Job summary
An opportunity has arisen for a Band 4 Administration Team Secretary to provide support to the Richmond CAMHS Service.
The successful candidate must be a team player, with a focus on ensuring that an effective administration service is provided across the service. They will have previous experience of administration roles within an NHS Trust setting, you must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise a busy workload.
Main duties of the job
The post-holder will be a key member of the CAMHS team and will be responsible for the day-to-day administrative & clerical support to team members in the service. The post-holder will assist in the maintenance of an office management system, which provides effective communication to team members and others as appropriate. The post-holder will often be the first point of contact for members of the general public and referrers who wish to make enquiries. It is an essential requirement of the post that the post-holder demonstrates outstanding verbal and written communication skills and has a proven ability to establish and maintain professional and respectful relationships with others, sometimes in challenging circumstances.
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 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 IAPTus.
- 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 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 monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly, liaising with the Procurement Team regarding any problems.
- 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 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 maintain waiting lists and provide Information Management with timely monthly returns.
- To contribute to the development and maintenance of administrative procedures.
Job description
Job responsibilities
Administrative and Secretarial Duties
- 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 IAPTus.
- 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 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 monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly, liaising with the Procurement Team regarding any problems.
- 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 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 maintain waiting lists and provide Information Management with timely monthly returns.
- To contribute to the development and maintenance of administrative procedures.
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
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
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).
