Job summary
An exciting opportunity has arisen within the National and Specialist CAMHS Outpatient Service. We are seeking to recruit 1 full-time (37.5 hours) Patient Services Coordinators (PSC) / Administrator.We are looking for a well organised, motivated and committed PSC with excellent customer service skills to join our fast-paced team. We are keen to find a candidate who can multi-task, use their initiative and deliver a professional service.Our team is based at the Michael Rutter Centre and are often the first point of contact for our young patients and families and they play a crucial role in supporting the National and Specialist CAMHS Outpatient clinical teams and senior administrators.
Main duties of the job
As a Patient Services Coordinators (PSC) / Administrator, the successful candidate will become a core member of the Michael Rutter Centre Team. With the support and supervision of the Michael Rutter Centre Manager, the team supports essential day to day functions within the clinical area and the rest of the building.It is a patient facing role, which requires a professional but personable manner whilst interacting with patients, families, staff and visitors. You will be required to greet and register patients and accompanying guests, when they arrive for their appointment, direct them to one of the available waiting areas and inform the attending clinician that they have arrived. It is an extremely interactive role, which requires enthusiasm, good people skills and intuition.The team manage the clinic space and meeting rooms, allocating them to clinicians/teams to primarily carry out face to face appointments, virtual appointments, supervision sessions and team meetings.The Michael Rutter Centre is operational from 8:30am-6pm. Please note that the successful candidate will need to be flexible to cover Saturday Clinics when required.Full-Time (37.5 hours) on-site - The successful candidate will need to participate in a reception rota to cover:- 8:30am - 4.30pm- 9:00am - 5pm- 10:00am-6:00pmAnd/or some Saturdays, as part of the core working hours/working pattern for this post.
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 0830 to 1800, giving you the very best of good work life balance. (This may include working early mornings, later evenings or Saturdays as part of the core working hours/working pattern for this post)
Our Location:Our Trust headquarters is located at Denmark Hill 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.Michael Rutter Centre, Maudsley Hospital, DeCrespigny Park, off Denmark Hill, London, SE5 8AZ- accessible via De Crespigny Park - is located within the Maudsley Hospital site.(Due to move to the Pears Maudsley Children and Young People (PMCYP) at the Maudsley Hospital in late 2025/early 2026)
Job description
Job responsibilities
Patient Services Coordination / Administration To provide reception duties which will include assisting people in a helpful, diplomatic and tactful manner, screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries. To maintain the reception area, e.g. replenishing leaflets, updating the waiting area information board etc. Overseeing the signing-in procedure for families and visitors on arrival and issuing visitor cards, as required. To allocate rooms on the online booking system in relation to outpatient appointments and Seminar room bookings. To run weekly room booking reports for Advance Room booking, Group Bookings and Recurrent bookings. To update the Trust patient database system, i.e. outcome of appointments and checking of patient/family contact details on arrival and updating the patient database system accordingly. To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales and manage multiple tasks within the working day whilst maintaining quality standards. To complete the patient travel forms and photocopy tickets, receipts and proof of eligibility for the reimbursement of fares when required. To log work requests on the Trust Estates and Facilities Department online Planet FM system, as required. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team. Compile a weekly list of pre-booked catering requests for meetings. Daily collection of incoming post from the post room and distribute accordingly.
To provide administrative support to the N&S Outpatient Teams To format letters and reports To send out correspondence via email/post To photocopy letters and other documentation To scan and upload documents onto the Trust patient database system To assist with the retrieval and compilation of patient correspondence from the Trust patient database system for solicitors request i.e. Subject Access Request To assist with contacting families regarding appointment reminders To assist with updating the patient registration and consent forms on the Trust patient database system To assist with preparing resources for parent group leader groups To man the teams mobile and take messages, when required.
Service Requirements: To provide cover for colleagues, as required, within CAMHS sites. To provide reception cover for early, late or weekend clinics, as required. To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice. Trained as nominated Fire Warden, First Aider and/or Health and Safety Champion. To assist in service user feedback and PPI. To carry out regular audit checks throughout the building. May be required to work outside of core hours, in line with service need.
