Team Administrator

About Gloucestershire Health and Care NHS Foundation Trust

Gloucestershire Health and Care NHS Foundation Trust (GHC) provides joined‑up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people's own homes and in a range of other locations across the county.

We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. People are at the heart of our services, focusing on personalised care by asking "what matters to you". We are passionate about ensuring everyone can contribute to our mission and we continually work to support healthy, happy, high‑quality teams throughout the Trust.

The Administrator will work as part of the CAMHS Parent Support Team supporting the effective administration of referrals through the service from point of referral to the point of delivery of various parent support groups. This role ensures an efficient, comprehensive clerical and administrative service that supports the delivery of Parent Support groups.

• Manage referrals into the Parent Support Team and administer the delivery of parent support groups.
• Understand and support the referral process, ensuring all actions are taken where processes are incomplete to maintain group efficiency.
• Adopt a flexible team‑working approach to ensure that all individual and team objectives are completed within given timescales.
• Plan and take responsibility for own work by developing an understanding of the flow of work/priorities through the service.
• Answer telephone calls from parents and professionals maintaining a professional, friendly and efficient service. Deal with queries and communicate any issues to the supervisor.
• Work flexibly to support the administrative work of the service when required.
• Support the management of waiting lists and group delivery using Microsoft tools including Excel spreadsheets.
• Meet young people, relatives and visitors in a friendly and professional manner, assisting with enquiries and directing or escorting them to their destinations as required.
• Provide efficient and effective administrative support to the team, including answering telephone calls, setting up meetings, diary management, filing, scanning, data input, reception duties and photocopying.
• Accurate message‑taking and timely distribution of incoming mail; manage the electronic room booking system.
• Maintain building/staff information to support the Site‑Responsible Officer.
• Develop a thorough understanding of the service and processes used, including referral and delivery pathways and links with other children's services.
• Support the identification and escalation of issues that compromise delivery of the agreed pathways and time frames (e.g., capacity issues).
• Efficiently use clinical systems such as Rio and other databases to record and track the patient's treatment pathway, including clinic appointments and outcomes.
• Ensure effective validation of data by monitoring and updating; confidently flag and elevate issues such as errors with reports.
• Ensure that all written communication is professionally presented, accurate, well‑constructed and formatted in line with Trust guidelines.
• Acknowledge and respond to queries via telephone, email and in person, providing a high standard of customer care and relaying information accurately and timely to relevant persons.
• Build rapport and develop key relationships with both internal and external stakeholders. Use own initiative to prioritise workloads, meet deadlines, and propose changes to working practices that maximise efficiency and effectiveness.
• Assist with workload in the absence of colleagues, maintaining a robust and quality service.
• Act in ways that support equality and value diversity, treating everyone with dignity and respect, and reporting any behaviour that undermines equality and diversity.
• Undertake other tasks and support functions as requested by the Lead Administrator.
• Project the Trust values by demonstrating excellent customer care and professionalism in all activities.
• Work…