Job summary
An exciting opportunity has arisen within the Child and Adolescent Dialectical Behavioural Therapy team in the National & Specialist CAMHS Outpatients for a Senior Administrator /Referral Coordinator.
The Dialectical Behaviour Therapy programme is created on the evidence-based model as adapted for working with young people and their families and carers. They offer an intensive psychological assessment and treatment programme, including weekly skills groups for adolescents and parents/carers. Young people aged 13-17 years, with a history of severe emotion dysregulation and related problems including self-harm and suicidal behaviours/ideation are eligible for the programme. The service also offers trauma-focused interventions where needed for those who are able to complete the first stage of DBT and we regularly treat young people with other comorbidities including eating difficulties, anxiety disorders and depression.
We are looking for focused and motivated individuals to join the Dialectical Behavioural Therapy team in the role of Senior Administrator. As this is a senior administrator position, we are looking for experienced, organised and committed individuals to support the work of the service, with the ability to work autonomously.
Main duties of the job
We are looking for a senior administrator with excellent organisation and communication skills and a keen eye for detail. The successful candidate will be proactive, assertive, adaptable, work well within a team and be passionate about providing a high-quality service. We are looking for a candidate who has a good attitude, is efficient, great with systems and inspired by the idea of making a difference.
The key areas of responsibilities are to provide:
o comprehensive administrative and secretarial support
o referral coordinator for the team
o attending and taking team meeting minutes
o report typing, booking appointments and point of contact for families and other professionals.
o Point of contact for training clients (eg other NHS Trusts)
About us
This full-time post is based at the Michael Rutter Centre, Maudsley Hospital, Denmark Hill, London. SE5 8AZ.
Flexible working:
As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 09:00 to 17:00, giving you the very best of good work life balance. (This may include working early mornings, later evenings or Saturdays as part of the core working hours/working pattern for this post)
Job description
Job responsibilities
1. Job Description:
To provide a professional and confidential administration service, to include audio/copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
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 standards.
Ability to work in an unpredictable pattern, dealing with frequent interruptions.
Organise the booking of interpreters and translation of correspondence, where appropriate.
To arrange appointments and meetings as required.
Attend meetings and produce minutes.
Make travel arrangements for the team when required.
Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
To add referrals to the Trust patient database within 24 hours of receipt.
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 protection.
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 in 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.
Managing petty cash, when required.
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.
- 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.
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
- To assist in service user feedback and PPI.
- May be required to work outside of core hours, in line with service need.
- To line manage staff, as required.
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, eg. Business Continuity Plans, Care Quality Commission etc.
Job description
Job responsibilities
1. Job Description:
To provide a professional and confidential administration service, to include audio/copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
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 standards.
Ability to work in an unpredictable pattern, dealing with frequent interruptions.
Organise the booking of interpreters and translation of correspondence, where appropriate.
To arrange appointments and meetings as required.
Attend meetings and produce minutes.
Make travel arrangements for the team when required.
Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
To add referrals to the Trust patient database within 24 hours of receipt.
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 protection.
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 in 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.
Managing petty cash, when required.
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.
- 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.
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
- To assist in service user feedback and PPI.
- May be required to work outside of core hours, in line with service need.
- To line manage staff, as required.
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, eg. Business Continuity Plans, Care Quality Commission etc.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications in English Language (A-C grade / grade 4 or above) and Mathematics (A-C / grade 4 or above)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- Significant experience in a responsible administrative / secretarial role
- Proven experience of office systems and procedures
- Experience of minuting meetings
- Experience of composing correspondence
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
- Health and Safety awareness
Desirable
- Microsoft Access
- NHS in -house systems and databases
Skills
Essential
- Excellent communication skills both verbal and written
- Excellent interpersonal skills
- Confident telephone manner
- Excellent copy and audio typing skills (50wpm or above)
- Accurate grammar, spelling and punctuation
- Accurate data entry skills
- Effective time management skills
- Punctual, reliable and flexible
Abilities
Essential
- Ability to work on own initiative
- Ability to work as part of a team
- Ability to plan, prioritise and multi-task
- Ability to problem-solve
Desirable
- Ability to supervise staff
- Ability to organise events
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications in English Language (A-C grade / grade 4 or above) and Mathematics (A-C / grade 4 or above)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- Significant experience in a responsible administrative / secretarial role
- Proven experience of office systems and procedures
- Experience of minuting meetings
- Experience of composing correspondence
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
- Health and Safety awareness
Desirable
- Microsoft Access
- NHS in -house systems and databases
Skills
Essential
- Excellent communication skills both verbal and written
- Excellent interpersonal skills
- Confident telephone manner
- Excellent copy and audio typing skills (50wpm or above)
- Accurate grammar, spelling and punctuation
- Accurate data entry skills
- Effective time management skills
- Punctual, reliable and flexible
Abilities
Essential
- Ability to work on own initiative
- Ability to work as part of a team
- Ability to plan, prioritise and multi-task
- Ability to problem-solve
Desirable
- Ability to supervise staff
- Ability to organise events
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).
