Job summary
This post requires someone with knowledge and experience of working in a busy and varied environment and feels at ease working with clinical staff and children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible and unflappable approach to your work is important and can offer a strong contribution towards maintaining the high standards of our service.
We are looking for a person able to provide comprehensive administrative support to a multi-disciplinary team. You would be the first point of contact for families/carers and other members of the service user's network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word, Excel and Planner. The post holder will be comfortable with IT and be keen to learn new software packages and processes.
The successful candidate will need to meet all the Essential Criteria as detailed in the job description person specification. The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children.
Main duties of the job
This post has a number of components:
- To effectively manage the incoming referral processes to ensure timely actioning of same.
- Working with the multi-disciplinary team and outside agencies in continuing the SPA process.
- To provide administrative support to the Business Manager and to assist in the effective delivery of a comprehensive Service.
- This role requires the post holder to be proficient in time management and have the ability to deal with conflicting priorities in association with high level matters.
- To lead on service-relevant projects as delegated by the Business Manager.
- To co-ordinate the completion of audits; to design and manage electronic spread-sheets / databases of audit projects undertaken in the team. To carry out appropriate data analysis and present appropriate graphical representation of audit / project results.
- To line manage staff as directed by the Business Manager
About us
The London Borough of Lambeth has a population of 317,800 (GLA 2020). Lambeth'spopulation 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
Administration:
- To provide a professional and confidential administrative service, to ensure that correspondence and documentation produced is both timely and of a high standard. To have an extensive and detailed knowledge of secretarial and office practice, including practical experience and understanding of medical terminology, as well as the clinical services offered.
- To provide comprehensive administrative and secretarial support to the multi-disciplinary team; arranging and organising assessment appointments, attending meetings and taking minutes, producing letters and proof reading documents etc; and to act as the first point of contact if the Business Manager is unavailable. To assist people in a helpful, diplomatic and tactful manner and to screen and re-route calls as appropriate, taking clear, concise messages and dealing with enquiries where appropriate.
- To assist teams with accurate monitoring of service user waiting times using excel or other database.
- To be able to plan, organise, set and independently review time and workload priorities and to have the ability to exercise judgement and to work autonomously. To be able to work to tight deadlines and the ability to manage multiple tasks within a working day. To develop and maintain an efficient electronic filing and information retrieval system.
- To be experienced in problem-solving and be able to demonstrate personal initiative and the capacity to deal with unusual and/or urgent circumstances that may occur in this setting.
- To have the ability to maintain discretion, confidentiality and sensitivity at all times in relation to the nature of the work carried out within Lambeth CAMHS.
- To undertake team meeting administration, including arranging venues and hospitality, accurately minuting and drafting minutes and following-up on action points.
- To line manage Band 4 staff
- To be held as an exemplar of the standards within the service by acting as a role model for other administrative staff.
Recruitment:
- To assist with Lambeth CAMHS administration recruitment alongside the Business Manager.
Training:
- To be a designated Fire Warden and, therefore, attend relevant Fire Warden meetings as required.
- To participate in personal development and training programmes as agreed.
Financial Management:
- To make purchases on behalf of the Service through e-Procurement.
- To order equipment and stationery, as required.
Project Management:
1) To lead, or work closely with the Service Manager or Business Manager, on specific management projects and audits, as required.
Service Requirements:
1) To have a detailed knowledge and understanding of the work and services being provided within Lambeth CAMHS and to act as a point of information and communication within the service.
2) To review, improve, update and implement administrative systems consulting with the Business Manager where necessary.
3) To have a flexible and adaptable approach to work, with the ability to keep to tight deadlines and to prioritise flexibly.
4) To maintain a detailed awareness and knowledge of Child and Adolescent services in order to answer queries from both internal and external enquiries.
5) To have a good working relationship and a detailed awareness of all Trust and Corporate Departments.
6) To act in a professional manner at all times, respecting the interests of children, young people and their families being seen by the professional staff and keeping any information on their treatment confidential
Job description
Job responsibilities
Administration:
- To provide a professional and confidential administrative service, to ensure that correspondence and documentation produced is both timely and of a high standard. To have an extensive and detailed knowledge of secretarial and office practice, including practical experience and understanding of medical terminology, as well as the clinical services offered.
- To provide comprehensive administrative and secretarial support to the multi-disciplinary team; arranging and organising assessment appointments, attending meetings and taking minutes, producing letters and proof reading documents etc; and to act as the first point of contact if the Business Manager is unavailable. To assist people in a helpful, diplomatic and tactful manner and to screen and re-route calls as appropriate, taking clear, concise messages and dealing with enquiries where appropriate.
