Job summary
Band 4: Administrative Team Secretary
Base: Kingston Child and Adolescent Wellbeing Services, Woodroffe House, Tolworth Hospital, Red Lion Road, KT6 7QU
WTE 1 (37.5 Hours a week)
We are looking for an enthusiastic, flexible and conscientious individual to be part of a team of secretarial staff in Kingston 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
Part time considered 22.5 hours per week minimum
Main duties of the job
- Main duties of the role:
- 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
- Minute taking at MDT meetings
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 location:
Tolworth Hospital, Surbiton
To create the very best environment to care for our patients, this site's layout will be transformed in 2026 to add a number of wards to the existing three. Tolworth has a canteen and is near shops, the A3, Tolworth station, and is a bus ride from Surbiton station, with fast connections to Clapham Junction and London Waterloo.
Job description
Job responsibilities
Brief description of duties:
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- 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 be responsible for ensuring the data on the required electronic patient care record is accurate and up to date.
- 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 support the administration of internal meeting 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.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Service Manager.
- 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 have the need for confidentiality of service users and professional information
- Photocopy/scan/email as requested by other members of the team
Job description
Job responsibilities
Brief description of duties:
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- 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 be responsible for ensuring the data on the required electronic patient care record is accurate and up to date.
- 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 support the administration of internal meeting 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.
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Service Manager.
- 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 have the need for confidentiality of service users and professional information
- Photocopy/scan/email as requested by other members of the team
Person Specification
TRAINING & QUALIFICATIONS
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards
- GCSE English or equivalent
Desirable
- ECDL
- NVQ Business Administration level 2 or 3
EXPERIENCE
Essential
- Demonstrable experience of administrative & secretarial work,
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Previous experience in a Health Care setting
- Experience of community working
- Experience of handling telephone calls from distressed individuals
- Experience of using a clinical management information system database
Person Specification
TRAINING & QUALIFICATIONS
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards
- GCSE English or equivalent
Desirable
- ECDL
- NVQ Business Administration level 2 or 3
EXPERIENCE
Essential
- Demonstrable experience of administrative & secretarial work,
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Previous experience in a Health Care setting
- Experience of community working
- Experience of handling telephone calls from distressed individuals
- Experience 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).
