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. The post holder should offer a strong contribution towards maintaining 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 and particular Excel. The post holder will be required to collate data and produce quarterly reports for the respective service. The post holder will be comfortable with IT and be keen to learn new software packages and processes.
Main duties of the job
The post holder 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.
Working alongside the River Team consists of Consultants, Nurses, CAMHS Practitioners, Art, Dram and Music Therapists
Talking telephone calls and monitoring all e-mails to the service.
The role also include specific tasks such as wailing list management, information governance requests, and Health and Safety, Fire Warden responsibilities.
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
1) ADMINISTRATIVE
(a) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
(b) 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.
(c) 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.
(d) Ability to work in an unpredictable pattern, dealing with frequent interruptions.
(e) Organise the booking of interpreters and translation of correspondence, where appropriate.
(f) To arrange appointments and meetings as required.
(g) Attend meetings and produce minutes.
(h) Make travel arrangements for the team when required.
(i) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(j) To add referrals to the Trust patient database within 24 hours of receipt.
(k) Trace patient NHS details via the National Tracing System
(I) 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.
(m) 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 service.
(n) In conjunction with the clinical team, monitor and maintain accurate waiting lists.
(o) 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 need.
(p) To participate in the preparation of PPI events, conferences and projects.
(q) Managing petty cash, when required.
(r) Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
(s) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Job description
Job responsibilities
1) ADMINISTRATIVE
(a) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
(b) 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.
(c) 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.
(d) Ability to work in an unpredictable pattern, dealing with frequent interruptions.
(e) Organise the booking of interpreters and translation of correspondence, where appropriate.
(f) To arrange appointments and meetings as required.
(g) Attend meetings and produce minutes.
(h) Make travel arrangements for the team when required.
(i) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(j) To add referrals to the Trust patient database within 24 hours of receipt.
(k) Trace patient NHS details via the National Tracing System
(I) 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.
(m) 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 service.
(n) In conjunction with the clinical team, monitor and maintain accurate waiting lists.
(o) 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 need.
(p) To participate in the preparation of PPI events, conferences and projects.
(q) Managing petty cash, when required.
(r) Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
(s) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications maths and English (A- C Grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- RSA 3 secretarial qualification or equivalent qualification
- Excellent interpersonal skills
- Confident telephone manner
- Excellent copy and audio typing skills (50wpm or above)
- Accurate grammar, spelling and punctuation (
- Accurate data entry skills
- Ability to plan, prioritise and multi task
- Ability to problem solve
- Effective time management skills
- Ability to work on own initiative
- Ability to work as part of a team
- Punctual, reliable and flexible
Desirable
- Ability to organise events
- Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
Knowledge and Skills
Essential
- Experience in a responsible administrative / secretarial role
- Proven experience of office systems and procedures
- Experience of minuting meetings
- Experience of composing correspondence
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Awareness of Data Protection and Confidentiality
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
- Health and Safety awareness
Desirable
- NHS in house systems and databases
- Microsoft Packages
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications maths and English (A- C Grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- RSA 3 secretarial qualification or equivalent qualification
- Excellent interpersonal skills
- Confident telephone manner
- Excellent copy and audio typing skills (50wpm or above)
- Accurate grammar, spelling and punctuation (
- Accurate data entry skills
- Ability to plan, prioritise and multi task
- Ability to problem solve
- Effective time management skills
- Ability to work on own initiative
- Ability to work as part of a team
- Punctual, reliable and flexible
Desirable
- Ability to organise events
- Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
Knowledge and Skills
Essential
- Experience in a responsible administrative / secretarial role
- Proven experience of office systems and procedures
- Experience of minuting meetings
- Experience of composing correspondence
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
- Awareness of Data Protection and Confidentiality
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
- Health and Safety awareness
Desirable
- NHS in house systems and databases
- Microsoft Packages
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).
