Job summary
Croydon Child & Adolescent Mental Health Service (CAMHS) are looking for an enthusiastic receptionist/administrator with significant experience to join their friendly admin team. We are seeking an experienced team player to support and work alongside our existing receptionist and team of administrators.
The post holder will be responsible for providing an effective and efficient reception service. The receptionist plays an important role as is often the first face-to-face contact for families/carers and other members of the child/young person's network. The receptionist, therefore, should ensure that the young person's experience with clinical services is efficient, effective, responsive and sensitive to their needs, and promotes the good image of the service.
The post-holder will also be required to provide administrative by typing correspondence, as well as performing other administrative duties.
Managing and overseeing the administrative component of the Trust patient database, ie. inputting referral and patient information, monitoring and updating operational data quality, etc.
The post-holder will have a responsibility, in conjunction with the team, to ensure that the relevant policies and procedures are adhered to.
Main duties of the job
This is a very demanding role i.e. working in a fast paced reception within an outpatient service. The applicant is required to have excellent communication skills and telephone manner with the ability to multi task and prioritise your workload. The receptionist will be responsible for answering and signposting calls, emailing clinicians, dealing with post, liaising with Drs for medication, completing templated letters and other tasks working to deadlines.
Attention to detail with good literacy skills are required as the successful applicant will be producing standard letters and assisting in entering data onto our Electronic Patient Journey System (ePJS) - experience in using ePJS is an advantage, but not essential, as training would be provided.
About us
Based at Christopher Wren House, Croydon.
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 valued and appreciated and that are 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 support 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 programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes
Car lease, our staff benefits from competitive deals to lease cars
Accommodation, our staff benefits from keyworker housing available which is available on selected sites
NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.
Other benefits include:
Counselling services
Wellbeing events
Cycle to work scheme
Season ticket loan
Childcare vouchers
Staff restaurants
Job description
Job responsibilities
-
- 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, where appropriate.
- To maintain the reception area, eg. restocking leaflets etc. Overseeing the signing-in procedure for families and visitors on arrival
- 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 provide a professional and confidential administration service, to include copy typing; preparing correspondence; proof reading documents; photocopying;; filing; scanning; dealing with post.
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To contact the Trust Estates and Facilities Department to report works, as required. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team.
- Post holder will be required to train as a nominated fire warder, first aider and/or health and safety champion.
- Provide cover for colleagues within CAMHS sites as required.
- Attend and participate in administrative team meetings to assist in the implementation and continual review of systems to ensure best practice.
Job description
Job responsibilities
-
- 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, where appropriate.
- To maintain the reception area, eg. restocking leaflets etc. Overseeing the signing-in procedure for families and visitors on arrival
- 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 provide a professional and confidential administration service, to include copy typing; preparing correspondence; proof reading documents; photocopying;; filing; scanning; dealing with post.
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To contact the Trust Estates and Facilities Department to report works, as required. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team.
- Post holder will be required to train as a nominated fire warder, first aider and/or health and safety champion.
- Provide cover for colleagues within CAMHS sites as required.
- Attend and participate in administrative team meetings to assist in the implementation and continual review of systems to ensure best practice.
Person Specification
Qualifications
Essential
- GCSEs or equivalent qualifications in: English Language (A - C /4 + grade) and Mathematics (A - C/4+ grade)
- NVQ 2 in Customer care or administration or equivalent administrative or secretarial experience
Desirable
Experience
Essential
- Experience in dealing with the public face-to-face and via telephone
- Experience of administrative / secretarial procedures
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic
Knowledge/Skills
Essential
- Excellent communication skills both verbal and written
- Confident telephone manner
- Excellent copy typing
- Accurate grammar, spelling and punctuation
- Ability to plan, prioritise and multi-task
- Punctual, reliable and flexible
- Working knowledge of Microsoft Outlook and Word
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
Desirable
- NHS in-house systems and databases
Person Specification
Qualifications
Essential
- GCSEs or equivalent qualifications in: English Language (A - C /4 + grade) and Mathematics (A - C/4+ grade)
- NVQ 2 in Customer care or administration or equivalent administrative or secretarial experience
Desirable
Experience
Essential
- Experience in dealing with the public face-to-face and via telephone
- Experience of administrative / secretarial procedures
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic
Knowledge/Skills
Essential
- Excellent communication skills both verbal and written
- Confident telephone manner
- Excellent copy typing
- Accurate grammar, spelling and punctuation
- Ability to plan, prioritise and multi-task
- Punctual, reliable and flexible
- Working knowledge of Microsoft Outlook and Word
- Awareness of Data Protection and Confidentiality
- Understanding of Racial Awareness and Diversity
Desirable
- NHS in-house systems and databases
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).
