CAMHS Senior Administrator - CLAMHS

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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 provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already 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 system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get 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 and 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 particular 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 include specific tasks such as wailing list management, information governance requests, and Health and Safety, Fire Warden responsibilities.

Working for our organisation

The London Borough of Lambeth has a population of 317,800 (GLA 2020). Lambeth's population is highly diverse, a characteristic visible in the breadth of ethnic and cultural traditions seen throughout the borough. It is estimated that 63% of the population describe their ethnicity as other than White British; 23% describe their ethnicity as Black (11% Black African, 7% Black Caribbean and 5% Other Black), 22% White Other and 6% as Asian.

The Annual population survey, estimates that a third of Lambeth's residents are non-UK born. Of these non-UK born, 40% are of wider European origin, 20% are of African origin; and 20% of Central or South American origin. Nearly 150 languages are spoken as the first language in the homes of Lambeth school children. Portuguese, Spanish and Somali, are the most commonly spoken other languages in Lambeth.

Lambeth has a child and youth population aged 0-20 of almost 70,000. Over 50% of this number are 0 to 9 years old.

Detailed job description and main responsibilities

1) ADMINISTRATIVE

(a) 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.

(b) To assist 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.

(c) To act independently to ensure daily tasks and on going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.

(d) Ability to work in an unpredictable pattern, dealing with frequent interruptions.

(e) Organise the booking of interpreters and translation of correspondence, where appropriate.

(f) To arrange appointments and meetings as required.

(g) Attend meetings and produce minutes.

(h) Make travel arrangements for the team when required.

(i) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.

(j) To add referrals to the Trust patient database within 24 hours of receipt.

(k) Trace patient NHS details via the National Tracing System

(I) 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.

(m) 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.

(n) In conjunction with the clinical team, monitor and maintain accurate waiting lists.

(o) To contribute in the compliance of Health and Safety requirements as requested by management. Maybe required to become Health and Safety Champion depending on service need.

(p) To participate in the preparation of PPI events, conferences and projects.

(q) Managing petty cash, when required.

(r) Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

(s) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

Person specification

Qualifications

Essential criteria

• NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
• GCSEs or equivalent qualifications maths and English (A- C Grade)

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification

Experience

Essential criteria

• RSA 3 secretarial qualification or equivalent qualification
• Excellent interpersonal skills
• Confident telephone manner
• Excellent copy and audio typing skills (50wpm or above)
• Accurate grammar, spelling and punctuation (
• Accurate data entry skills
• Ability to plan, prioritise and multi task
• Ability to problem solve
• Effective time management skills
• Ability to work on own initiative
• Ability to work as part of a team
• Punctual, reliable and flexible

Desirable criteria

• Ability to organise events
• Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic

Knowledge and Skills

Essential criteria

• 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
• Awareness of Data Protection and Confidentiality
• Understanding of Racial Awareness and Diversity
• Health and Safety awareness

Desirable criteria

• NHS in house systems and databases
• Microsoft Packages

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. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

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 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 , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe'

Employer certification / accreditation badges

Applicant requirements

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.

Documents to download

• Job description and person specification (PDF, 440.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)