Referral Coordinator/Senior Administrator

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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

Previous applicants need not apply.

The post-holder will be responsible for the provision of a high quality, effective and well-organised administrative and secretarial service to the Assessment and Liaison Team. The post-holder will be expected to work on his/her own initiative and as part of a team. Communications and Working Relationships: Lead Community Practitioner Daily Business Manager Daily Administration Team Daily Multidisciplinary Team Daily Service Users/Carers/General Public Regularly Estates and Facilities Team As necessary Finance Department As necessary GPs and other agencies As necessary Other Teams/Departments/Wards As necessary Head of Pathway As necessary

Main duties of the job

(a) To provide the MDT with a professional and confidential administration service, to include, referrals processing, data reporting, uploading patient information on the trust's system, typing correspondences, minute taking, photocopying, filing and scanning.
(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 on behalf of all team members as required.

Working for our organisation

Benefits:

Some of our benefits are highlighted here:
• 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 support 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
• NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.

Other benefits include:
• Counselling services
• Wellbeing events
• Long service awards
• Cycle to work scheme
• Season ticket loan

We look forward to receiving your application.

Detailed job description and main responsibilities

(a) To provide the MDT with a professional and confidential administration service, to include, referrals processing, data reporting, uploading patient information on the trust's system, typing correspondences, minute taking, photocopying, filing and scanning.
(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 on behalf of all team members as required.
(g) Make travel arrangements for the team when required.
(h) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(i) To add referrals to the Trust patient database within 24 hours of receipt.
(j) Oversee the patient database, ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
(k) 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.
(l) Support admin trainees and temporary staff
(m) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

Person specification

Qualifications

Essential criteria

• Good standard of general education including English and Mathematics achieving grades A-C
• Good Written Communication skills

Desirable criteria

• Secretarial/business qualification ECDL

Experience

Essential criteria

• Previous demonstrable administrative experience supporting senior staff in a complex organisation
• Previous demonstrable experience of working to tight deadlines
• Developing and implementing administrative systems
• Handling confidential information
• Supporting data collection

Desirable criteria

• Experience of working in an NHS environment, in a framework of confidentiality, ideally in a community mental health team setting
• Knowledge and understanding of the Electronic Patient Journey System (ePJS)

Skills & Knowledge

Essential criteria

• Referrals processing
• Intermediate skills in Excel, Word and Outlook
• Organising meetings and Minute taking/action logs
• Ability to work using your own initiative and unsupervised

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/Person Specification (PDF, 142.8KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)