Job summary
The post-holder will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
The administrator is often the first point of contact for external services to SLAM, GSTT and other statutory/non-statutory services and plays an important role in ensuring a good patient experience and positive image of the service.
The candidate will need to work under supervision but have the capability of working under their own initiative. They should possess good communication, interpersonal and organisational skills, with a flexible approach to work and also enjoy working as part of a team.
Main duties of the job
The post-holder will be responsible for the participation in the provision of a high quality administrative service to the GSTT Mental Health Liaison Teams, that cover patients aged 18+.
Willingness to cover Reception posts across sites is required at times.
Undertake minute taking, proficient in Excel, audio and copy typing for the multidisciplinary team for the provision of client related reports, assessments, teamcorrespondence and discharge summaries.
To provide a professional, confidential, sensitive and friendly front-line service to patients, relatives and referrers. Able to take accurate detailed messages as necessary ensuring urgent items are passed on to relevant staff and take follow up actions where appropriate.
To be responsible for the timely recording, updating and accuracy of clinical activity entered onto the Trust's database and that quality standards are achieved for all patientrecords; familiarity with SLaM (EPJs) and/ or GSTT (symphony, enoting) IT systems would be advantageous.
To process referrals to the service, ensuring timely follow-up by clinicians, in line with Trust and National targets and supporting with administrative tasks related to the team(s)caseload of patients.
Managing and overseeing the administrative component of the Trust patient database, i.e. inputting referral and patient information, monitoring and updating data quality etc.
About us
South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol.
We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.
SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. You will have access to professional development and learning opportunities, and have the chance to work alongside people who are world leaders in their field.
The core philosophy of the Core24 Mental Health Liaison team is:
"We take a professional, honest, caring and open-minded approach. We encourage and support choice. We are prompt and will take time to listen, work collaboratively with you and stick to our word. We respect differences"
This is in line with the trust's core values:
- I will be caring, kind and polite.
- I will be prompt and value your time.
- I will take time to listen to you
- I will be honest and direct with you.
- I will do what I say I am going to do.
Job description
Job responsibilities
Administration duties:
a) To respond to telephone enquiries from referrers and staff promptly and in a courteousand professional way, re-routing calls as appropriate. Taking clear, concise messages and dealing with general enquiries where appropriate.
b) To act independently to ensure daily tasks and on-going workloads are prioritized andcomplete within agreed timescales. Manage multiple tasks within the working day whilstmaintaining quality standards.
c) To have the ability to work in an unpredictable pattern, dealing with frequent interruptions.
d) Arrange, attend and minute service meetings. Produce accurate minutes, collate and distribute reports/papers.
e) To be responsible for improving existing admin systems and devising new systems toensure the administration service is of the highest quality.
f) To order stationery and be responsible for the following-up of orders to ensure delivery and correct receipt of stock for the team, as required.
g) To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health & Safety Champion depending of service need.
f) to support the patient flow co-ordinator in daily bed management tasks updating the local team but also the wider acute trust (as required).
h) To participate in the preparation of team meetings, events, conferences and projects.
i) Supporting admin trainees and temporary staff, ensuring access to ICT and the relevant
Trust policies.
j) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Service Requirements
a) To line manage junior staff.
b) To provide cover for colleagues, as required within all GSTT Liaison sites.
c) to work a shift pattern to support with clinical administration over busy periods of the 24 hour period working closely with the psychiatric nurse in charge to ensure that patient administration is completed in a timely manner.
d) Assist teams with the development of patient information and team leaflets.
e) To attend and actively participate in, administration team meetings and to assist in the implementation and continual review of systems to ensure good practice.
f) To assist in service user feedback
g) May be required to work outside of core hours, in line with service need.
