Job summary This is an exciting and unique opportunity to join the newly developed Forensic Intellectual and Neurodevelopmental Disabilities (FIND) Community Team in South-West London & St George's Mental Health Trust (SWLSTG). The FIND Team will work closely with the newly developed Oak Unit, a Learning Disability and Autism (LDA) Ward, one of the four inpatient wards, which comprise the South-West London & St George's Forensic Service. Providing a safe transition for inpatients discharged from the Forensic Service is the Forensic Outreach Service (FOS) and the FIND Team will sit within FOS in order to provide specialist assessment, treatment and consultation to the Forensic Service in order to ensure a smooth, safe and clinically justified pathway to individuals with mental illness, offending history and learning disability with or without neurodevelopmental disorder. Main duties of the job The role of this post will be providing an administrative and secretarial service to the clinicians in the team and also to assist in the co-ordination of the service across the 3 Trusts in the South London Partnership (SLAM, SW London & St Georges and Oxleas). This team provides care and support to service users in the community and with transition from hospital into the community - this role will provide an important part of this team to ensure the smooth running of the service. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals. The post-holder will have a responsibility, in conjunction with the team, to ensure that the relevant policies and procedures are adhered to. This role is offered at 0.4 WTE. We are proud to offer agile and flexible working opportunities as part of our new ways of working, and we are happy to talk flexible working at the interview stage. About us We are Proud to Belong at South West London and St George's Mental Health NHS Trust. We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'. This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services. We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do. We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive. Come and join our inclusive teams and help our patients on their recovery journey. About our location: Springfield University Hospital, Tooting Date posted 27 February 2025 Pay scheme Agenda for change Band Band 4 Salary £31,944 to £34,937 a year pro rata per annum inclusive of inner London HCAS Contract Permanent Working pattern Part-time Reference number 294-FASP-7044394-JB-A Job locations Springfield University Hospital 15 Springfield Drive London SW17 0YF Job description Job responsibilities To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard to extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise To support team members in being able to access basic information held on My Dashboards and Pulse To ensure that all service users, patients and visitors are received in a courteous and efficient manner To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team To facilitate effective communication within the team by providing team members with messages and information To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person To support the administration of multi-agency meetings, panels, safeguarding meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and safeguarding Organise meetings including room bookings or video conferencing were possible as required Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems To support cashiers function in accordance with financial controls and procedures Photocopy/fax/scan/email as requested by other members of the team Provide admin support to the senior management team - invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature To implement Trust and team policies/procedures and propose changes to practices if necessary Job description Job responsibilities To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard to extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise To support team members in being able to access basic information held on My Dashboards and Pulse To ensure that all service users, patients and visitors are received in a courteous and efficient manner To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team To facilitate effective communication within the team by providing team members with messages and information To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person To support the administration of multi-agency meetings, panels, safeguarding meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and safeguarding Organise meetings including room bookings or video conferencing were possible as required Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems To support cashiers function in accordance with financial controls and procedures Photocopy/fax/scan/email as requested by other members of the team Provide admin support to the senior management team - invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature To implement Trust and team policies/procedures and propose changes to practices if necessary Person Specification Training & Qualifications Essential NVQ Business Administration level 4 or willingness to work towards achieving it or a Foundation Degree or equivalent in a relevant subject Evidence of continuing professional and personal development Experience Essential Demonstrable experience of administrative & secretarial work Experience of working within a multi-disciplinary team Front line customer service experience Desirable Experience of working in NHS setting or a similar large organisation Experience of using computerised databases Experience of community working Knowledge & Skills Essential Ability to problem solve work related queries for the team Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint Increased organisational skills and ability to prioritise Excellent communication and interpersonal skills Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking Knowledge of our business and how it supports patient care Desirable Knowledge of mental health issues Audio typing skills Person Specification Training & Qualifications Essential NVQ Business Administration level 4 or willingness to work towards achieving it or a Foundation Degree or equivalent in a relevant subject Evidence of continuing professional and personal development Experience Essential Demonstrable experience of administrative & secretarial work Experience of working within a multi-disciplinary team Front line customer service experience Desirable Experience of working in NHS setting or a similar large organisation Experience of using computerised databases Experience of community working Knowledge & Skills Essential Ability to problem solve work related queries for the team Knowledge and experience of using Microsoft packages including Outlook, Word, Excel and Powerpoint Increased organisational skills and ability to prioritise Excellent communication and interpersonal skills Ability to provide secretarial support for meetings e.g. organising, booking rooms, minute taking Knowledge of our business and how it supports patient care Desirable Knowledge of mental health issues Audio typing skills 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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 West London and St Georges Mental Health NHS Trust Address Springfield University Hospital 15 Springfield Drive London SW17 0YF Employer's website https://www.swlstg.nhs.uk/ (Opens in a new tab)