Job summary
The South West London and St Georges CAMHS DBT Service are seeking to recruit an Administrator.
We are seeking to employ an enthusiastic, experienced administrator who will be highly organised and proactive in dealing with the demands of the service. This is a pivotal role and the post holder will provide comprehensive secretarial and administrative support to clinicians within the team. Experience liaising across a range of external agencies is essential. The applicant should be capable of workingin a busy and demanding environment, have good communication skills and be capable of a high degree of initiative.
As often the first point of contact, an empathetic sensitive approach is essential, as is the ability to be able to work on own initiative with the minimum of supervision, to maintain flexibility of working and dealing with unpredictable events, as well as working to deadlines to meet the needs of this busy service.
For further information about the post please contact Lucy Trotman, Team Manager on 07933172513.
Main duties of the job
The post holder will work to provide a high-level professional standard of administration to the CAMHS Dialectical behavioural Therapy Team, ensuring that all business administration functions for the service are provided to the agreed standards. The person will also be an effective multi-tasker, with time management, administrationand organisational skills. Tasks to include using computerised information systems (IAPTus), word-processing,booking appointments, maintaining filing systems, also being the first point of contact for patients,relatives/carers and other professionals service queries.
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.
About our location:
This post will be based at Birches Close Mitchem
Unless expressly stated in the job advert this role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.
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 orextract routine data for the Trust and/or team members. To address and alert teams to errors andproblems as they arise. 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 inquiriesshould 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 ofcore 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. 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 ofteninvolve dealing with difficult and distressed patients or parents on the phone or in person. To maintain confidentiality at all times as the content of multi disciplinary meetings, panels andSafeguarding. Organize meetings including room bookings or video conferencing where 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 liaisingwith 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
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 orextract routine data for the Trust and/or team members. To address and alert teams to errors andproblems as they arise. 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 inquiriesshould 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 ofcore 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. 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 ofteninvolve dealing with difficult and distressed patients or parents on the phone or in person. To maintain confidentiality at all times as the content of multi disciplinary meetings, panels andSafeguarding. Organize meetings including room bookings or video conferencing where 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 liaisingwith 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
Person Specification
Training & Qualifications
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 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
Person Specification
Training & Qualifications
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 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
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).
