Main area: Administrator
Grade: NHS AfC: Band 4
Contract: 9 months (Fixed Term)
Hours: Part time - 22.5 hours per week (Wed-Fri)
Job ref: 334-NCL-6459520-TA
Employer: South London and Maudsley NHS Foundation Trust
Employer type: NHS
Site: St Johns Angell Town Primary School
Town: London
Salary: £31,944 - £34,937 Pro rata per annum inclusive of HCAS
Salary period: Yearly
Closing: 25/11/2024 23:59
CAMHS Senior Administrator - CLAMHS
South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.
We are committed to providing high quality and specialist care to our service users and we are recognised for the care and treatment we provide. The Care Quality Commission rates our services as ‘good’.
We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will have the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.
The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.
As a Trust we are happy to talk flexible working.
Job overview
This post requires someone with knowledge and experience of working in a busy and varied environment and feels at ease working with clinical staff, children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible and unflappable approach. The post holder should offer a strong contribution towards maintaining high standards of our service.
We are looking for a person able to provide comprehensive administrative support to a multi-disciplinary team. You would be the first point of contact for families/carers and other members of the service user's network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word and particularly Excel. The post holder will be required to collate data and produce quarterly reports for the respective service. The post holder will be comfortable with IT and be keen to learn new software packages and processes.
Main duties of the job
The post holder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
Working alongside two teams, Children Looked After (CLAMHS) and the Youth Justice Team (YJS).
Talking telephone calls and monitoring all e-mails to the service.
The role also includes specific tasks such as waiting list management, information governance requests, and Health and Safety, Fire Warden responsibilities.
Detailed job description and main responsibilities
1) ADMINISTRATIVE
1. To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members' outlook calendars.
2. To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
3. To act independently to ensure daily tasks and ongoing workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
4. Ability to work in an unpredictable pattern, dealing with frequent interruptions.
5. Organise the booking of interpreters and translation of correspondence, where appropriate.
6. To arrange appointments and meetings as required.
7. Attend meetings and produce minutes.
8. Make travel arrangements for the team when required.
9. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
10. To add referrals to the Trust patient database within 24 hours of receipt.
11. Trace patient NHS details via the National Tracing System.
12. Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
13. Monitor and update operational data quality information proactively to ensure targets and standards are met. To assist the team lead in collating data and producing the quarterly reports for the respective service.
14. In conjunction with the clinical team, monitor and maintain accurate waiting lists.
15. To contribute to the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.
16. To participate in the preparation of PPI events, conferences and projects.
17. Managing petty cash, when required.
18. Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
19. To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Person specification
Qualifications
* NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
* GCSEs or equivalent qualifications in maths and English (A- C Grade)
Experience
* Excellent interpersonal skills
* Confident telephone manner
* Excellent copy and audio typing skills (50wpm or above)
* Accurate grammar, spelling and punctuation
* Ability to plan, prioritise and multi-task
* Ability to problem-solve
* Ability to work on own initiative
* Ability to work as part of a team
* Punctual, reliable and flexible
* Ability to organise events
* Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
Knowledge and Skills
* Experience in a responsible administrative/secretarial role
* Proven experience of office systems and procedures
* Experience of minuting meetings
* Experience of composing correspondence
* Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
* Awareness of Data Protection and Confidentiality
* Understanding of Racial Awareness and Diversity
* Health and Safety awareness
* NHS in-house systems and databases
The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights.
Please note:
* That all applications for this post will need to be made online
* That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
* That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
* That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
* That should you not have heard from us within three weeks from the closing date your application has not been successful
* That priority consideration for applications may be given to at-risk NHS employees
* That should you be successful and appointed, you authorise South London and Maudsley NHS Foundation Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
* That we are a smoke-free Trust
SLaM is a Stonewall Diversity Champion.
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
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