Job summary
The NHS Long Term Plan set out, as part of the Perinatal ambition, to establish a Perinatal Trauma and Loss Team also known nationally as a Maternal Mental Health Service (MMHS), which will integrate maternity, reproductive health and psychological therapy for women experiencing mental health difficulties directly arising from, or related to, the maternity experience, in all areas of England by 2023/24.
The Perinatal Trauma and Loss Team provides specialist support and treatment to women and pregnant people, those who have experienced pregnancy or birth, their families and support network who are affected by birth trauma or baby loss. South West London and St Georges MH NHS Trust are the designated Lead Providers, working in partnership with the three SWL maternity (acute) Trusts.
The service has been developed in conjunction with Experts by Experience drawing on the invaluable input of women and families locally who have faced maternity trauma and loss. It is intended to provide targeted care and support to those whose needs would not be well met in other services (e.g. Perinatal Mental Health Services or IAPT) but have significant emotional and mental health difficulties related to the maternity experience.
Main duties of the job
This post offers an opportunity to join the South West London & St Georges Mental Health Trust Perinatal Trauma and Loss Team within the Perinatal Mental Health Service and be involved in the ongoing development of the team. The opening is for a Band 4 (0.5 WTE) administration coordinator.
You will need to provide a high-quality administration service to a diverse range of incoming referrals from professionals and stakeholders. This stimulating role comprises of processing and managing incoming referrals to the trauma and loss part of the perinatal service. The post holder will be based within the existing perinatal service administration colleagues at Springfield hospital and other trust sites.
Experience of working within a community service and dealing with clients is highly advantageous.
If appointed, you will join a passionate and experienced MDT and develop/process the administration role of our community based specialist Trauma and Loss Team for women who are pregnant, postnatal, or have experienced a loss and are presenting with a wide range of complex and severe mental health problems, as well as systemic support for their partners. The role involves helping to formalise referral pathways and administration standard operating protocols as well as attending MDT meetings, managing referrals and liaising with midwifes, obstetricians, and primary, secondary and third sector care providers.
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.
About our locations:
Springfield University Hospital, Tooting
Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are coming soon. Close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.
Job description
Job responsibilities
Administrative
- To book appointments for service users with health professionals within the pathway as necessary.
- To provide a welcoming and efficient reception service to all visitors as appropriate.
- 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 handled 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 attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
- To always maintain confidentiality due to the content of multi-disciplinary meetings, panels, and safeguarding cases.
- Support the organisation of team meetings and attend team meetings.
- Organise meetings including room bookings or video conferencing were possible as required.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided to the Administration 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 liaising with the Procurement Team regarding any problems.
- To support cashiers function in accordance with financial controls and procedures.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- Provide admin support to the senior management staff within the service invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
- To implement Trust and team policies/procedures and propose changes to practices if necessary
- To support the administration, e.g. booking rooms of the Team Training Programme as required
Secretarial
- To ensure that all correspondence, appointments and documents are accurately and efficiently typed and dispatched according to priority
- 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 Word, PowerPoint, Excel, and Vision
- In the event of a staffing emergency across the service, a rota-based system will be in effect to ensure there is adequate administrative cover to respond to varying forms of communication such as emails and telephone calls to the Perinatal Service including the Trauma and Loss Team within timescales set out within the Teams Operational Policy.
Other
- To participate in supervision regularly
- Plan annual leave in accordance with the needs of the service
- 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)
- Undertake and achieve NVQ Business Administration Levels 3 or ECDL
- To provide cover for other administrative staff if they are absent from the office.
Job description
Job responsibilities
Administrative
- To book appointments for service users with health professionals within the pathway as necessary.
- To provide a welcoming and efficient reception service to all visitors as appropriate.
- 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 handled 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 attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
- To always maintain confidentiality due to the content of multi-disciplinary meetings, panels, and safeguarding cases.
- Support the organisation of team meetings and attend team meetings.
- Organise meetings including room bookings or video conferencing were possible as required.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided to the Administration 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 liaising with the Procurement Team regarding any problems.
- To support cashiers function in accordance with financial controls and procedures.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- Provide admin support to the senior management staff within the service invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
- To implement Trust and team policies/procedures and propose changes to practices if necessary
- To support the administration, e.g. booking rooms of the Team Training Programme as required
Secretarial
- To ensure that all correspondence, appointments and documents are accurately and efficiently typed and dispatched according to priority
- 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 Word, PowerPoint, Excel, and Vision
- In the event of a staffing emergency across the service, a rota-based system will be in effect to ensure there is adequate administrative cover to respond to varying forms of communication such as emails and telephone calls to the Perinatal Service including the Trauma and Loss Team within timescales set out within the Teams Operational Policy.
Other
- To participate in supervision regularly
- Plan annual leave in accordance with the needs of the service
- 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)
- Undertake and achieve NVQ Business Administration Levels 3 or ECDL
- To provide cover for other administrative staff if they are absent from the office.
Person Specification
TRAINING & 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 & 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).