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
Job description
Job responsibilities
Administration duties:
a) To respond to telephone enquiries from referrers and staff promptly and in a courteousand professional way, re-routing calls as appropriate. Taking clear, concise messages and dealing with general enquiries where appropriate.
b) To act independently to ensure daily tasks and on-going workloads are prioritized andcomplete within agreed timescales. Manage multiple tasks within the working day whilstmaintaining quality standards.
c) To have the ability to work in an unpredictable pattern, dealing with frequent interruptions.
d) Arrange, attend and minute service meetings. Produce accurate minutes, collate and distribute reports/papers.
e) To be responsible for improving existing admin systems and devising new systems toensure the administration service is of the highest quality.
f) To order stationery and be responsible for the following-up of orders to ensure delivery and correct receipt of stock for the team, as required.
g) To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health & Safety Champion depending of service need.
f) to support the patient flow co-ordinator in daily bed management tasks updating the local team but also the wider acute trust (as required).
h) To participate in the preparation of team meetings, events, conferences and projects.
i) Supporting admin trainees and temporary staff, ensuring access to ICT and the relevant
Trust policies.
j) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Service Requirements
a) To line manage junior staff.
b) To provide cover for colleagues, as required within all GSTT Liaison sites.
c) to work a shift pattern to support with clinical administration over busy periods of the 24 hour period working closely with the psychiatric nurse in charge to ensure that patient administration is completed in a timely manner.
d) Assist teams with the development of patient information and team leaflets.
e) To attend and actively participate in, administration team meetings and to assist in the implementation and continual review of systems to ensure good practice.
f) To assist in service user feedback
g) May be required to work outside of core hours, in line with service need.
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
Person Specification
Qualifications
Essential
- Secretarial qualification or demonstrative experience
- Good standard of general education including English and Mathematics
Desirable
- EPIC training completed and experience in use in a clinical environment
- EPJs training completed and experience in use in a clinical environment
Experience
Essential
- Good experience of using Microsoft 365; Microsoft Outlook and diary management
- Administrative experience in the NHS or other complex customer focused organisation
- Awareness and understanding or the importance of maintaining confidentiality and data protection procedures
- Ability to use own initiative and work unsupervised
- Ability to work under pressure and prioritise own worklaod
- Ability to work as part of a team
- Good time management skills
- Excellent customer relation skills and experience of dealing tactfully with people at all levels
- Excellent interpersonal, verbal and written communication skills
- Ability to interpret and follow written guidelines
- Flexible and adaptable to change
- Good knowledge of computer/word processing packages and databases, e.g. Word, Excel, PowerPoint
Desirable
- Experience of working in an NHS environment, ideally in a mental health setting.
- Knowledge and understanding of mental health issues
- An understanding of Electronic Patient Journey System, or other relevant NHS Trust electronic database
Person Specification
Qualifications
Essential
- Secretarial qualification or demonstrative experience
- Good standard of general education including English and Mathematics
Desirable
- EPIC training completed and experience in use in a clinical environment
- EPJs training completed and experience in use in a clinical environment
Experience
Essential
- Good experience of using Microsoft 365; Microsoft Outlook and diary management
- Administrative experience in the NHS or other complex customer focused organisation
- Awareness and understanding or the importance of maintaining confidentiality and data protection procedures
- Ability to use own initiative and work unsupervised
- Ability to work under pressure and prioritise own worklaod
- Ability to work as part of a team
- Good time management skills
- Excellent customer relation skills and experience of dealing tactfully with people at all levels
- Excellent interpersonal, verbal and written communication skills
- Ability to interpret and follow written guidelines
- Flexible and adaptable to change
- Good knowledge of computer/word processing packages and databases, e.g. Word, Excel, PowerPoint
Desirable
- Experience of working in an NHS environment, ideally in a mental health setting.
- Knowledge and understanding of mental health issues
- An understanding of Electronic Patient Journey System, or other relevant NHS Trust electronic database
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
GSTT Mental Health Liaison Team
St Thomas Hospital, Gassiot House
London
SE1 7EH
Employer's website
https://www.slam.nhs.uk/ (Opens in a new tab)