- To assist teams with accurate monitoring of service user waiting times using excel or other database.
- To be able to plan, organise, set and independently review time and workload priorities and to have the ability to exercise judgement and to work autonomously. To be able to work to tight deadlines and the ability to manage multiple tasks within a working day. To develop and maintain an efficient electronic filing and information retrieval system.
- To be experienced in problem-solving and be able to demonstrate personal initiative and the capacity to deal with unusual and/or urgent circumstances that may occur in this setting.
- To have the ability to maintain discretion, confidentiality and sensitivity at all times in relation to the nature of the work carried out within Lambeth CAMHS.
- To undertake team meeting administration, including arranging venues and hospitality, accurately minuting and drafting minutes and following-up on action points.
- To line manage Band 4 staff
- To be held as an exemplar of the standards within the service by acting as a role model for other administrative staff.
Recruitment:
- To assist with Lambeth CAMHS administration recruitment alongside the Business Manager.
Training:
- To be a designated Fire Warden and, therefore, attend relevant Fire Warden meetings as required.
- To participate in personal development and training programmes as agreed.
Financial Management:
- To make purchases on behalf of the Service through e-Procurement.
- To order equipment and stationery, as required.
Project Management:
1) To lead, or work closely with the Service Manager or Business Manager, on specific management projects and audits, as required.
Service Requirements:
1) To have a detailed knowledge and understanding of the work and services being provided within Lambeth CAMHS and to act as a point of information and communication within the service.
2) To review, improve, update and implement administrative systems consulting with the Business Manager where necessary.
3) To have a flexible and adaptable approach to work, with the ability to keep to tight deadlines and to prioritise flexibly.
4) To maintain a detailed awareness and knowledge of Child and Adolescent services in order to answer queries from both internal and external enquiries.
5) To have a good working relationship and a detailed awareness of all Trust and Corporate Departments.
6) To act in a professional manner at all times, respecting the interests of children, young people and their families being seen by the professional staff and keeping any information on their treatment confidential
Person Specification
Education & Qualifications
Essential
- Relevant Degree or Professional Qualification (e.g. DMS) or Equivalent Experience (A)
- GCSE English and Maths
Desirable
- Experience in Supervising Staff
Skills & Abilities
Essential
- Excellent communication skills both verbal and written, with the ability to negotiate and liaise at all levels
- Ability to plan, implement and review daily issues/tasks
- Ability to design and implement systems and services from inception
- To remain diplomatic under pressure and be able to handle demanding situations, remaining sensitive to young people and the needs of their families
- Accurate data entry skills
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment or similar NHS setting
- Understanding of Recruitment and Selection of admin staff
Experience
Essential
- Significant experience in an office environment supporting senior management
- Experience of staff management, including supervision, appraisal and performance management
- Experience of minuting meetings and servicing meetings/committees
- Experience of practical problem-solving and to be able to demonstrate own initiative and the capability to deal with unusual or urgent circumstances
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment or similar NHS setting
- Understanding of Recruitment and Selection of admin staff
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Knowledge and understanding of financial/budgetary monitoring and recording systems
- Knowledge and understanding of Health and Safety issues
- Knowledge and understanding of Data Protection and Confidentiality
- Knowledge and understanding of Equality and Diversity
Desirable
- NHS in-house systems and databases, e.g. ePJS (A)
Person Specification
Education & Qualifications
Essential
- Relevant Degree or Professional Qualification (e.g. DMS) or Equivalent Experience (A)
- GCSE English and Maths
Desirable
- Experience in Supervising Staff
Skills & Abilities
Essential
- Excellent communication skills both verbal and written, with the ability to negotiate and liaise at all levels
- Ability to plan, implement and review daily issues/tasks
- Ability to design and implement systems and services from inception
- To remain diplomatic under pressure and be able to handle demanding situations, remaining sensitive to young people and the needs of their families
- Accurate data entry skills
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment or similar NHS setting
- Understanding of Recruitment and Selection of admin staff
Experience
Essential
- Significant experience in an office environment supporting senior management
- Experience of staff management, including supervision, appraisal and performance management
- Experience of minuting meetings and servicing meetings/committees
- Experience of practical problem-solving and to be able to demonstrate own initiative and the capability to deal with unusual or urgent circumstances
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment or similar NHS setting
- Understanding of Recruitment and Selection of admin staff
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Knowledge and understanding of financial/budgetary monitoring and recording systems
- Knowledge and understanding of Health and Safety issues
- Knowledge and understanding of Data Protection and Confidentiality
- Knowledge and understanding of Equality and Diversity
Desirable
- NHS in-house systems and databases, e.g. ePJS (A)
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).
