Job summary
We are looking to recruit a highly motivated, organised and conscientious Team Administrator to join the Neuropsychiatry service at St. George's Hospital, Tooting, London. You will be part of an administration team that provides secretarial and administrative support to the neuropsychiatry clinical team to ensure the smooth running of outpatient clinics and the neuropsychiatry liaison service.
The Neuropsychiatry Service is a regional service at St George's Hospital that provides multidisciplinary outpatient assessment and treatment to adults over the age of 18 suffering from psychiatric complications of neurological and neurosurgical disorders including epilepsy, Parkinson's disease, memory disorders, brain tumours and functional neurological disorders (FND).
You will be managing appointment bookings, providing day-to-day clerical support to team members, overseeing the service's waiting list, collating statistics for audits and operational reports and participating in service improvement initiatives. You will often be the first point of contact for patients, relatives/carers and other professionals including GPs, neurologists and secondary mental health services.
Main duties of the job
Management of the reception at the Willow annexe and day-to-day clerical and administrative support to ensure the smooth running of outpatient clinics.
Participating in an office management system which facilitates effective communication to medical staff, team members and others as appropriate.
Monitoring the waiting list for outpatient appointments and referrals into the service.
Ensuring that all correspondence such as clinic letters and discharge summaries is accurately processed and promptly sent out.
Dealing with a range of enquiries from patients, carers, team members and other professionals in a kind and professional manner.
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 of benefits 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 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.
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 point for maintenance issues
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 & Pulse
To ensure that all service users/patients and visitors are received in a courteous and efficient manner
To collate patient feedback
To be aware of the need for confidentiality of service users and clinical information
Photocopy/scan/email as requested by other members of the team
To implement Trust and team policies/procedures and propose changes to practices if necessary.
Job description
Job responsibilities
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.
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 point for maintenance issues
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 & Pulse
To ensure that all service users/patients and visitors are received in a courteous and efficient manner
To collate patient feedback
To be aware of the need for confidentiality of service users and clinical information
Photocopy/scan/email as requested by other members of the team
To implement Trust and team policies/procedures and propose changes to practices if necessary.
Person Specification
Experience
Essential
- Demonstrable and strong experience of administrative & secretarial work, managing a busy workload
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- NVQ Business Administration level 2 or 3
- ECDL
Knowledge & Skills
Essential
- Intermediate computer skills with Microsoft packages for example, Word, Excel, Outlook
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Audio typing skills
Person Specification
Experience
Essential
- Demonstrable and strong experience of administrative & secretarial work, managing a busy workload
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Training & Qualifications
Essential
- NVQ Business Administration level 2 or 3 or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- NVQ Business Administration level 2 or 3
- ECDL
Knowledge & Skills
Essential
- Intermediate computer skills with Microsoft packages for example, Word, Excel, Outlook
- Ability to manage diverse workload whilst dealing with frequent interruptions
- Ability to meet deadlines and to work under pressure
- Exceptional organisational skills and ability to prioritise
- Ability to work both independently and as part of a team
- Excellent communication and interpersonal skills
Desirable
- Knowledge of computerised patient databases
- Knowledge of mental health issues
- Audio typing skills
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).
