• Job Description

  Req#: C9334-24-0417?language=en&page=75&sort=publicationDateDesc

  Job summary

  We are looking to employ an enthusiastic and committed Senior Administrator to join our busy team at PCMHT Southwark North. You will be responsible for providing a proactive, comprehensive administrative service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.

  To post-holder will be expected to provide clinic support such as booking appointments, processing service questionnaires and clinical correspondence. They will manage and oversee the administrative components of the Trusts electronic patient journey system, i.e. inputting referrals and patient information, monitoring and updating operational data.

  Main duties of the job

  • To have excellent organisational and communication skills, a keen eye for detail and be used to a busy role.
  • The successful candidate will be proactive, assertive, adaptable, work well within a team and be passionate about providing a high-quality service.
  • We are looking for a candidate who has a good attitude, is efficient, great with systems, and is able to demonstrate a sound knowledge of Microsoft Office programmes including Outlook, Word and Excel.
  • To ensure that careful consideration to sensitive information and confidentiality is adhered to at all times.
  • Support the team with monitoring service-related data activity.

  About us

  About South London and Maudsley NHS Foundation Trust(SLaM):SLaM provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre.SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. We provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark.About Primary Care Mental Health Team (Southwark North):PCMHTs provide assessments and short-term treatment for people needing mental health support. We are a multi-disciplinary service with range of professionals including nurses, doctors, psychologists, psychotherapists, occupational therapists and specialist workers providing employment support, benefits advice and social inclusion. We provide a broad range of medical, psychological and social treatments and interventions. We work closely with acute and crisis service, and mental health services in primary care to ensure that service users receive the right care at the right time.

  Date posted

  08 April 2024

  Pay scheme

  Agenda for change

  Band

  Band 4

  Salary

  £30,279 to £33,116 a year per annum inclusive of HCAS

  Contract

  Fixed term

  Duration

  12 months

  Working pattern

  Full-time

  Reference number

  334-NCL-6110787-TA

  Job locations

  PCMHT Southwark North Team

  Chaucer Resource Centre, 13 Ann Moss Way

  London

  SE16 2TH

  
  

  Job description

  Job responsibilities

  1. Administrative duties:

  • Providing professional administrative support including, photocopying, filing, scanning, post, arranging appointments and meetings as required and support arrangements for travel for team members as and when required.
  • Ordering stationery and being responsible for the follow-up of orders ensuring correct delivery and stock items for the team as appropriate.
  • Help people in a diplomatic and tactful manner, screening and routing calls as appropriate, taking clear and concise messages and dealing with general enquiries.
  • Booking interpreters and translating services.
  • Add referrals to the Trust Electronic Patient Journey System (EPJS) within 24 hours of receipt. Trace patient demographic details through the NHS Summary Care Record system. Oversee the administrative and contracting component of EPJS, ensuring patient details are updated and accurate at all times while adhering to timescales and data protection.
  • Contribute to Health and Safety requirements as requested by the Business Manager. i.e contact Trust Estates and Facilities Department to report any faults or works required around the centre.
  • Manage petty cash as required.
  • Support administrative trainees and agency staff.

  1. Service requirements

  • Provide administrative cross cover for the wider teams based at the centre as requested by the Business Manager.
  • Provide reception cover as required.
  • Post holder may be required to train as a nominated fire warder, first aider and/or health and safety champion depending on service need.

  1. Communications and Working Relationships include:

  • Service Users/Carers/Relatives Daily
  • Team Members Daily
  • Team Members on other inpatient wards Daily
  • Medical Staff Daily
  • Admin Colleagues and Business Manager Daily
  • Community Mental Health Team Staff Regularly
  • Outpatient Department Staff Regularly
  • Mental Health Act Office Regularly
  • Data Protection Office Regularly
  • GPs Regularly

  Job description

  Job responsibilities

  1. Administrative duties:

  • Providing professional administrative support including, photocopying, filing, scanning, post, arranging appointments and meetings as required and support arrangements for travel for team members as and when required.
  • Ordering stationery and being responsible for the follow-up of orders ensuring correct delivery and stock items for the team as appropriate.
  • Help people in a diplomatic and tactful manner, screening and routing calls as appropriate, taking clear and concise messages and dealing with general enquiries.
  • Booking interpreters and translating services.
  • Add referrals to the Trust Electronic Patient Journey System (EPJS) within 24 hours of receipt. Trace patient demographic details through the NHS Summary Care Record system. Oversee the administrative and contracting component of EPJS, ensuring patient details are updated and accurate at all times while adhering to timescales and data protection.
  • Contribute to Health and Safety requirements as requested by the Business Manager. i.e contact Trust Estates and Facilities Department to report any faults or works required around the centre.
  • Manage petty cash as required.
  • Support administrative trainees and agency staff.

