Job summary
We have an exciting opportunity for two Team Administrator to join our Eating Disorder Service based in South Kensington & Chelsea.
The Vincent Square Eating Disorder Service offers a range of specialist services women, men, children and young people who are suffering from anorexia nervosa, bulimia nervosa and other eating disorders. The service provides various range of treatments including assessment and community, outpatient therapy, day programme services and inpatient care across different sites.
We are looking for an enthusiastic and motivated Team Admins to provide an important administrative and customer service to ensure the smooth running of our very busy and dynamic team in VSEDS. The role comes with a variety of responsibilities providing support to the clinical team, service users, to patients and carers who attend the service.
As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
The EDS team is a strong and supportive team and has excellent structures to offer regular supervision. This is a great opportunity to join our team to support in the delivery of high-quality EDS for North West London. We are looking for exceptional individuals with the right attitude, skills and knowledge who share our passion to deliver the best quality care experience for patients and their families.
Main duties of the job
The post holder will be based on-site and will be involved in providing a full range of administrative duties to support the delivery of a high-quality service by the VSEDS Team. You will need to develop an understanding of the objectives of the programme and support the team in in carrying out their duties effectively.
This will range from communicating with patients and their families/carers, arranging appointments and other administrative duties. The post holder will be required to work closely with a range of corporate CNWL Trust teams in supporting the service. You will require good communication and IT skills and a comprehensive working knowledge of the use of Microsoft Office software.
As well as inputting, outcoming & closing referrals, contacting patients, arranging and booking appointments, POD registration, answering general queries and directing them to correct teams, formatting & finalising letters, minute taking, taxi booking, interpreter booking, assisting in local admin inductions, stationery orders, and other tasks for supporting and implementing administrative processes ensuring that the service runs effectively & efficiently.
They will need to take initiative in prioritising their own and helping with the team's workload. They will need to ensure that the service objectives and deadlines are met. You should be able to work independently, using discretion, judgement and critical analysis where appropriate.
About us
This post is highly suitable for an applicant who is working at similar grade in the NHS or for those currently working in a non-NHS setting with aspirations to enter into Health service administration.
The post is based at South Kensington and Chelsea Mental Health Centre, 1 Nightingale Place, London, SW10 9NG. In addition, the post holder will provide cross cover for Roxborough Road site, Verney House site and Children and Young People Eating Disorder Service during periods of staff absence within the department, as and when required.
In return, we are offering the opportunity to work in a supportive and friendly environment, where supervision and performance reviews/appraisals form part of our ongoing development of staff.
CNWL are committed to progressing and supporting their staff with career development and training, and ensuring staff health and well-being and job satisfaction.
Interview date: TBC
For further information please contact Michelle Gonzales, Admin ManagerTel: 0207 685 6957 and Email Address:michelle.gonzales@nhs.net
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives.
- The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meeting and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact lists.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
- To enter required data into the Trusts patient administration systems and to make use of data bases as directed by managers in the course of clinical duties
- To use computer and computer software to prepare reports, presentations and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
Management Information Systems
To assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database or relevant clinical or business information system.
Training & Development
- To participate in local induction of new employees to the Operational Team.
- To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and development.
- The post holder will complete the CNWL mandatory training programme annually within directed timescales.
Supervision
- The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outline for the post.
- The post holder will fully participate in the Trusts Appraisal / Supervision Programme and work with their manager to ensure that they have a clear job plan and objectives.
Job description
Job responsibilities
MAIN DUTIES AND RESPONSIBILITIES
- To prepare documents (letters, memos, reports etc) by copy or audio typing using Microsoft office software, ensuring all policies and procedures are adhered to.
- To act as the first point of contact for the service, accommodate and guide our service users, visitors to the correct team. Handle telephone and email enquiries from external bodies, Trust staff, clinicians, service users and relatives.
- The post holder is required to exercise judgment about how to handle such calls in an appropriate and professional manner, using judgement and discretion where necessary, referring complex matters to relevant senior members of staff and taking messages when necessary.
- To report any incidents on DATIX and escalate to management as soon as possible
- To ensure effective communication within the team.
- To prioritise own workload according to service needs and effectively manage conflicting priorities by developing and maintaining systems.
- To input data to electronic database system/s and/or use database as and when required in line with Trust procedures and protocols.
- To ensure filing systems are maintained to a high standard and with due recognition of the need for confidentiality and security.
- To ensure the maintenance of adequate stock levels of stationery and other equipment at all times.
- To act as secretary at meetings, taking and distributing minutes as appropriate.
- To arrange meeting and training events for the team as and when required.
- To maintain a team diary for staff, ensuring their location is known at all times, enabling contact in case of emergency.
- To maintain a diary of activities and/or room bookings to facilitate effective use of resources.
- To cover across sites when required by the service
- To liaise with IT Department and other services as and when required for any issues that may occur within the service.
- To develop and maintain an updated internal and external contact lists.
