Job summary
We are looking for a Senior Administrator to join our friendly and supportive MHST team. Our administration team is the first contact patients have with our services. These are important roles at the heart of the high-quality care we provide.
The successful applicant will possess robust organisational skills, excellent communication and interpersonal skills and will also be able to demonstrate a sound knowledge of Microsoft Office programmes including Outlook, Word and Excel. The post holder will be comfortable with IT and be keen to learn new software packages and processes. This is a challenging role working within an extremely busy office and it is therefore important that you are enthusiastic, motivated and able to work under pressure. You must be able to demonstrate the ability to work independently and as part of a team.
Main duties of the job
The Post holder will offer exceptional customer service while managing referrals to the service, Taking telephone calls and monitoring all e-mails to the service.
The role also includes specific tasks such as Waiting List Management, Information Governance Requests, Health & Safety and Fire warden responsibilities.
About us
The London Borough of Lambeth has a population of 317,800 (GLA 2020). Lambeth's population is highly diverse, a characteristic visible in the breadth of ethnic and cultural traditions seen throughout the borough. It is estimated that 63% of the population describe their ethnicity as other than White British; 23% describe their ethnicity as Black (11% Black African, 7% Black Caribbean and 5% OtherBlack), 22% White Other and 6% as Asian.
The Annual population survey, estimates that a third of Lambeth's residents are non-UK born. Of these non-UK born, 40% are of wider European origin, 20% are of African origin; and 20% of Central or South American origin. Nearly 150 languages are spoken as the first language in the homes of Lambeth school children. Portuguese, Spanish and Somali, are the most commonly spoken other languages in Lambeth.
Lambeth has a child and youth population aged 0-20 of almost 70,000. Over 50% of this number are 0 to 9 years old.
Job description
Job responsibilities
- To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook
- To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality
- Ability to work in an unpredictable pattern, dealing with frequent
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To arrange appointments and meetings as
- Attend meetings including team meetings and produce
- Make travel arrangements for the team when
- Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as
- To add referrals to the Trust patient database within 24 hours of
- Trace patient NHS details via the National Tracing System
- Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data
- Monitor and update operational data quality information proactively to ensure targets and standards are met. To assist the team lead in collating data and producing the quarterly reports for the respective
- In conjunction with the clinical team, monitor and maintain accurate waiting
- To contribute in the compliance of Health and Safety requirements as requested by management. Maybe required to become Health and Safety Champion depending on service
- To participate in the preparation of PPI events, conferences and
- Managing petty cash, when
- Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust
- To contact Trust Estates and Facilities Department to report any faults or works that need to be
2) SERVICE REQUIREMENTS:
- To provide cover for colleagues, as required, within CAMHS
- To provide ad hoc reception cover, as required, within CAMHS
- Assist teams with the development of patient information and team
- To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety
- To assist in service user feedback and
- May be required to work outside of core hours, in line with service
Job description
Job responsibilities
- To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook
- To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality
- Ability to work in an unpredictable pattern, dealing with frequent
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To arrange appointments and meetings as
- Attend meetings including team meetings and produce
- Make travel arrangements for the team when
- Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as
- To add referrals to the Trust patient database within 24 hours of
- Trace patient NHS details via the National Tracing System
- Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data
- Monitor and update operational data quality information proactively to ensure targets and standards are met. To assist the team lead in collating data and producing the quarterly reports for the respective
- In conjunction with the clinical team, monitor and maintain accurate waiting
- To contribute in the compliance of Health and Safety requirements as requested by management. Maybe required to become Health and Safety Champion depending on service
- To participate in the preparation of PPI events, conferences and
- Managing petty cash, when
- Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust
- To contact Trust Estates and Facilities Department to report any faults or works that need to be
2) SERVICE REQUIREMENTS:
- To provide cover for colleagues, as required, within CAMHS
- To provide ad hoc reception cover, as required, within CAMHS
- Assist teams with the development of patient information and team
- To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety
- To assist in service user feedback and
- May be required to work outside of core hours, in line with service
Person Specification
Qualifications
Essential
- Educated to GCSE level including English and Maths.
Desirable
- Experience of ePJS part of routine administrative duties
Experience
Essential
- Excellent communication skills, ability to communicate effectively and remain professionals at all times
- To manage computerised and manual filing systems.
Desirable
- Experience in the NHS or other complex customer focused organisation
Skills & Abilities
Essential
- Excellent interpersonal, verbal and written communication skills and the ability to communicate with a wide range of a disciplines and staff at all levels
- Proficient IT & typing skills - Word, Excel, Email
- Ability to work as a team member and willingness to learn new skills Ability to plan ahead, using own initiative and prioritise workload without supervision and making sure deadlines are met.
- Ability to assess, prioritise and organise self.
- Ability to work under pressure and in potentially stressful situations
- Proven experience of office systems and procedures
Person Specification
Qualifications
Essential
- Educated to GCSE level including English and Maths.
Desirable
- Experience of ePJS part of routine administrative duties
Experience
Essential
- Excellent communication skills, ability to communicate effectively and remain professionals at all times
- To manage computerised and manual filing systems.
Desirable
- Experience in the NHS or other complex customer focused organisation
Skills & Abilities
Essential
- Excellent interpersonal, verbal and written communication skills and the ability to communicate with a wide range of a disciplines and staff at all levels
- Proficient IT & typing skills - Word, Excel, Email
- Ability to work as a team member and willingness to learn new skills Ability to plan ahead, using own initiative and prioritise workload without supervision and making sure deadlines are met.
- Ability to assess, prioritise and organise self.
- Ability to work under pressure and in potentially stressful situations
- Proven experience of office systems and procedures
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).
