Lambeth CAMHS Senior Administrator - ADHD Service

South London and Maudsley NHS Foundation Trust; London; On-site; GBP 25,000 - 35,000; Full time

Job description

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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 providing high quality and specialist care to our service users and we are recognised for the 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

This post requires a senior administrator with knowledge and experience of working with Mental Health Consultants and Nurses in a busy and varied environment and feels at ease working with clinical staff and children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible and unflappable approach to your work is important and can offer a strong contribution towards maintaining the high standards of our service.

We are looking for a person able to provide comprehensive administrative support to a multi-disciplinary team. You would be the first point of contact for families/carers and other members of the service user's network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word and in particular Excel. The post holder will be required to collate data and produce the quarterly reports for the respective service. The post holder will need to be able to deal with 4 consultants' conflicting diaries as well as Junior Doctors. The post holder will be comfortable with IT and be keen to learn new software packages and processes. As well as, managing and overseeing the administrative component of the Trust patient database.

The successful candidate will need to meet all the Essential Criteria as detailed in the job description person specification.

Main duties of the job

1. 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.
2. To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
3. To act independently to ensure daily tasks and ongoing workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
4. Ability to work in an unpredictable pattern, dealing with frequent interruptions.
5. Organise the booking of interpreters and translation of correspondence, where appropriate.
6. To arrange appointments and meetings as required. Attend meetings and produce minutes.
7. Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
8. To add referrals to the Trust patient database within 24 hours of receipt. Trace patient NHS details via the National Tracing System.
9. Oversee the administrative/contracting component of the Trust patient database ensuring patient details are accurate.

Working for our organisation

The London Borough of Lambeth has a population of 317,800 (GLA 2020). Lambeth's population is highly diverse, a characteristic visible in the breadth of ethnic and cultural traditions seen throughout the borough. It is estimated that 63% of the population describe their ethnicity as other than White British; 23% describe their ethnicity as Black (11% Black African, 7% Black Caribbean and 5% Other Black), 22% White Other and 6% as Asian.

The Annual population survey estimates that a third of Lambeth's residents are non-UK born. Of these non-UK born, 40% are of wider European origin, 20% are of African origin; and 20% of Central or South American origin. Nearly 150 languages are spoken as the first language in the homes of Lambeth school children. Portuguese, Spanish and Somali, are the most commonly spoken other languages in Lambeth.

Lambeth has a child and youth population aged 0-20 of almost 70,000. Over 50% of this number are 0 to 9 years old.

Detailed job description and main responsibilities

Service Requirements

• To provide cover for colleagues, as required, within CAMHS.
• To provide ad hoc reception cover, as required, within CAMHS.
• Assist teams with the development of patient information and team.
• To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good service delivery.
• May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety representative.
• To assist in service user feedback.
• May be required to work outside of core hours, in line with service needs.
• 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 policies.
• 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, e.g. 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).

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification.

Skills & Abilities

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.

Desirable criteria

• Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic.
• Knowledge of NHS in-house systems.

Experience

Essential criteria

• Experience in a responsible administrative / secretarial role.
• Proven experience of office systems and procedures.
• Experience of composing correspondence.
• Experience of minuting meetings.
• Proficient use of Microsoft Outlook, Word, Excel and PowerPoint.

Desirable criteria

• NHS in-house systems and databases.

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 been 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

• Senior Administrator - ADHD Team (PDF, 483.3KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)