Job summary
The Post is in partnership between the SWLSTG Specialist CAMHS Neurodevelopmental Assessment Service and Sutton Child & Adolescent Mental Health Service Single Point of Access Services (CAMHS SPAs). The post is designed to improve the neurodevelopmental screening process for children and young people being referred to CAMHS for diagnostic assessment for Autism Spectrum Disorder (ASD) and/or Attention Deficit Hyperactivity Disorder (ADHD).
The Sutton CAMHS SPAs is a multi-disciplinary team that provide mental health screening and assessments to children and adolescents experiencing a range of mental health, neurodevelopmental and emotional health difficulties. Following screening in Sutton CAMHS SPA, young people are referred into appropriate local services as needed.
The SWLSTG Neurodevelopmental Assessment Service is a specialist child & adolescent service covering all the five boroughs within the trust and provides a diagnostic assessment service for children and young people requiring an assessment of either or both Autism and ADHD.
This Admin post will sit within Sutton CAMHS SPA structure being part of the wider Sutton CAMHS admin structure whilst working in partnership with the neurodevelopmental assessment service, to ensure an effective and efficient neurodevelopmental screening pathway for children referred into the service.
Main duties of the job
This is an exciting opportunity arising for an administrator to join Sutton CAMHS Assessment Services and learn about local CAMHS service provision, as well as working collaboratively with the Neurodevelopmental Assessment Service, developing knowledge and expertise in neurodevelopmental disorders and their varied and complex range of presentations.
The role offers a valuable opportunity for people with a strong admin experience, plus relevant experience, to further progress their career. The post will be supervised by Sutton CAMHS admin lead being part of the Sutton CAMHS admin team. Excellent organisation and written and verbal communication skills will be required.
All posts will be working in partnership with the SWLSTG Child & Adolescent Neurodevelopmental Assessment Service, based at Springfield University Hospital. There will be an expectation to attend this site for meetings, clinical assessments, as required.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Job description
Job responsibilities
Administrative
- You will be part of the local admin team supporting with helping cover other administrative tasks when others are on A/L or sickness
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards and Pulse
- To ensure that all service users patients and visitors are received in a courteous and efficient manner, covering the outpatient reception when required.
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are managed politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings, and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly consulting with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial - To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- Audio Typing using the Big Hand technology.
- Accessing patient data/updating using RIO/ IAPTUS
- Book outpatient appointments and consulting/meeting rooms.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
Reception and Clinic Support - To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Outpatients Department
- Record attendance of patients and book follow up appointment if needed.
- Support in the follow up clinic documentation.
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked.
- Facilitate clinic staff to efficiently manage the smooth running of clinics.
- To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care.
Job description
Job responsibilities
Administrative
- You will be part of the local admin team supporting with helping cover other administrative tasks when others are on A/L or sickness
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards and Pulse
- To ensure that all service users patients and visitors are received in a courteous and efficient manner, covering the outpatient reception when required.
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team.
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are managed politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings, and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly consulting with the Procurement Team regarding any problems.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial - To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- Audio Typing using the Big Hand technology.
- Accessing patient data/updating using RIO/ IAPTUS
- Book outpatient appointments and consulting/meeting rooms.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including PowerPoint, Excel
Reception and Clinic Support - To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Outpatients Department
- Record attendance of patients and book follow up appointment if needed.
- Support in the follow up clinic documentation.
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked.
- Facilitate clinic staff to efficiently manage the smooth running of clinics.
- To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care.
Person Specification
Training and Qualifications
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oECDL or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
Experience
Essential
- oDemonstrable experience of administrative & secretarial work,
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oExperience of working in NHS setting or similar large organisation
- oExperience of using computerised databases
- oExperience of community working
Person Specification
Training and Qualifications
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oECDL or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
Experience
Essential
- oDemonstrable experience of administrative & secretarial work,
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oExperience of working in NHS setting or similar large organisation
- oExperience of using computerised databases
- oExperience of community working
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
