Job summary
To provide a fully comprehensive and first-class business administration service to Nursing, Governance and Quality Team including supporting the CAMHS Head of Nursing & Quality. Front of house, reputation and professional response is essential to achieve this. The post holder will deal with a broad range of very complex and sensitive issues and be a key point of contact, dealing with a wide range of staff and patients across the Trust, with external partners, the independent and private sectors.
To be a key resource to the Nursing, Governance and Quality Team; ensuring the delivery of key operational and strategic objectives. This will result in the post holder leading and having responsibility for the development and implementation of specific projects and functions such as the Clinical Governance agenda alongside the Clinical Governance Project Officer and Clinical Governance Lead.
As the team administrator you will need to be able to provide high quality administrative support such as minute taking of meetings, arranging meetings and general administrative support. The role also includes supporting the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix), as well as managing and monitoring local administrative data systems.
Main duties of the job
This role involves providing high-level administrative and diary management support to the Head of Nursing & Quality and the wider Nursing, Governance, and Quality team. Key responsibilities include minute-taking, arranging meetings, and offering general administrative assistance. The position also supports the timely completion of serious incident reviews, fact finder reports, and complaint investigations, ensuring accurate record-keeping in the Trust's incident recording system (Datix). The role requires the development and implementation of governance processes within the CAMHS Directorate, responding to requests and inquiries across different organizational levels with discretion and efficiency. Additional duties include providing cross-cover for the senior leadership admin team, preparing agendas, typing minutes, drafting responses, managing mail, updating dashboards and risk registers, and coordinating events such as team-building sessions and conferences. The role demands independent work and initiative, often unsupervised, to ensure effective administrative operations.
About us
SLaM CAMHS has the most comprehensive child and adolescent mental held service in the country. National leaders in their field, working in both the Trust and associated Universities have a profound influence on our understanding of mental health problems in childhood, on the development of treatment approaches and on service development and evaluation. The service is made up of seven clinical units: N&S Outpatient Services, National and Specialist Inpatient Services, the boroughs of Lambeth, Southwark, Lewisham and Croydon. As well as providing a range of services to local children, professional staff provide specialist tertiary services to children and adolescents throughout the country. Adolescent Units at Maudsley Hospital and the Bethlem Royal Hospital, plus a PICU at the Bethlem Royal Hospital which provide supra regional tertiary in-patient treatment and assessment. Professional staff also work closely with local authority social services, education, community health services, acute paediatrics, primary care, the voluntary sector and the criminal Justice system. Staff within the Directorate provide the main national training programmes for under and post-graduate trainees from all the key mental health professions and it is important to ensure that academic and service interests work in a collaborative and mutually beneficial way.
Job description
Job responsibilities
1) To provide high level administration and diary management support to the Head of Nursing & Quality.
2) To Support the Nursing, Governance and Quality team include minute taking of meetings, arranging meetings and general administrative support.
3) Support the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix).
4) With the Head of Nursing and Quality develop and implement governance processes within the CAMHS Directorate to ensure that there is a comprehensive framework to continuously monitor and improve the quality of care provided.
5) Responding to a wide range of requests, enquiries and problems from Trust Board Level downwards and from the private and independent sectors. You will take action to ensure they are dealt with and resolved quickly, efficiently and sensitively as possible. You will be required to show a high level of discretion often working unsupervised.
6) To provide cross-cover in the event of absence within the senior leadership admin team.
7) Prepare agendas, type minutes, and collate action plans of meetings in a timely and efficient manner and ensure circulation and storage of minutes.
8) Ensure receipt of appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them - this will include drafting responses and discarding inappropriate mail as necessary.
9) To carry out duties as requested by the clinical governance team; produce graphs, SPR charts and tables for reports and input data into spreadsheets and databases for statistics
10) Update the service line dashboards risk register and CQC action plans etc. on a monthly basis.
11) To prioritise workload to ensure completion of work. To be part of the Directorate senior leadership administration team, carrying out any admin duties that helps towards providing an efficient and effective admin function. Any other duties deemed appropriate. To work on own initiative and often unsupervised.
12) To coordinate events for both internal and external agencies such as team building events, structured away time, functions, conferences, workshops and visits from external organisations. You will be responsible for the detailed planning of programs, identifying venues, negotiating costs, booking hospitality, providing materials and making travel arrangements for those involved.
Job description
Job responsibilities
1) To provide high level administration and diary management support to the Head of Nursing & Quality.
2) To Support the Nursing, Governance and Quality team include minute taking of meetings, arranging meetings and general administrative support.
3) Support the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix).
4) With the Head of Nursing and Quality develop and implement governance processes within the CAMHS Directorate to ensure that there is a comprehensive framework to continuously monitor and improve the quality of care provided.
5) Responding to a wide range of requests, enquiries and problems from Trust Board Level downwards and from the private and independent sectors. You will take action to ensure they are dealt with and resolved quickly, efficiently and sensitively as possible. You will be required to show a high level of discretion often working unsupervised.
6) To provide cross-cover in the event of absence within the senior leadership admin team.
7) Prepare agendas, type minutes, and collate action plans of meetings in a timely and efficient manner and ensure circulation and storage of minutes.
8) Ensure receipt of appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them - this will include drafting responses and discarding inappropriate mail as necessary.
9) To carry out duties as requested by the clinical governance team; produce graphs, SPR charts and tables for reports and input data into spreadsheets and databases for statistics
10) Update the service line dashboards risk register and CQC action plans etc. on a monthly basis.
11) To prioritise workload to ensure completion of work. To be part of the Directorate senior leadership administration team, carrying out any admin duties that helps towards providing an efficient and effective admin function. Any other duties deemed appropriate. To work on own initiative and often unsupervised.
12) To coordinate events for both internal and external agencies such as team building events, structured away time, functions, conferences, workshops and visits from external organisations. You will be responsible for the detailed planning of programs, identifying venues, negotiating costs, booking hospitality, providing materials and making travel arrangements for those involved.
Person Specification
Qualifications
Essential
- Educated to degree level in a relevant field (or equivalent)
Experience
Essential
- Extensive administration experience with a thorough working knowledge of efficient and effective office procedures
- Senior level secretarial and administrative experience, including complex diary management
- Experience of minute taking and transcribing detailed notes and minutes of meetings
Desirable
- Experience of working in an NHS Environment or similar complex environment
- Experience of using Datix
- Experience of using ePJS
Knowledge / Skills
Essential
- Excellent written skills including grammar, spelling and punctuation
- Ability to create, develop and maintain computer-based systems including spreadsheets and databases
Desirable
- Understanding of mental health issues
Person Specification
Qualifications
Essential
- Educated to degree level in a relevant field (or equivalent)
Experience
Essential
- Extensive administration experience with a thorough working knowledge of efficient and effective office procedures
- Senior level secretarial and administrative experience, including complex diary management
- Experience of minute taking and transcribing detailed notes and minutes of meetings
Desirable
- Experience of working in an NHS Environment or similar complex environment
- Experience of using Datix
- Experience of using ePJS
Knowledge / Skills
Essential
- Excellent written skills including grammar, spelling and punctuation
- Ability to create, develop and maintain computer-based systems including spreadsheets and databases
Desirable
- Understanding of mental health issues
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).
