Job summary
The CYP Neurodevelopmental Assessment Team is one of three dedicated services formed from the 2014 service transformation model which features dedicated and local services in the directorate. We are an expanding, highly specialist team, combining expertise in CYP neurological disorders with specialist mental health assessment skills.
Main duties of the job
An opportunity has arisen for a permanent Administrator (Band 4) to provide support to the CAMHS Neurodevelopmental Team (NDT). You will be providing administration support alongside another band 4 administrator and a band 5 lead administrator to the NDT team and working with families in the London Borough of Merton, Kingston & Richmond and Wandsworth.
The successful candidate 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.
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.
Job description
Job responsibilities
Administrative
- 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
- Providing administrative support in relation to department returns and requests eg facilities and IM&T.
- To act as the first point of contact for the service and handle telephone enquiries from patients, relatives, clinicians and external bodies. The post holder is required to exercise judgment about when such inquiries should be referred on to the appropriate profession/ service or action taken personally.
- Ensure that all phone calls to the designated area are answered in a responsive and professional manner to ensure a positive image of the department at all times; make arrangements for calls received outside of core service access times (eg by ensuring that messages left on answerphones are picked up and receive a timely response).
- To be able to direct or re-direct personal and telephone callers appropriately according to the perceived urgency of their concern and knowledge of who else might be in a position to help.
- Escalate any complaints coming in whether verbal, email or written, to the Clinical Lead/ or Team Manager.
- Providing timely advice and signposting as appropriate.
- To be responsible for ensuring referrals to the teams are processed efficiently.
- Triaging clients seven-day referral requests via area, before reaching the clinicians, to ensure we are seeing the clients we are commissioned for.
- 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
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and
- Organise meetings including room bookings or video conferencing were possible as required.
- 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
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to
- Accessing patient data/updating etc using IAPTus
- Book outpatient appointments and consulting / meeting
- Supporting the CAMHS NDT Management and the Lead Administrator
- To ensure that computerised records of patient information are maintained and
- To maintain an effective filing system, including clinical
- To ensure that all post is opened, date stamped and distributed accordingly.
- To be confident in the use of Microsoft packages including PowerPoint, Excel, Teams.
- To be confident in the use of Hybrid.
- Co-ordinating and preparing agenda / meeting papers ensuring that this is co-ordinated and a timely way.
- Note taking of meetings, ensuring actions are logged, communicated and follow up are reported to the next meeting.
Reception and Clinic Support
- Record attendance of patients and book follow up appointment if needed
- Support in the follow up clinic documentation
- Participating in the CAMHS reception rota and covering when admin staff are on annual leave
- To provide cover in the absence of the Lead Administrator
- Facilitate clinic staff to efficiently manage the smooth running of clinics
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant correspondence, ensuring appointment is managed in the diary and clinic room is booked.
Job description
Job responsibilities
Administrative
- 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
- Providing administrative support in relation to department returns and requests eg facilities and IM&T.
- To act as the first point of contact for the service and handle telephone enquiries from patients, relatives, clinicians and external bodies. The post holder is required to exercise judgment about when such inquiries should be referred on to the appropriate profession/ service or action taken personally.
- Ensure that all phone calls to the designated area are answered in a responsive and professional manner to ensure a positive image of the department at all times; make arrangements for calls received outside of core service access times (eg by ensuring that messages left on answerphones are picked up and receive a timely response).
- To be able to direct or re-direct personal and telephone callers appropriately according to the perceived urgency of their concern and knowledge of who else might be in a position to help.
- Escalate any complaints coming in whether verbal, email or written, to the Clinical Lead/ or Team Manager.
- Providing timely advice and signposting as appropriate.
- To be responsible for ensuring referrals to the teams are processed efficiently.
- Triaging clients seven-day referral requests via area, before reaching the clinicians, to ensure we are seeing the clients we are commissioned for.
- 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
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and
- Organise meetings including room bookings or video conferencing were possible as required.
- 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
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to
- Accessing patient data/updating etc using IAPTus
- Book outpatient appointments and consulting / meeting
- Supporting the CAMHS NDT Management and the Lead Administrator
- To ensure that computerised records of patient information are maintained and
- To maintain an effective filing system, including clinical
- To ensure that all post is opened, date stamped and distributed accordingly.
- To be confident in the use of Microsoft packages including PowerPoint, Excel, Teams.
- To be confident in the use of Hybrid.
- Co-ordinating and preparing agenda / meeting papers ensuring that this is co-ordinated and a timely way.
- Note taking of meetings, ensuring actions are logged, communicated and follow up are reported to the next meeting.
Reception and Clinic Support
- Record attendance of patients and book follow up appointment if needed
- Support in the follow up clinic documentation
- Participating in the CAMHS reception rota and covering when admin staff are on annual leave
- To provide cover in the absence of the Lead Administrator
- Facilitate clinic staff to efficiently manage the smooth running of clinics
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant correspondence, ensuring appointment is managed in the diary and clinic room is booked.
Person Specification
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
Training and Qualifications
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
Person Specification
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
Training and Qualifications
Essential
- oNVQ Business Administration level 3 or willingness to work towards achieving it
- oGCSE English or equivalent
- oEvidence of continuing professional and personal development
Desirable
- oEvidence of continuing education
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).
