Job summary
Coombe Wood provides specialist perinatal inpatient and community services for mothers and their babies and has done so for over 50 years. The team is made up of psychiatrists, nurses, nursery nurses, psychologists, occupational therapists, art psychotherapist, family therapist, specialist midwife, specialist health visitor and support staff. We accept women in the third trimester of their pregnancy and mother with babies up to 12 months old.
The post holder will be responsible providing a full range of administrative support to the team. They will support the Operational Manager. Ward Manager and the Consultant Psychiatrist to ensure that the service runs effectively and efficiently and that referrers, partners, service users and their families/carers experience a responsive and friendly service.
The post holder will be required to work with minimum supervision and take initiative in prioritising their workload to ensure service objectives and deadlines are met.
The service line comprises of a Multi-disciplinary team (i.e. specialist perinatal mental health Psychiatrist, Nurses, Occupational therapist, Social workers, Psychologists, Psychotherapists, Nursery nurses, Administrators and Peer support workers.
Main duties of the job
The team base is within the borough but the postholder will be expected to be flexible and to cover administrative duties across perinatal as and when required by service line.
The service is integrated with Community Perinatal Mental Health Teams, Community Mental Health Services, Maternity Services, Social Services and Health Visiting Teams and the postholder will liaise very closely with these services.
Supporting to send out Clinical Letters, setting up invites for CPA meetings. Updating contact details of wider support network (including social worker/ health visitor).
Supporting management and uploaded of referrals
Answering Ward Telephone and managing reception
Scanning, printing, laminating and filing.
Support with completing and sending minutes for Staff Meetings
Raising Purchase Orders and support with managing Petty Cash
Inputting Data for Service and KPIs
The postholder will be expected to liaise with:
Local Secondary Mental Health Services, Maternity Services, MTLC. Health Visiting Teams, Primary Care, Local Authority Services, Acute Hospitals, Voluntary and Third Sector Organisations and including Mother and Baby Units.
About us
Our vision
Wellbeing for life: We work in partnership with all who use our services to improve health and wellbeing. Together we look at ways of improving an individual's quality of life, through high quality healthcare and personal support.
Our values
Central and North West London NHS Trust expects the Perinatal Administrator to act in a way which shows an understanding of trust core values and is active in putting them into practice with all stakeholders.
Compassion: Our staff will be led by compassion and embody the values of care outlined in our Staff Charter.
Respect: We will respect and value the diversity of our patients, service users and staff, to create a respectful and inclusive environment, which recognises the uniqueness of each individual.
Empowerment: We will involve, inform and empower our patients, service users, carers and their families to take an active role in the management of their illness and adopt recovery principles. We will ensure our staff receive appropriate direction and support, to enable them to develop and grow.
Partnership: We will work closely with our many partners to ensure that our combined efforts are focused on achieving the best possible outcomes for the people we serve.
Job description
Job responsibilities
1. Site Management
To report need for repairs to building fabric and equipment accordingly and liaise with Site Administrator if escalation is required
To liaise with domestic staff when necessary to ensure that the premises are kept clean and to report any problems to the Site Administrator
To act as a Nominated First Aider, Fire Warden or Health and Safety representative dependant on need and distribution of duties within the administration team
To assist the Senior Administrator in completion of monthly health and safety audits and required follow up actions
To assist in induction of new staff and trainees
To carry out audit with internal and external agencies
To attend site administration, estates and maintenance meeting as required
To maintain a record of IT equipment and other assets in the unit including records of warranties, repairs and refund contacts.
Managing Service IT Asset Register and access to Team Emails/Distribution List
2. Administration
To provide a welcoming and efficient reception service to all visitors
To deal with incoming telephone calls, all incoming and outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
To take clear and precise messages dealing with all queries as appropriate in a professional manner
To type correspondence as agreed by Operational Manager.
To photocopy and distribute information as requested by members of the team
To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team
To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, memos, CPA assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To assist in the administration of the Care Programme Approach (CPA) process.
Book CPA meetings and other appointments with health professionals as necessary.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents form different sites.
To attend meetings, take and distribute minutes and initiate agreed follow up action as directed by the Operational manager and Senior Administrator
To support the production of information for professional visits
To support the use of petty cash on site if this is used
To prepare of physical space and refreshments for visitors
To prepare advertisements, application forms and attendance certificates for training and conferences run by the service
To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance
To scan all patient correspondence, and all other patient related information in a timely manner
To liaise with other Hospitals and Departments to obtain previous medical records when appropriate
To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage
To provide cover for other secretarial staff during absence as and when necessary.
3. Systems Management & Information Processing
To ensure that patient referral and contact data is collected from clinicians regularly
To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.
Managing Team Email Inbox
To enter patient information details on to the clinical system ensuring Trust and service deadlines are met
To support the Service manager using clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetings
To manage shared folders to ensure all staff can easily access key documents and files
To develop PowerPoint presentations for meeting, seminars and training events (internal and external)
To support the preparation of information leaflets for printing and distribution
To competently use Supplies and NHS logistics online ordering systems as and when required
4. Communication
Clients non-clinical advice and sensitive information
Visitors/Public Non-clinical advice and information
Medical staff, clinical staff in the team receives and provides information relating to Clients
General Practitioners receives and provides information relating to the clients
Outside agencies social services, voluntary organisations receives and provides information relating to the service
5. Training
To participate in local induction of new employees to the team.