  1. Service requirements

  • Provide administrative cross cover for the wider teams based at the centre as requested by the Business Manager.
  • Provide reception cover as required.
  • Post holder may be required to train as a nominated fire warder, first aider and/or health and safety champion depending on service need.

  1. Communications and Working Relationships include:

  • Service Users/Carers/Relatives Daily
  • Team Members Daily
  • Team Members on other inpatient wards Daily
  • Medical Staff Daily
  • Admin Colleagues and Business Manager Daily
  • Community Mental Health Team Staff Regularly
  • Outpatient Department Staff Regularly
  • Mental Health Act Office Regularly
  • Data Protection Office Regularly
  • GPs Regularly

  Person Specification

  Qualifications

  Essential

  • GCSE or equivalent qualifications in: English and Mathematics (A-C grade). (A)
  • Equivalent administrative/secretarial experience (A)

  Desirable

  • NVQ 3 in customer care/business administration (A)
  • RSA 3 Secretarial qualification (A)

  Experience

  Essential

  • Significant experience within an administrative/secretarial role. (A & I)
  • Significant experience in dealing with the public face-to-face and via telephone. (A & I)
  • Proven experience of office systems and procedures. (A & I)
  • Experience of attending meetings and taking minutes/actions. (A)
  • Experience of appointment booking systems (A)
  • Experience of processing clinical correspondence, proof reading and formatting. (A)

  Desirable

  • Experience of working in the NHS, ideally within mental health environment; hospital or community clinic (A)

  Knowledge / Skills / Understanding

  Essential

  • Excellent communication skills both verbal and written. (A & I)
  • Confident telephone manner. (A & I)
  • Accurate grammar, spelling and punctuation. (A)
  • Proficient use of Microsoft Outlook, Word, Excel. (A/I)

  Desirable

  • Excellent copy typing and audio typing skills (40wpm or above). (A)
  • NHS in-house systems and databases (A)

  Person Specification

  Qualifications

  Essential

  • GCSE or equivalent qualifications in: English and Mathematics (A-C grade). (A)
  • Equivalent administrative/secretarial experience (A)

  Desirable

  • NVQ 3 in customer care/business administration (A)
  • RSA 3 Secretarial qualification (A)

  Experience

  Essential

  • Significant experience within an administrative/secretarial role. (A & I)
  • Significant experience in dealing with the public face-to-face and via telephone. (A & I)
  • Proven experience of office systems and procedures. (A & I)
  • Experience of attending meetings and taking minutes/actions. (A)
  • Experience of appointment booking systems (A)
  • Experience of processing clinical correspondence, proof reading and formatting. (A)

  Desirable

  • Experience of working in the NHS, ideally within mental health environment; hospital or community clinic (A)

  Knowledge / Skills / Understanding

  Essential

  • Excellent communication skills both verbal and written. (A & I)
  • Confident telephone manner. (A & I)
  • Accurate grammar, spelling and punctuation. (A)
  • Proficient use of Microsoft Outlook, Word, Excel. (A/I)

  Desirable

  • Excellent copy typing and audio typing skills (40wpm or above). (A)
  • NHS in-house systems and databases (A)

  Disclosure and Barring Service Check

  This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Additional information

  Certificate of Sponsorship

  Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

  From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

  Employer details

  Employer name

  South London and Maudsley NHS Foundation Trust

  Address

  PCMHT Southwark North Team

  Chaucer Resource Centre, 13 Ann Moss Way

  London

  SE16 2TH

  
  

  Employer's website

  https://www.slam.nhs.uk/ (Opens in a new tab)

  Employer details

  Employer name

  South London and Maudsley NHS Foundation Trust

  Address

  PCMHT Southwark North Team

  Chaucer Resource Centre, 13 Ann Moss Way

  London

  SE16 2TH

  
  

  Employer's website

  https://www.slam.nhs.uk/ (Opens in a new tab)

• About the company

  National Health Service (NHS) is the umbrella term for the publicly-funded healthcare systems of the United Kingdom (UK). The founding principles were that services should be comprehensive, universal and free at the point of delivery—a health service based on clinical need, not ability to pay. Each service provides a comprehensive range of health services, free at the point of use for people ordinarily resident in the United Kingdom apart from dental treatment and optical care.

Notice