- To participate in assisting the local admin induction of new or temporary staff to the team.
- To understand health and safety and fire regulations and to assist in maintaining a safe environment for service users, staff and visitors to the service, reporting building repairs required to the responsible manager.
- To liaise with domestic services staff to ensure the environment is kept clean and reporting any recurring problems to the responsible manager.
- To enter required data into the Trusts patient administration systems and to make use of data bases as directed by managers in the course of clinical duties
- To use computer and computer software to prepare reports, presentations and documents relevant to working duties
This is not an exhaustive list of duties and responsibilities and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the manager.
Management Information Systems
To assist with the input and retrieval of client details, statistical and clinical information using a spreadsheet, database or relevant clinical or business information system.
Training & Development
- To participate in local induction of new employees to the Operational Team.
- To undertake any necessary training requirements to fulfil the objectives of the post and to enhance personal knowledge and development.
- The post holder will complete the CNWL mandatory training programme annually within directed timescales.
Supervision
- The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outline for the post.
- The post holder will fully participate in the Trusts Appraisal / Supervision Programme and work with their manager to ensure that they have a clear job plan and objectives.
Person Specification
Education and Qualifications
Essential
- oA good level of general education to include O Level or GCSE standard for English and Maths or equivalent
- oRSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience
Previous Experience
Essential
- oSignificant office and administrative experience
- oExperience and knowledge of Microsoft Office programs
- oExperience of working with patients and their families and carers
Desirable
- oExperience of working within an NHS or local authority setting
- oExperience of working in a mental health team or children's and young people with mental health
- oExperience of working in a Eating Disorders Service
Skills & Knowledge
Essential
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint, MS Teams, Outlook
- oMust be numerate and able to provide statistical data clearly and accurately. Confidence to work on own initiative and to consult as needed
- oProficient email management
- oAbility to introduce and maintain efficient office systems
- oExcellent communication skills - both written and verbal
- oAbility to deal with complex and sensitive information
- oAbility to develop and maintain high standards and accuracy and attention to detail
- oAbility to work autonomously using own initiative
- oAbility to plan and prioritise workload to meet deadlines and competing demands
- oAbility to multitask and deal with interruptions and interventions when carrying out complex tasks
- oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping and statistics
Desirable
- oUnderstanding of health & safety issues and risk assessment processes
- oUnderstanding of the Data Protection Act and Issues around Confidentiality
- oExperience of working with Clinical Record Systems, i.e. Systmone, POD, NHS Portal and etc...
Attitude and personal characteristics
Essential
- oWillingness to develop own skills and knowledge
- oAbility to maintain quality in own work
- oFlexible attitude to work
- oAbility to work under pressure
- oAble to work autonomously and within a team
- oAbility to deal with staff and patients in a courteous, professional and helpful manner
- oAbility to exercise discretion and maintain confidentiality at all times
Person Specification
Education and Qualifications
Essential
- oA good level of general education to include O Level or GCSE standard for English and Maths or equivalent
- oRSA 3 or NVQ 3 or equivalent secretarial experience or relevant qualification / experience
Previous Experience
Essential
- oSignificant office and administrative experience
- oExperience and knowledge of Microsoft Office programs
- oExperience of working with patients and their families and carers
Desirable
- oExperience of working within an NHS or local authority setting
- oExperience of working in a mental health team or children's and young people with mental health
- oExperience of working in a Eating Disorders Service
Skills & Knowledge
Essential
- oA comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint, MS Teams, Outlook
- oMust be numerate and able to provide statistical data clearly and accurately. Confidence to work on own initiative and to consult as needed
- oProficient email management
- oAbility to introduce and maintain efficient office systems
- oExcellent communication skills - both written and verbal
- oAbility to deal with complex and sensitive information
- oAbility to develop and maintain high standards and accuracy and attention to detail
- oAbility to work autonomously using own initiative
- oAbility to plan and prioritise workload to meet deadlines and competing demands
- oAbility to multitask and deal with interruptions and interventions when carrying out complex tasks
- oDemonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping and statistics
Desirable
- oUnderstanding of health & safety issues and risk assessment processes
- oUnderstanding of the Data Protection Act and Issues around Confidentiality
- oExperience of working with Clinical Record Systems, i.e. Systmone, POD, NHS Portal and etc...
Attitude and personal characteristics
Essential
- oWillingness to develop own skills and knowledge
- oAbility to maintain quality in own work
- oFlexible attitude to work
- oAbility to work under pressure
- oAble to work autonomously and within a team
- oAbility to deal with staff and patients in a courteous, professional and helpful manner
- oAbility to exercise discretion and maintain confidentiality at all times
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).
Employer details
Employer name
Central and North West London NHS Foundation Trust
Address
Vincent Square eating Disorders Service, South Kensington & Chelsea Mental Health Centre
1 Nightingale Place
London
SW10 9NG
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
