Job summary
The Child and Adolescent Mental Health Service (CAMHS) are seeking to recruit Senior Administrator and Referrals Coordinators to provide comprehensive admin as well as undertaking secretarial duties. The post-holder will co-ordinate the administrative work of the clinical team and liaise with families, health care professionals and other external agencies, whilst acting as the first point of contact for the service. We are looking for organised, motivated and committed individuals who will have experience networking and communicating with a large team. Excellent typing ability and high-level communication skills are essential. We expect the successful candidates to work on-site up to 4 days a week with the minimum being 2 days. The successful candidates will also need to meet the essential criteria detailed in the person specification, as well as having proven organisational skills, and the ability to prioritise an interesting and varied workload.
Main duties of the job
The postholders will be responsible for providing a proactive, comprehensive administrative and secretarial 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 and plays an important role in ensuring a good patient experience and positive image of the service. Managing and overseeing the administrative component of the Trust patient database, i.e., inputting referral and patient information, monitoring and updating operational data quality, etc.
About us
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 9am to 5pm, giving you the very best of good work life balance. (This may include working early mornings, late evenings or some Saturdays as part of the core working hours/working pattern for this post)
Michael Rutter Centre, Maudsley HospitalWe are located off Denmark Hill on De Crespigny Park which less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and with a wide range of restaurants. We will be relocating to our new building, the Pears Maudsley Centre, in the summer of 2025. It is situated on the Maudsley site, conveniently located near the train station.
Job description
Job responsibilities
To provide a professional and confidential administration service, including taking minutes at meetings, managing team mailboxes and mobiles phones. 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 appropriate. To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. To arrange appointments and meetings as required. 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. To monitor and maintain accurate waiting lists, in conjunction with the clinical team 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.
Service Requirements To provide cover for colleagues, including ad hoc reception cover (as required), across CAMHS National and Specialist Outpatients. 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 assist in service user feedback and PPI.
Job description
Job responsibilities
To provide a professional and confidential administration service, including taking minutes at meetings, managing team mailboxes and mobiles phones. 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 appropriate. To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. To arrange appointments and meetings as required. 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. To monitor and maintain accurate waiting lists, in conjunction with the clinical team 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.
Service Requirements To provide cover for colleagues, including ad hoc reception cover (as required), across CAMHS National and Specialist Outpatients. 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 assist in service user feedback and PPI.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
- GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)
Desirable
- RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential
- Significant experience in a responsible administrative / secretarial role (A / I)
- Proven experience of office systems and procedures (A / I)
- Experience of minuting meetings (A / T)
- Experience of composing correspondence (A / T)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
- Awareness of Data Protection and Confidentiality (A / I)
- Understanding of Racial Awareness and Diversity (A / I)
- Health and Safety awareness (A / I)
Desirable
- NHS in-house systems and databases (A)
Skills/Abilities
Essential
- Excellent communication skills both verbal and written (A / I / T)
- Excellent interpersonal skills (I)
- Confident telephone manner (A / I / T)
- Accurate grammar, spelling and punctuation (A / T)
- Accurate data entry skills (A / T)
- Ability to plan, prioritise and multi-task (A / I / T)
- Ability to problem-solve (A / I / T)
- Effective time management skills (A / T)
- Ability to work on own initiative (A / I)
- Ability to work as part of a team (A / I) Punctual, reliable and flexible (A / I)
Desirable
- Ability to organise events (A / I)
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
- GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)
Desirable
- RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential
- Significant experience in a responsible administrative / secretarial role (A / I)
- Proven experience of office systems and procedures (A / I)
- Experience of minuting meetings (A / T)
- Experience of composing correspondence (A / T)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
- Awareness of Data Protection and Confidentiality (A / I)
- Understanding of Racial Awareness and Diversity (A / I)
- Health and Safety awareness (A / I)
Desirable
- NHS in-house systems and databases (A)
Skills/Abilities
Essential
- Excellent communication skills both verbal and written (A / I / T)
- Excellent interpersonal skills (I)
- Confident telephone manner (A / I / T)
- Accurate grammar, spelling and punctuation (A / T)
- Accurate data entry skills (A / T)
- Ability to plan, prioritise and multi-task (A / I / T)
- Ability to problem-solve (A / I / T)
- Effective time management skills (A / T)
- Ability to work on own initiative (A / I)
- Ability to work as part of a team (A / I) Punctual, reliable and flexible (A / I)
Desirable
- Ability to organise events (A / I)
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).
