Job summary
We are seeking to recruit a Band 4 Administrator to work within Merton Community Mental Health Services for older people. The services include the Community Mental Health Team. The services offer both clinic and home-based appointments and the teams play an active role in supporting families/carers.
The role is to primarily provide administrative and reception duties in one of our outpatient clinics and to also work flexibly to cover other administrative tasks at our team base when required. The successful applicant will have relevant educational and administrative experience of working within a team and ideally within a Mental Health Team.
Career Progression pathways and development opportunities:
We are committed to getting the very best out of our staff and support staff in their career aspirations. You will receive regular line management supervision and also have the opportunity to attend relevant Trust-wide training sessions which are organised on a regular basis.
Main duties of the job
The applicant will have excellent administrative and Communication skills, as they will often be the first point of contact for the people that use our service and families/carers and professionals who contact the service. They will need to be able to deal with multiple telephone enquiries from patients and respond sensitively and with compassion. The applicant will have the ability to prioritise work, be able to work autonomously and confidently, be able to work flexibly to meet the needs of the multi-disciplinary team and demonstrate motivation in the fast-paced setting of the work environment.
Flexible working:
We are proud to offer agile and flexible working opportunities as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.
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 as we invest a further £120m to upgrade and modernise our estate by 2027.
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
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.
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 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 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 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 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 team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
Job description
Job responsibilities
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.
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 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 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 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 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 team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
Person Specification
Training & Qualification
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multidisciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of community working
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Excellent communication and interpersonal skills
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Increased organisational skills and ability to prioritise
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
Person Specification
Training & Qualification
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multidisciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of community working
Knowledge & Skills
Essential
- Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint
- Excellent communication and interpersonal skills
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Increased organisational skills and ability to prioritise
- Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
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).
