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

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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

An exciting opportunity has arisen within the Child and Adolescent Dialectical Behavioural Therapy team in the National & Specialist CAMHS Outpatients for a Senior Administrator /Referral Coordinator.

The Dialectical Behaviour Therapy programme is created on the evidence-based model as adapted for working with young people and their families and carers. They offer an intensive psychological assessment and treatment programme, including weekly skills groups for adolescents and parents/carers. Young people aged 13-17 years, with a history of severe emotion dysregulation and related problems including self-harm and suicidal behaviours/ideation are eligible for the programme. The service also offers trauma-focused interventions where needed for those who are able to complete the first stage of DBT and we regularly treat young people with other comorbidities including eating difficulties, anxiety disorders and depression.

We are looking for focused and motivated individuals to join the Dialectical Behavioural Therapy team in the role of Senior Administrator. As this is a senior administrator position, we are looking for experienced, organised and committed individuals to support the work of the service, with the ability to work autonomously.

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
• report typing, booking appointments and point of contact for families and other professionals.
• Point of contact for training clients (eg other NHS Trusts)

Working for our organisation

This full-time post is based at the Michael Rutter Centre, Maudsley Hospital, Denmark Hill, London. SE5 8AZ.

Flexible working:

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 09:00 to 17:00, giving you the very best of good work life balance. (This may include working early mornings, later evenings or Saturdays as part of the core working hours/working pattern for this post)

Detailed job description and main responsibilities

1. Job Description:
• To provide a professional and confidential administration service, to include audio/copy typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members' outlook calendars.
• 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.
• 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.
• Ability to work in an unpredictable pattern, dealing with frequent interruptions.
• Organise the booking of interpreters and translation of correspondence, where appropriate.
• To arrange appointments and meetings as required.
• Attend meetings and produce minutes.
• Make travel arrangements for the team when required.
• Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
• To add referrals to the Trust patient database within 24 hours of receipt.
• Trace patient NHS details via the National Tracing System
• 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.
• Monitor and update operational data quality information proactively to ensure targets and standards are met.
• In conjunction with the clinical team, monitor and maintain accurate waiting lists.
• To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.
• To participate in the preparation of PPI events, conferences and projects.
• Managing petty cash, when required.
• Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
• To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

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.
• To assist in service user feedback and PPI.
• May be required to work outside of core hours, in line with service need.
• To line manage staff, as required.

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
• GCSEs or equivalent qualifications in English Language (A-C grade / grade 4 or above) and Mathematics (A-C / grade 4 or above)

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification

Experience

Essential criteria

• Significant experience in a responsible administrative / secretarial role
• Proven experience of office systems and procedures
• Experience of minuting meetings
• Experience of composing correspondence

Desirable criteria

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

Understanding and Knowledge

Essential criteria

• 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

Desirable criteria

• Microsoft Access
• NHS in -house systems and databases

Skills

Essential criteria

• Excellent communication skills both verbal and written
• Excellent interpersonal skills
• Confident telephone manner
• Excellent copy and audio typing skills (50wpm or above)
• Accurate grammar, spelling and punctuation
• Accurate data entry skills
• Effective time management skills
• Punctual, reliable and flexible

Abilities

Essential criteria

• Ability to work on own initiative
• Ability to work as part of a team
• Ability to plan, prioritise and multi-task
• Ability to problem-solve

Desirable criteria

• Ability to supervise staff
• Ability to organise events

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

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 DBT) JD (PDF, 222.0KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)