To participate in the Trusts supervision and appraisal programme.
To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development
Job description
Job responsibilities
1. Site Management
To report need for repairs to building fabric and equipment accordingly and liaise with Site Administrator if escalation is required
To liaise with domestic staff when necessary to ensure that the premises are kept clean and to report any problems to the Site Administrator
To act as a Nominated First Aider, Fire Warden or Health and Safety representative dependant on need and distribution of duties within the administration team
To assist the Senior Administrator in completion of monthly health and safety audits and required follow up actions
To assist in induction of new staff and trainees
To carry out audit with internal and external agencies
To attend site administration, estates and maintenance meeting as required
To maintain a record of IT equipment and other assets in the unit including records of warranties, repairs and refund contacts.
Managing Service IT Asset Register and access to Team Emails/Distribution List
2. Administration
To provide a welcoming and efficient reception service to all visitors
To deal with incoming telephone calls, all incoming and outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
To take clear and precise messages dealing with all queries as appropriate in a professional manner
To type correspondence as agreed by Operational Manager.
To photocopy and distribute information as requested by members of the team
To prioritise own workload to ensure that deadlines are met
To organise and co-ordinate meetings including referral meetings and team meetings, appointments, training events and seminars on behalf of the team
To prepare and distribute documents by copy or audio typing using Microsoft office software (letters, memos, CPA assessments and reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
To assist in the administration of the Care Programme Approach (CPA) process.
Book CPA meetings and other appointments with health professionals as necessary.
To ensure that all necessary documents are available on time for the clinical team to carry out their work effectively including the conveyance of documents form different sites.
To attend meetings, take and distribute minutes and initiate agreed follow up action as directed by the Operational manager and Senior Administrator
To support the production of information for professional visits
To support the use of petty cash on site if this is used
To prepare of physical space and refreshments for visitors
To prepare advertisements, application forms and attendance certificates for training and conferences run by the service
To issue and maintain patient care files in line with CNWL Trust Care Records and care File Policies and carry out spot checks to ensure compliance
To scan all patient correspondence, and all other patient related information in a timely manner
To liaise with other Hospitals and Departments to obtain previous medical records when appropriate
To support an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage
To provide cover for other secretarial staff during absence as and when necessary.
3. Systems Management & Information Processing
To ensure that patient referral and contact data is collected from clinicians regularly
To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures.
Managing Team Email Inbox
To enter patient information details on to the clinical system ensuring Trust and service deadlines are met
To support the Service manager using clinical reporting system to produce data in relation to monitoring Mental Health Services Data Set (MHSDS), other key performance indicators, contractual requirements, supervision and data for team meetings
To manage shared folders to ensure all staff can easily access key documents and files
To develop PowerPoint presentations for meeting, seminars and training events (internal and external)
To support the preparation of information leaflets for printing and distribution
To competently use Supplies and NHS logistics online ordering systems as and when required
4. Communication
Clients non-clinical advice and sensitive information
Visitors/Public Non-clinical advice and information
Medical staff, clinical staff in the team receives and provides information relating to Clients
General Practitioners receives and provides information relating to the clients
Outside agencies social services, voluntary organisations receives and provides information relating to the service
5. Training
To participate in local induction of new employees to the team.
To participate in the Trusts supervision and appraisal programme.
To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development
Person Specification
Education and Qualifications
Essential
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- European Computer Driving License (EDL) or equivalent
- Medical secretary course
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public for a significant period.
- Experience of processing complex referrals
Desirable
- Experience of working in a mental health setting
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook (Diary with ability to create and manage Excel spreadsheets)
- Customer service and liaison skills
- Fast and accurate audio and copy typing skills
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Actively engages in supervision and professional development opportunities Excellent verbal and written communication skills.
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
Person Specification
Education and Qualifications
Essential
- Educated to Diploma level or NVQ Level 3
- GCSE Maths & English (Grade C or above) or equivalent
Desirable
- European Computer Driving License (EDL) or equivalent
- Medical secretary course
Experience
Essential
- Demonstrable previous administrative experience
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public for a significant period.
- Experience of processing complex referrals
Desirable
- Experience of working in a mental health setting
Skills and Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Outlook (Diary with ability to create and manage Excel spreadsheets)
- Customer service and liaison skills
- Fast and accurate audio and copy typing skills
- Able to take and summarise minutes
- Good organisational skills and ability to work on own initiative
- Actively engages in supervision and professional development opportunities Excellent verbal and written communication skills.
Desirable
- Knowledge of medical terminology
- Ability to develop and implement systems and processes to increase service efficiency
- Awareness and knowledge of Health and Safety regulations
Attitude, Aptitude and Personal Characteristics
Essential
- Able to treat service users with respect and dignity at all times, with a culturally sensitive approach
- An enthusiastic, flexible and confident approach to working
- Able to work on own initiative and as part of a team
- Able to prioritise own workload
- Able to build constructive relationships with warmth and empathy, using good communication skills
- Willingness and ability to learn new skills and adapt to change
- Able to maintain professionalism in an often emotionally challenging environment
- Actively engages in supervision and professional development opportunities
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
Park Royal Centre For Mental Health , Coombewood Mother & Baby Unit
Central Way
London
NW10 7FL
Employer's website
https://www.cnwl.nhs.uk/work (Opens in a new tab)
