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

We are looking for a Senior Service Administrator on a permanent basis.

An excellent opportunity has arisen with the Enhanced Recovery Team, an award winning Highly Commended Community Team of the Year.

We are seeking to recruit an approachable, motivated, dedicated and enthusiastic Band 4 AFC Senior Service Administrator to work in the Enhanced Recovery Team (ERT) in Lewisham with the ability to work independently to tight deadlines. ERT works with people with severe and enduring mental health problems in Lewisham who are mostly in funded placements. You will be educated to at least GCSE standard and have secretarial experience. You will possess excellent administrative, organisational and communication skills and be able to work effectively as part of a multi-disciplinary team (MDT). You will have high skills in Microsoft packages, Teams, Word, Excel and PowerPoint and be proficient in the use of Office365. You will be able to prioritise your own workload and pay good attention to detail. A working knowledge of medical terminology and previous experience of working in a Community Setting within the NHS would be useful.

The working pattern is Monday to Friday from 09.00 am to 5.00pm.

In return our service will provide you with high level of supervision and support during your working career with us.

Main duties of the job

The post holder will provide admin support to the clinical team and will also provide admin support to various panels in Lewisham, taking minutes, dealing with and managing contracts and invoices for funded placements i.e. Residential and Nursing care homes. You will work with your counterpart in the council with the spreadsheet for the placements, invoices etc. and to provide required data for the funded placements. You would manage e-roster for the team.

Working for our organisation

The Enhanced Recovery Team (ERT) is based at the Old Town Hall in Catford and works across the Lewisham borough. The Recovery and Social Inclusion model underpins our service philosophy.

The multi-disciplinary team is peripatetic and works with service-users with age group of 18-65 with high support and complex needs. It provides extra external support, and care co-ordination to a range of high support residential projects.

The team is composed of eight care-coordinators, one psychologist, one assistant psychologist, a Senior Service Administrator, a Consultant psychiatrist, two Junior Doctors, a STaR worker and the team leader. The care coordinators are from nursing, social work and OT backgrounds.

ERT works regularly with some specific inpatient and Supported Accommodation settings. Support is also offered to clients and staff teams in other privately owned CQC registered residential settings. Most of these settings are managed separately from the team, or are non-NHS providers.

Detailed job description and main responsibilities

Key Responsibilities:

1. Provide highly proficient secretarial and administrative support to the service.

2. To deliver a high standard of customer care that is representative of the service and the overall trust's objectives.

3. Support service-related projects.

4. Assist the service with monitoring, updating and reporting comprehensive service-related activity data.

5. Order and ensure appropriate mechanisms are in place for goods/services provided up to £500.

6. Co-ordinate day to day admin support for the service and assist with the development of administrative processes.

7. To participate in any training and developmental needs as required by the Business Manager/Team Manager.

8. Support the service wide administrative cover arrangements.

Person specification

Qualifications

Essential criteria

• Secretarial qualification or demonstrable experience
• Good standard of general education including English and Mathematics at least GCSE level

Experience

Essential criteria

• Previous secretarial/PA experience
• Working to tight deadlines
• Team working
• Handling confidential information
• Developing and implementing
• Administrative systems
• Supporting data collection
• Diary management

Desirable criteria

• Worked in an NHS environment
• Experience of working with mental health patients

Knowledge / Skills

Essential criteria

• Ability to interpret and follow written guidelines
• Proficient Audio/Copy typing skills (at least 55WPM)
• An eye for detail
• Conference / Event Organising
• Proficient in Teams, Microsoft Outlook, Word, Excel and Power point
• Good Written communication
• Minute taking
• Ability to liaise and work with all levels of staff
• Able to use your own initiative and work unsupervised
• Flexible in approach and proactive A, I Tact/diplomacy
• Preparing, dealing and managing contracts and invoices
• Providing data as required
• Managing E-Roster
• Managing petty cash
• To report any maintenance issues
• Ordering stationery and other goods
• Supporting staff with IT issues
• Any other cognate duties that may be assigned

Desirable criteria

• An understanding of Electronic Patient Journey System

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, 456.6KB)
• Job description and Person Specification (PDF, 456.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)