Personal Development: To participate in development and training identified through the appraisal and supervision process. To attend and participate in all identified mandatory training. To assist with the induction of new staff.
Other: To ensure all duties are carried out in line with Trust policy. To carry out other duties appropriate to the grade as required, e.g. petty cash etc.
Job description
Job responsibilities
Patient Services Coordination / Administration To provide reception duties which will include assisting people in a helpful, diplomatic and tactful manner, screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries. To maintain the reception area, e.g. replenishing leaflets, updating the waiting area information board etc. Overseeing the signing-in procedure for families and visitors on arrival and issuing visitor cards, as required. To allocate rooms on the online booking system in relation to outpatient appointments and Seminar room bookings. To run weekly room booking reports for Advance Room booking, Group Bookings and Recurrent bookings. To update the Trust patient database system, i.e. outcome of appointments and checking of patient/family contact details on arrival and updating the patient database system accordingly. To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales and manage multiple tasks within the working day whilst maintaining quality standards. To complete the patient travel forms and photocopy tickets, receipts and proof of eligibility for the reimbursement of fares when required. To log work requests on the Trust Estates and Facilities Department online Planet FM system, as required. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team. Compile a weekly list of pre-booked catering requests for meetings. Daily collection of incoming post from the post room and distribute accordingly.
To provide administrative support to the N&S Outpatient Teams To format letters and reports To send out correspondence via email/post To photocopy letters and other documentation To scan and upload documents onto the Trust patient database system To assist with the retrieval and compilation of patient correspondence from the Trust patient database system for solicitors request i.e. Subject Access Request To assist with contacting families regarding appointment reminders To assist with updating the patient registration and consent forms on the Trust patient database system To assist with preparing resources for parent group leader groups To man the teams mobile and take messages, when required.
Service Requirements: To provide cover for colleagues, as required, within CAMHS sites. To provide reception cover for early, late or weekend clinics, as required. To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice. Trained as nominated Fire Warden, First Aider and/or Health and Safety Champion. To assist in service user feedback and PPI. To carry out regular audit checks throughout the building. May be required to work outside of core hours, in line with service need.
Personal Development: To participate in development and training identified through the appraisal and supervision process. To attend and participate in all identified mandatory training. To assist with the induction of new staff.
Other: To ensure all duties are carried out in line with Trust policy. To carry out other duties appropriate to the grade as required, e.g. petty cash etc.
Person Specification
Qualifications
Essential
- NVQ 3 in customer care or admin (A)
- GCSE or equivalent qualification in English Language (A-C; 9-7 grade) (A)
Desirable
- GCSE or equivalent qualification in Mathematics (A-C; 9-7 grade) (A)
- ECDL (A)
Experience
Essential
- Experience in dealing with the public face-to-face and via telephone (A & I)
- Experience of administrative / secretarial procedures (A & I)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
- Experience of appointment booking systems (A)
Knowledge/Skills
Essential
- Working knowledge of Microsoft Outlook and Word (A & T)
- Awareness of Data Protection and Confidentiality (A & I)
- Understanding of Racial Awareness and Diversity (A & I)
Desirable
- Microsoft Excel (A)
- NHS in -house systems and databases (A)
Person Specification
Qualifications
Essential
- NVQ 3 in customer care or admin (A)
- GCSE or equivalent qualification in English Language (A-C; 9-7 grade) (A)
Desirable
- GCSE or equivalent qualification in Mathematics (A-C; 9-7 grade) (A)
- ECDL (A)
Experience
Essential
- Experience in dealing with the public face-to-face and via telephone (A & I)
- Experience of administrative / secretarial procedures (A & I)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
- Experience of appointment booking systems (A)
Knowledge/Skills
Essential
- Working knowledge of Microsoft Outlook and Word (A & T)
- Awareness of Data Protection and Confidentiality (A & I)
- Understanding of Racial Awareness and Diversity (A & I)
Desirable
- Microsoft Excel (A)
- NHS in -house systems and databases (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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
