Job summary
Sutton Child and Adolescent Mental Health Service (CAMHS) provides out-patient and consultation services to children experiencing a range of mental health and developmental difficulties.
The service also includes a Single Point of Access team which manages all referrals for children and adolescents in the Sutton borough where there are concerns about emotional heath/mental health difficulties. The Sutton T3 service and the SPA work in close collaboration
Sutton CAMHS Tier 3 is a multidisciplinary team specialising in the provision of high-quality assessments and evidence-based treatments for children, young people and their families presenting to the service with moderate to severe mental health problems and with high risk profiles.
Main duties of the job
We are looking for an enthusiastic, flexible and conscientious individual to be part of a team of secretarial staff in Sutton T3 CAMHS to ensure the best possible secretarial and administrative support to the clinical team. You must have substantial secretarial/administrative experience, preferably in the NHS. You must also have experience of Microsoft Word and Excel
Key responsibilities:
- To ensure that all service users' patients and visitors are received in a courteous and efficient manner.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically
- To be responsible for ensuring the data on the required electronic patient care record is accurate and up to date.
- To be responsible for ensuring referrals to the teams are processed efficiently.
- Responding to urgent referrals when necessary and making sure they are passed on to the duty team
- To facilitate effective communication within the team by providing team members with messages and information.
- To support the administration of internal meeting and forums as required to attend
- To be responsible for the ordering and purchasing of stationery and office supplies
- To support cashiers' function in accordance with financial controls and procedures.
- To have the need for confidentiality of service users and professional information
- Photocopy//scan/email as requested by other members of the team
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Come and join our inclusive teams and help our patients on their recovery journey.
Locations:
Sutton CAMHS are based at the Jubilee Health Centre in Wallington. The site is well served by the local bus routes, a train station within walking, and parking is available within a short walking distance in residential areas.
Job description
Job responsibilities
Administrative
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards and Pulse
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To support cashiers function in accordance with financial controls and procedures.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- Provide admin support to the senior management team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including Powerpoint, Excel
Reception and Clinic Support
- To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Out Patients Department
- Record attendance of patients and book follow up appointment if needed
- Support in the follow up clinic documentation
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked
- Facilitate clinic staff to efficiently manage the smooth running of clinics
- To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care
Job description
Job responsibilities
Administrative
- To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
- To support team members in being able to access basic information held on My Dashboards and Pulse
- To ensure that all service users patients and visitors are received in a courteous and efficient manner.
- To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team
- To facilitate effective communication within the team by providing team members with messages and information.
- To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
- To support the administration of multi-agency meetings, panels, Safeguarding Meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
- To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required
- Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager. Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
- To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
- To support cashiers function in accordance with financial controls and procedures.
- To have the need for confidentiality of service users and professional information
- Photocopy/fax/scan/email as requested by other members of the team
- Provide admin support to the senior management team - invoicing, Travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
- To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
- To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
- To ensure that computerised records of patient information are maintained and updated.
- To establish and maintain an effective filing system, including clinical files.
- To ensure that all post is opened, date stamped and distributed accordingly.
- To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
- To be proficient and confident in the use of Microsoft packages including Powerpoint, Excel
Reception and Clinic Support
- To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Out Patients Department
- Record attendance of patients and book follow up appointment if needed
- Support in the follow up clinic documentation
- Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked
- Facilitate clinic staff to efficiently manage the smooth running of clinics
- To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care
Person Specification
Training and Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
Person Specification
Training and Qualifications
Essential
- NVQ Business Administration level 3 or willingness to work towards achieving it
- ECDL or willingness to work towards achieving it
- GCSE English or equivalent
- Evidence of continuing professional and personal development
Desirable
- Evidence of continuing education
Experience
Essential
- Demonstrable experience of administrative & secretarial work
- Experience of working within a multi-disciplinary team
- Front line customer service experience
Desirable
- Experience of working in NHS setting or similar large organisation
- Experience of using computerised databases
- Experience of community working
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.
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
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.
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).
