Southwark CAMHS Senior Administrator

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

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

Southwark CAMHS Senior Administrator

The post holder will be responsible for providing a proactive, comprehensive, administrative, and secretarial service to a multi-disciplinary team. This enables the team to operate effectively and efficiently.

The administrator is often the first point of contact for families, carers and other members of the child or young person's network and plays an important role in ensuring a good patient experience and positive image of the service.

Managing and overseeing the administrative component of the Trust patient database, including inputting referral and patient information, monitoring and updating operational data quality and more.

Main duties of the job

§ Professional and confidential admin including copy typing, proof-reading, photocopying, facing, filing, scanning, posting, accessing team member calendars, arranging appointments, and make travel arrangements for the team as required.

§ Schedule, prepare, and distribute appointment letters to general practitioners and parents for both the ADHD Review Clinic (ARC) and the Neurodevelopmental Service (NDS).

§ Coordinate the ARC schedule based on clinician availability and the needs of service users.

§ Monitor and maintain accurate waiting lists for the NDS and ARC.

Working for our organisation

Benefits offered by SLAM:

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.

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 supporting 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 several programs such as leadership, mentoring, coaching, positive people management, collective leadership, and other talent programmes

WE RESERVE THE RIGHT TO CLOSE THIS VACANCY EARLY IF WE RECEIVE SUFFICIENT APPLICATIONS FOR THE ROLE.

Detailed job description and main responsibilities

• Run data reports as required.

§ Add referrals to the Trust patient database within 24 hours of receipt. Trace patient NHS details through the National Tracing System.

§ Oversee the administrative and contracting component of the Trust patient database, ensuring patient details are updated and accurate at all times - while adhering to timescales and data protection

§ Organise the booking of interpreters and translating correspondence where appropriate.

§ Proactively monitor and update operational data-quality information to ensure targets and standards are met.

§ Ordering stationery and being responsible for the follow up of orders ensuring correct delivery and stock items for the team as appropriate. General overseeing of stock levels.

§ Working independently, prioritising daily tasks and workloads, and completed within agreed timescales. Manage multiple tasks while maintaining quality standards.

§ Be able to work in an unpredictable pattern, dealing with frequent interruptions.

§ Help people in a diplomatic and tactful manner, screening, and routing calls as appropriate, taking clear and concise messages and dealing with general enquiries.

§ Attending meetings and producing minutes.

§ Contribute to Health and Safety requirements as requested by management. Post holder may be required to become Health and Safety Champion - depending on service need.

§ Participate in preparing Patient and Public Involvement (PPI) events, conferences, and projects.

§ Manage petty cash as required.

§ Support administrative trainees and temporary staff, ensuring access to ICT and relevant trust policies.

§ Contact Trust Estates and Facilities Department to report any faults or works required.

Please see attached job description and person specification for details.

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) • Mathematics (A - C Grade)

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification

Knowledge, Skills and Understanding

Essential criteria

• Excellent communication skills both verbal and written
• Excellent people skills
• Confident telephone manner
• Excellent copy and audio typing skills (50wpm or above)
• Accurate grammar, spelling, and punctuation
• Accurate data entry skills
• Ability to plan, prioritize and multitask
• Ability to problem solve
• Effective time management skills
• Ability to work on own initiative
• Ability to work as part of a team
• Punctual, dependable, and flexible
• Proficient use of Microsoft Office 365 consisting of Outlook, Word, Excel, Teams, Planner, One Note & PowerPoint.
• Awareness of Data Protection and Confidentiality.
• Understanding of Racial Awareness and Diversity.
• Health and Safety awareness.

Desirable criteria

• Ability to supervise staff.
• Ability to organize events.
• Microsoft Access knowledge.
• NHS in-house systems and databases.

Experience

Essential criteria

• 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

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, 448.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)