Job summary
We are looking for an enthusiastic, flexible, and conscientious individual to be part of a team of secretarial staff in Richmond T3 Child and Adolescent Mental Health Service (CAMHS) to ensure the best possible secretarial and administrative support to the clinical team.
You must have substantial secretarial/administrative experience, preferably in the NHS. You must also have experience of Microsoft Word and Excel
Main duties of the job
- Reception duties meeting and greeting patients to the service.
- Updating patient care data and systems
- Liaising with patients via telephone/text and letter to coordinate patient appointments.
- Processing patient referrals
- Providing administrative support for internal meetings
- Stationary ordering and coordination of office supplies
- Dictation and supporting clinical staff with letter writing.
The Richmond Child and Adolescent Mental Health (CAMHS) service provides out-patient and consultation services to children experiencing a range of mental health and developmental difficulties.
The service also includes a Single Point of Access team which manages all referrals for children and adolescents in Richmond and Kingston boroughs where there are concerns about emotional heath/mental health difficulties. The Richmond T3 service and the SPA work in close collaboration
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.
Locations:
Teddington Hospital, Livingston House, 2 Queens Road, Teddington, TW11 0LB.
The service will be relocating to Richmond Royal hospital in 2024.
Job description
Job responsibilities
Administrative and Secretarial Duties
- To be responsible for the efficient and conscientious management of the clinics appointments diary.
- To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority, including accurate and efficient copy and audio typing of reports, assessments, case notes, letters, minutes of meetings and other confidential material.
- To answer telephone calls from clients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
- To receive clients and other visitors to the clinic, ensuring that parents and children are dealt with tactfully and with sensitivity and patience, assisting them as appropriate.
- To photocopy, scan and fax information, distributing and filing as appropriate.
- To sort incoming mail, date stamp and distribute as appropriate.
- To extract information for third parties as appropriate.
- To take notes at meetings, type up and circulate these as required.
- To arrange meetings as necessary ensuring that all relevant professionals involved with the clients care are invited.
- To assist in the smooth running of weekly clinics.
- To maintain waiting lists and provide Information Management with timely monthly returns.
- To contribute to the development and maintenance of administrative procedures.
Information and Statistics
- To provide reports relating to team referrals and discharges together with details of those who attended the service.
- To ensure that all notes, referrals, attendances, and discharges have been recorded on the electronic patient record system.
- To ensure that all necessary documents are uploaded onto the electronic system.
- To ensure that all referrals and discharges are logged appropriately.
Training and Development
- To undertake mandatory and statutory training as required by Trust policy.
- To contribute and commit to undertaking an annual Development Review/appraisal.
- To undertake personal development as identified in the Personal Development Plan (PDP).
- To undertake and achieve NVQ Business Administration Level 2 and 3.
Job description
Job responsibilities
Administrative and Secretarial Duties
- To be responsible for the efficient and conscientious management of the clinics appointments diary.
- To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority, including accurate and efficient copy and audio typing of reports, assessments, case notes, letters, minutes of meetings and other confidential material.
- To answer telephone calls from clients, relatives, health professionals and other bodies sensitively and politely, ensuring all messages are passed to the appropriate person in a timely and effective manner.
- To receive clients and other visitors to the clinic, ensuring that parents and children are dealt with tactfully and with sensitivity and patience, assisting them as appropriate.
- To photocopy, scan and fax information, distributing and filing as appropriate.
- To sort incoming mail, date stamp and distribute as appropriate.
- To extract information for third parties as appropriate.
- To take notes at meetings, type up and circulate these as required.
- To arrange meetings as necessary ensuring that all relevant professionals involved with the clients care are invited.
- To assist in the smooth running of weekly clinics.
- To maintain waiting lists and provide Information Management with timely monthly returns.
- To contribute to the development and maintenance of administrative procedures.
Information and Statistics
- To provide reports relating to team referrals and discharges together with details of those who attended the service.
- To ensure that all notes, referrals, attendances, and discharges have been recorded on the electronic patient record system.
- To ensure that all necessary documents are uploaded onto the electronic system.
- To ensure that all referrals and discharges are logged appropriately.
Training and Development
- To undertake mandatory and statutory training as required by Trust policy.
- To contribute and commit to undertaking an annual Development Review/appraisal.
- To undertake personal development as identified in the Personal Development Plan (PDP).
- To undertake and achieve NVQ Business Administration Level 2 and 3.
Person Specification
Training and Qualifications
Essential
- oNVQ Business Administration level 2 or 3 or willingness to work towards
- oGCSE English or equivalent
Desirable
- oNVQ Business Administration level 2 or 3
- oECDL
Experience
Essential
- oDemonstrable experience of administrative & secretarial work
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oPrevious experience in a Health Care setting
- oExperience of community working
- oExperience of handling telephone calls from distressed individuals
- oExperience of using a clinical management information system database
Person Specification
Training and Qualifications
Essential
- oNVQ Business Administration level 2 or 3 or willingness to work towards
- oGCSE English or equivalent
Desirable
- oNVQ Business Administration level 2 or 3
- oECDL
Experience
Essential
- oDemonstrable experience of administrative & secretarial work
- oExperience of working within a multi-disciplinary team
- oFront line customer service experience
Desirable
- oPrevious experience in a Health Care setting
- oExperience of community working
- oExperience of handling telephone calls from distressed individuals
- oExperience of using a clinical management information system database
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).
