South London and Maudsley NHS Foundation Trust

CAMHS Senior Administrator

This job is now closed

Job summary

The post-holder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.

The administrator is often the first point of contact for families/carers and other members of the child/young person's network. They will play an important role in ensuring a good patient experience and sharing a positive image of the service. Managing telephone calls coming into the service, and manage communications arriving at the service's email, ensuring they are responded too within a timely manner.

Managing and overseeing the administrative component of the Trust patient database, i.e. inputting patient information, monitoring, and updating operational data quality, etc. To produce patient appointment letters and correspondences. To work with our Referral Team in the management of Service's Assessment Clinic planning.

Postholder will be required to work across both Lewisham CAMHS main sites Kaleidoscope Centre and Lewisham Park Clinic, and hybrid working.

Main duties of the job

The post-holder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.

Postholder will be required to work across both Lewisham CAMHS main sites Kaleidoscope Centre and Lewisham Park Clinic, and hybrid working.

About us

Lewisham CAMHS borough Services

Lewisham CAMHS serves the borough of Lewisham through a number of specialist and generic teams, working across the community. We work closely with local partners, including the local authority and education, and providers (such as commissioned counselling provisions, charity sector and adult SLaM services).

Each of the teams have team managers and most have consultant psychiatrists at the leadership. The teams include Horizon (Generic), Neurodevelopmental (NDT), Mental Health Schools Team (MHST) Crisis and Intake-Duty who are based in Kaleidoscope. LYPS, Child Wellbeing Practitioner service (CWP), and SYMBOL (LAC team) are based at 78 Lewisham Park. The ARTS (forensics) service is based in Holbeach.

We also work very closely with our national and specialist CAMHS services, which has a formidable reputation nationally and internationally, and are made up of a broad range of outpatient clinics, and five inpatient units.

Date posted

28 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£30,279 to £33,116 a year per annum inclusive of HCAS

Contract

Permanent

Working pattern

Full-time

Reference number

334-NCL-6297027

Job locations

Kaleidoscope Children's Centre

32 Rushey Green

London

SE6 4JF

Job description

Job responsibilities

Administrative

To provide a professional and confidential administration service, to include copy typing; preparing correspondence; proof reading documents; photocopying; filing; and scanning.

To ensure incoming post is dealt with efficiently, and outgoing post taken daily.

To manage telephone calls in a diplomatic and tactful manner, screening, and re-routing calls as appropriate. Taking clear, concise messages, dealing with general enquiries were possible.

To manage emails coming into the service. Ensuring communication coming into the service, are redirected efficiently. Letters and correspondences being sent out are screened for any corrections.

To arrange and book patient appointments via Microsoft Teams systems and Face 2-Face. Ensuring links and letters are sent, and patient/families contacted.

To use the Trust ePJS (electronic Patient Journey System) when updating patient information. Oversee the administrative component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.

To support the Referral Team, in the management for of the services Assessment Clinics.

To support the services individual Team Assessment Clinics bookings.

To use the Kaleidoscope Room Booking system, to book clinical rooms, and meetings.

Trace patient NHS details via the National Tracing System.

To support the Administrative Manager, in managing and the updating of service mailing lists.

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 standards.

Ability to work in an unpredictable pattern, dealing with frequent interruptions.

Organise the booking of interpreters and translation of correspondence, when requested.

To alert Senior Administrator Managers of any stationery requirements. To support in the receipt of stock for and any deliveries as required.

Monitor and update operational data quality information proactively to ensure targets and standards are met.

In conjunction with the clinical team, monitor and maintain accurate waiting lists.

To contribute to the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.

To participate in the preparation of PPI events, conferences, and projects.

Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

Service Requirements:

To provide cover for colleagues, as required, within CAMHS sites.

To provide ad hoc reception cover, as required, within CAMHS sites.

To be part of the Generic Administrative Team within the service, covering administrative areas.

Assist teams with the development of patient information and team leaflets.

To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.

To train as a Fire Warden, or First Aider.

To assist in service user feedback and PPI.

May be required to work outside of core hours, in line with service need.

Personal Development:

To participate in development and training identified through the appraisal and supervision process.

To attend and participate in all identified mandatory training.

Other:

To ensure all duties are carried out in line with Trust policy.

To carry out other duties appropriate to the grade as required.

To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc.