Job summary
Southwark CAMHS Senior Administrator
a) The post holder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team.
b) The administrator is often the first point of contact for families/carers and other members of the service user's network and plays an important role in ensuring a good patient experience and positive image of the service.
c) Due to the focus of the team in working collaboratively with Schools and education partners, the post holder must proactively create and maintain effective working relationships with these partners.
d) Managing and overseeing the administrative component of the Trust patient database, i.e. inputting referral and patient information, monitoring and updating operational data quality, including data reports to NHSE specific the Multi-disciplinary Team programme.
Main duties of the job
(a) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; 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 rerouting 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 including team meetings and produce minutes.
About us
Benefits offered by SLAM:
We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close-knit team at SLaM. It's important to us that you feel valued and appreciated and that is why we have a comprehensive benefits package on offer.
Some of our benefits are highlighted here:
Generous pay, pensions, and leave,we offer a comprehensive pay, pensions and leave package, which is dependent on the role and length of service.
Work life balance,flexible working and supporting a range of flexible options, such as: part-time working and job sharing.
Career development,there are plenty of opportunities to progress your career and we support your development through several programs such as leadership, mentoring, coaching, positive people management, collective leadership, and other talent programmes
WE RESERVE THE RIGHT TO CLOSETHIS VACANCY EARLY IF WE RECEIVE SUFFICIENT APPLICATIONS FOR THE ROLE.
Job description
Job responsibilities
1) ADMINISTRATIVE
(a) Liaising with families and professionals, managing the preparation and dispatch of appointment letters and associated questionnaires
(b) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook calendars.
(c) 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.
(d) 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.
(e) Ability to work in an unpredictable pattern, dealing with frequent interruptions.
(f) Organise the booking of interpreters and translation of correspondence, where appropriate.
(g) To arrange appointments and meetings as required.
(h) Attend meetings including team meetings and produce minutes.
(i) Make travel arrangements for the team when required.
(j) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(k) To add referrals to the Trust patient database within 24 hours of receipt.
(l) 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.
2) SERVICE REQUIREMENTS:
(a) To provide cover for colleagues, as required, within CAMHS sites.
(b) To provide ad hoc reception cover, as required, within CAMHS sites.
(c) Assist teams with the development of patient information and team leaflets.
(d) To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
(e) May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
(f) To assist in service user feedback and PPI.
(g) May be required to work outside of core hours, in line with service need.
(h) To line manage staff, as required.
3) PERSONAL DEVELOPMENT:
(a) To participate in development and training identified through the appraisal and supervision process.
(b) To attend and participate in all identified mandatory training.
4) OTHER:
(a) To ensure all duties are carried out in line with Trust policy.
(b) To carry out other duties appropriate to the grade as required.
(c) To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc.
Job description
Job responsibilities
1) ADMINISTRATIVE
(a) Liaising with families and professionals, managing the preparation and dispatch of appointment letters and associated questionnaires
(b) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; filing; scanning; dealing with post; having access to team members outlook calendars.
(c) 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.
(d) 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.
(e) Ability to work in an unpredictable pattern, dealing with frequent interruptions.
(f) Organise the booking of interpreters and translation of correspondence, where appropriate.
(g) To arrange appointments and meetings as required.
(h) Attend meetings including team meetings and produce minutes.
(i) Make travel arrangements for the team when required.
(j) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(k) To add referrals to the Trust patient database within 24 hours of receipt.
(l) 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.
2) SERVICE REQUIREMENTS:
(a) To provide cover for colleagues, as required, within CAMHS sites.
(b) To provide ad hoc reception cover, as required, within CAMHS sites.
(c) Assist teams with the development of patient information and team leaflets.
(d) To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
(e) May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
(f) To assist in service user feedback and PPI.
(g) May be required to work outside of core hours, in line with service need.
(h) To line manage staff, as required.
3) PERSONAL DEVELOPMENT:
(a) To participate in development and training identified through the appraisal and supervision process.
(b) To attend and participate in all identified mandatory training.
4) OTHER:
(a) To ensure all duties are carried out in line with Trust policy.
(b) To carry out other duties appropriate to the grade as required.
(c) To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- o GCSEs or equivalent qualifications in o English Language (A - C grade) o Mathematics (A - C Grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Knowledge, Skills and Understanding
Essential
- Excellent communication skills both verbal and written
- Excellent people 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, prioritize and multitask
- Ability to problem solve
- Effective time management skills
- Ability to work on own initiative
- Ability to work as part of a team
- Punctual, dependable, and flexible
- Proficient use of Microsoft Office 365 consisting of Outlook, Word, Excel, Teams, Planner, One Note & PowerPoint.
- Awareness of Data Protection and Confidentiality.
- Understanding of Racial Awareness and Diversity.
- Health and Safety awareness.
Desirable
- Ability to supervise staff.
- Ability to organize events.
- Microsoft Access knowledge.
- NHS in-house systems and databases.
Experience
Essential
- 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
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- o GCSEs or equivalent qualifications in o English Language (A - C grade) o Mathematics (A - C Grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Knowledge, Skills and Understanding
Essential
- Excellent communication skills both verbal and written
- Excellent people 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, prioritize and multitask
- Ability to problem solve
- Effective time management skills
- Ability to work on own initiative
- Ability to work as part of a team
- Punctual, dependable, and flexible
- Proficient use of Microsoft Office 365 consisting of Outlook, Word, Excel, Teams, Planner, One Note & PowerPoint.
- Awareness of Data Protection and Confidentiality.
- Understanding of Racial Awareness and Diversity.
- Health and Safety awareness.
Desirable
- Ability to supervise staff.
- Ability to organize events.
- Microsoft Access knowledge.
- NHS in-house systems and databases.
Experience
Essential
- 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
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).
Employer details
Employer name
South London and Maudsley NHS Foundation Trust
Address
Mapother House (Includes flexible working across all sites within the remit of Southwark CAMHS)
Camberwell
London
SE5 8AZ
Employer's website
https://www.slam.nhs.uk/ (Opens in a new tab)
