CAMHS Senior Administrator & Referral Coordinator (N&S OPD AAFS)

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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

National and Specialist CAMHS Outpatients are seeking to recruit a part-time (22.5 hrs per week) Senior Administrator post within the Child and Adolescent At-risk & Forensic Service (AAFS).

We are looking for focused and motivated individuals to join N&S, who are experienced, organised and committed individuals to support the work of the service, with the ability to work autonomously.

Career Progression pathways and development opportunities:

We are committed to get the very best out of our staff and support staff in their career aspirations. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. For this role, we offer career pathways to Administration and Business Management roles. In addition, we offer ongoing training and development in skills and aptitudes that will aid the appointee's career professional development.

Main duties of the job

We are looking for a senior administrator with excellent organisation and communication skills and a keen eye for detail. The successful candidate will be proactive, assertive, adaptable, work well within a team and be passionate about providing a high-quality service. We are looking for a candidate who has a good attitude, is efficient, great with systems and inspired by the idea of making a difference.

The key areas of responsibilities are to provide:

• comprehensive administrative and secretarial support
• referral coordinator for the team
• attending and taking team meeting minutes
• booking appointments and point of contact for families and other professionals.

Working for our organisation

Maudsley Hospital

We are located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and with a wide range of restaurants.

Detailed job description and main responsibilities

Administrative:

• To provide a professional and confidential administration service, to include preparing correspondence; proof reading documents; photocopying, filing, scanning, dealing with post, supporting team diary, booking appointments and answering phones.
• Responsible for the uploading of referrals and contracts: recording, maintaining, updating and ensuring accuracy of clinical activity and patient information pertinent to all admissions and discharges on the Patient Journey System (EPJS). Ensuring all clinical screens are completed. Review Insight reports on a weekly basis to ensure all mandatory data is complete, and report findings to the administration team leader on a monthly basis. Adhere to timescales and data protection.
• Trace patient NHS details via the National Tracing System.
• To assist people in a helpful, diplomatic and tactful manner. Taking clear concise messages and dealing with enquiries where appropriate.
• 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.
• Regular liaison and supervision with Senior Administration staff.

Service Requirements

• To provide cover for colleagues, as required, within CAMHS sites.
• To provide ad hoc reception cover, as required, within CAMHS sites.
• Assist teams with the development of patient information and team leaflets.
• To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
• May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
• May be required to work outside of core hours, in line with service need.

Personal Development

• To participate in development and training identified through the appraisal and supervision process.
• To attend and participate in all identified mandatory training.

Other

• To ensure all duties are carried out in line with Trust policy.
• To carry out other duties appropriate to the grade as required.
• To keep up-to-date with relevant Trust policies and developments within the NHS, eg. Business Continuity Plans, Care Quality Commission etc.

Person specification

Qualifications

Essential criteria

• NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
• GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification (A)

Experience

Essential criteria

• Significant experience in a responsible administrative / secretarial role (A / I)
• Proven experience of office systems and procedures (A / I)
• Experience of minuting meetings (A / T)

Desirable criteria

• Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)

Understanding and Knowledge

Essential criteria

• Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
• Awareness of Data Protection and Confidentiality (A / I)
• Understanding of Racial Awareness and Diversity (A / I)

Desirable criteria

• NHS in-house systems and databases (A)

Skills/Abilities

Essential criteria

• Excellent communication skills both verbal and written (A / I / T)
• Accurate grammar, spelling and punctuation (A / T)
• Ability to plan, prioritise and multi-task (A / I / T)
• Ability to work on own initiative (A / I)

Desirable criteria

• Ability to organise events (A / I)

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

You must have appropriate UK professional registration.

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

Documents to download

• CAMHS Senior Administrator & Referral Coordinator (N&S OPD AAFS) JD (PDF, 263.0KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)