaning and sanitary supplies for the department and processing all incoming invoices

Be responsible for overseeing department health and safety and DATIX any incidents that may arise and log any building concerns with engineering

Set up all new staff members on the IT and telephone systems and organise their training on other internal systems

Train all new staff members on the administrative aspects of the service processes.

Develop and maintain structures for maintaining safe storage of records which comply with Health and Social Services protocols, procedures and good Governance.

Responsible for arranging travel through HRG to ensure cheapest flights and hotels are booked for staff training and conferences

To act as fire warden for the service.

The post holder will fully participate in the Appraisal / Supervision structure and work with their manager to ensure that they have a clear job plan and objectives

To ensure that any safeguarding concerns are discussed with senior staff member and appropriate measures are taken to manage any concerns for young people.

Knowledge and Person specification

Demonstrates advanced communication skills and the ability to manage and facilitate effective communication with a wide range of individuals.

Excellent project management skills

The post holder demonstrates in working practice the ability to maintain trust and credibility with clients, carers and colleagues.

The post holder is responsive to suggestions and advice from others and displays a constructive interest in and approach to new techniques, concepts, processes and systems.

Demonstrates the ability to listen, interpret and understand a broad range of expressed emotions and behaviours and adopts a considered response and empathy towards clients, carers and colleagues. Ensures the values of Government in relation to equality, diversity, and anti-discriminatory practice are upheld.

The post holder is outwardly calm under pressure, whilst maintaining effectiveness. Copes well in high expressed emotion/stressful situations.

The post holder uses an analytical and objective approach to determine priorities and solve problems, considers all options and weighs up the possible implications of actions.

Can demonstrate and evidence the ability to work effectively with others in a collaborative and constructive manner to achieve shared goals.

Can demonstrate excellent interpersonal and social skills and can affect positive inter-professional and inter-agency communication and co-operation and the building of effective professional relationships with service children and young people, parents and carers, and colleagues.

Can operate within a Lean framework of thinking, making recommendations for change, in order to make continual improvements and demonstrates an ability to maintain standards, improve practice and contribute to the development of policy and practice.

The post holder uses a common sense approach to determine priorities, considers all options and weighs up the possible implications. Keeps abreast of what colleagues in similar roles in other organisations are doing to complement local initiatives.

The post holder carries out all administrative tasks effectively using appropriate IT equipment. Ensures that all information about service users is always treated in the strictest confidence in line with data protection, relevant disclosure and consent policies, and information sharing protocols and procedures are adhered to.

Knowledge of risk and safety management of the immediate physical environment for staff and clients.

Knowledge of Care partner, Mosaic, DATIX, Procurement , Basic Life support , fire training desirable

Qualifications

A’level standard qualification

NVQ Business administration

Able to demonstrate a high level of communication skills (written and verbal) including an ability to communicate and work in setting where the atmosphere may be highly emotive

Has experience of managing other staff

Ability to work independently but recognise the limits of one’s own expertise and seek advice and support where necessary.

High standard of computer skills including email, word Excel, Power point, publisher