Detailed job description and main responsibilities

Administrative & Operational Support

• Support, liaise, and work effectively within the CYPS Learning Disability Team.
• Provide general administrative support including photocopying, scanning, uploading, and mail management.
• Format letters and reports produced by practitioners.
• Create bespoke documents such as leaflets and templates.
• Book rooms and prepare meeting spaces as required.

Communication & Liaison

• Communicate effectively and sensitively with parents, carers, professionals, and external organisations.
• Liaise with wider teams and partner agencies where required.
• Act as the first point of contact for the local manager, handling and redirecting enquiries appropriately.
• Answer phone calls and respond to queries in a professional and timely manner.
• Monitor and manage the team inbox, ensuring actions are completed promptly.

Information Management & Record Keeping

• Maintain accurate and up-to-date records in line with current practices and systems.
• Update case notes on electronic patient record systems.
• Ensure confidentiality and security of all health and corporate records.
• Use and maintain systems such as SystmOne, ESR, SBS, Power BI, Datix, and Microsoft Office tools.

Data, Reporting & Systems

• Create and maintain spreadsheets and local data systems.
• Support the Business Lead with KPI reporting and performance monitoring.
• Assist in tracking team performance against internal and external targets.

Referral & Clinical Administration

• Receive and process referrals, allocating them to appropriate clinicians and systems.
• Type reports, including those with tables and graphics.

Meeting & Diary Coordination

• Plan and coordinate meetings, including agenda preparation, minute-taking, and distribution of papers.
• Support team members with scheduling and logistics.

Facilities & Resource Management

• Assist in managing non-clinical issues such as facilities, equipment, and supplies.
• Monitor stock and raise purchase requisitions for stationery, interpreters, and services.
• Ensure equipment is maintained and functioning properly.

Time Management & Team Contribution

• Demonstrate effective time management and prioritisation skills.
• Work independently and collaboratively to meet service standards.
• Support workflow management and proactively handle urgent tasks.

Governance, Values & Compliance

• Promote equality, diversity, and inclusion in all aspects of work.
• Uphold Trust values and challenge stigma.
• Maintain health and safety standards, including VDU assessments.

Additional Responsibilities

• Undertake any other reasonable duties as requested by senior colleagues.