EA Clinical, Assoc Medical Director & Head of Psychology/Psychotherapy

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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

We are offering an exciting secondment opportunity for a proactive and proficient Executive Assistant to join the Child and Adolescent Mental Health Directorate's senior leadership administration team. You will be capable and self-motivated with a natural ability to plan ahead. You will need excellent communication skills and be able to work effectively with individuals at all levels and have a keen interest in managing projects.

You will provide first class administrative support to the Clinical Director, Associate Medical Director, and Head of Psychology and Psychotherapy. The successful candidate will be expected to provide administrative support for a range of meetings and projects and strong minute taking skills are essential as is the ability to manage a busy and complex diary.

Main duties of the job

To provide a fully comprehensive and first-class business administration service to the Clinical Director, Associate Medical Director, and Head of Psychology and Psychotherapy, CAMHS. Front of house, reputation and professional response is essential to achieve this. The post holder will deal with a broad range of very complex and sensitive issues and be a key point of contact, dealing with a wide range of staff and patients across the Trust, with external partners, the independent and private sectors.

To be a key resource to the Senior Management Team; ensuring the delivery of key operational and strategic objectives. This will result in the post holder leading and having responsibility for the development and implementation of specific projects and functions such as the various on-call rota's, medical recruitment and CT induction programme.

Working for our organisation

We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close knit team at SLaM. It's important to us that you feel valued and appreciated and that is why we have a comprehensive benefits package on offer.

• Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package, which is dependent on the role and length of service.
• Work life balance, flexible working and a range of flexible options, such as: part-time working and job sharing.
• Career development, there are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes.
• Car lease, our staff benefit from competitive deals to lease cars.
• Accommodation, our staff benefit from keyworker housing which is available on selected sites.
• NHS discounts, with discounts up to 10% from a variety of well-known retail brands through the Health Service Discounts website.

Other benefits include:

• Counselling services
• Wellbeing events
• Long service awards
• Cycle to work scheme
• Season ticket load
• Childcare vouchers
• Staff restaurants

We look forward to receiving your application.

Detailed job description and main responsibilities

• To provide high level administration support to the Clinical Director, Associate Medical Director and Head of Psychology and Psychotherapy, CAMHS. This may include functions such as booking travel arrangements, arranging local, national or international visits, submitting expense claims etc.
• To provide high level diary management support to the Clinical Director, Associate Medical Director and Head of Psychology and Psychotherapy, CAMHS.
• To Support other Senior Leadership Group members as required.
• To be responsible for ensuring the Senior Management team operates efficiently and This will include:
  1. Providing high level administrative and diary management support to sensitive and highly confidential situations.
  2. Management and support to Senior Management meetings including organising meetings, taking minutes and following up on actions
• Supporting the various On-Call rotas and leads.
• Organising all aspects relating to the recruitment of staff including the completion of ECFs, Job description liaison, advertising vacancies internally and externally and co-ordinating the interview process.
• To organize and facilitate Honorary SLaM Contracts within the service.
• To Organise and administer the CT Induction Programme, ensuing feedback and evaluation of the training is in place
• To maintain annual leave, study leave and sickness and absence recording on behalf of the Medical Consultants.
• To provide a front of house service for the senior management offices, including managing the supplies ordering process, as well as general housekeeping.
• To support the administration team in ensuring that all admin and office process documents, structure charts and contact lists are maintained and that they are communicated throughout the Directorate as appropriate.
• To support the coordination and dissemination of teaching, training and education materials across the Directorate.
• Responding to a wide range of requests, enquiries and problems from Trust Board Level downwards and from the private and independent sectors. You will take action to ensure they are dealt with and resolved quickly, efficiently and sensitively as You will be required to show a high level of discretion often working unsupervised.
• To provide cross-cover in the event of absence within the senior leadership admin
• To prioritise workload to ensure completion of work. To be part of the Directorate senior leadership administration team, carrying out any admin duties that helps towards providing an efficient and effective Directorate wide admin function. Any other duties deemed appropriate. To work on own initiative and often unsupervised.
• To coordinate events for both internal and external agencies such as team building events, structured away time, functions, conferences, workshops and visits from external organisations. You will be responsible for the detailed planning of programmes, identifying venues, negotiating costs, booking hospitality, providing materials and making travel arrangements for those
• Personal Development: Actively participate in regular supervision, support and appraisal from line manager. Undertake training and development opportunities identified through the supervision appraisal process.

Please refer to the job description for further details.

Person specification

Qualifications

Essential criteria

• Educated to degree level (or equivalent)

Experience

Essential criteria

• Extensive administration experience with a thorough working knowledge of efficient and effective office procedures
• Senior level secretarial and administrative experience, including complex diary management
• Experience of organising large events and meetings involving both internal and external agencies
• Experience of minute taking and transcribing detailed notes and minutes of meetings
• Experience of managing the "front of house" service for an office and team

Desirable criteria

• Experience of working within a framework of confidentiality
• Experience of working in an NHS Environment or similar complex environment
• Supervision of administrative staff

Knowledge and Skills

Essential criteria

• In depth knowledge of general admin procedures
• Excellent interpersonal and oral communication skills. This includes the ability to tailor communication styles to engage with a range of staff, senior clinicians and managers
• Excellent keyboard & IT skills, including the ability to use the MS Office packages Word, Excel, Powerpoint and Outlook
• Producing correspondence, reports, spreadsheets and presentational material
• Excellent self and time management skills. Ability to organise and prioritise own workload and to work autonomously and unsupervised, seeking advice when necessary
• Able to investigate a variety of issues, to propose solutions and to deal appropriately with complex enquiries

Desirable criteria

• Understanding of mental health issues
• Knowledge of electronic 'Patients Journey' System
• Ability to be flexible and work to strict deadlines

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

• Band 5 EA to the Clinical Director, Associate Medical Director and Head of Psychology and Psychotherapy, CAMHS (PDF, 552.3KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)