Job summary
MCCAED is a Specialist Eating Disorders Service for young people aged up to 18 years and based at the Michael Rutter Centre, at the Maudsley Hospital. The multi-disciplinary team consists of Family Therapists, Psychiatrists, Clinical Psychologists, Clinical Nurse Specialists and Assistant Psychologists alongside Paediatric and Dietetic input. The service provides family therapy-based outpatient treatment specifically tailored to eating disorders, an intensive day patient service for young people with restrictive eating disorders and innovative multi-family therapy interventions for both Anorexia Nervosa and Bulimia Nervosa.
We are looking for focused and motivated individuals to join the MCCAED Team in the role of Senior Administrator. As this is a senior admin position, we are looking for an experienced, organised and committed individual to support the work of the service, with the ability to work autonomously.
Career Progression pathways and development opportunities:
We are committed to get the very best out of our staff and support staff in their career aspirations. For this role, we offer career pathways to Administration and Business Management roles. In addition, we offer ongoing training and development in skills and aptitudes that will aid the appointees career professional development.
Main duties of the job
We are looking for a senior administrator with excellent organisation and communication skills and a keen eye for detail. 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 inspired by the idea of making a difference.
The key areas of responsibilities are to provide:
- comprehensive administrative and secretarial support
- referral coordinator for the team
- attending and taking team meeting minutes
- report typing, booking appointments and point of contact for families and other professionals.
About us
The specialist Child and Adolescent Mental Health Services within the South London and Maudsley NHS Foundation Trust have a formidable reputation nationally and internationally. Clinical practice has thrived on mutually supportive links with the Institute of Psychiatry and Psychology, and with the Medical Research Council Child Psychiatry Unit.
The National and Specialist CAMHS Out-Patient service treats children who suffer from autism, hyperkinetic disorders, developmental disorders with associated emotional and behavioural problems, children with antisocial behaviour, oppositional defiant behaviour, children with eating disorders, depressed children, children with obsessive compulsive disorder and body dysmorphic disorder, adolescents with emerging borderline personality disorder and children with a traumatic stress response. We have child and adolescent forensic psychiatry and psychology teams, staff who specialise in fostering and adoption and staff who research and treat genetic disorders.
About our location:
This full-time post is based at the Michael Rutter Centre, Maudsley Hospital, DeCrespigny Park, London. SE5 8AZ.
Job description
Job responsibilities
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.
- To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
- Ability to work in an unpredictable pattern, dealing with frequent interruptions.
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To arrange appointments and meetings as required.
- Attend meetings and produce minutes.
- Make travel arrangements for the team when required.
- Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
- To add referrals to the Trust patient database within 24 hours of receipt.
- Trace patient NHS details via the National Tracing System
- Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
- Monitor and update operational data quality information proactively to ensure targets and standards are met.
- In conjunction with the clinical team, monitor and maintain accurate waiting lists.
- To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.
- To participate in the preparation of PPI events, conferences and projects.
- Managing petty cash, when required.
- Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
- To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Service Requirements
- To provide cover for colleagues, as required, within CAMHS sites.
- To provide ad hoc reception cover, as required, within CAMHS sites.
- Assist teams with the development of patient information and team leaflets.
- To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
- To assist in service user feedback and PPI.
- May be required to work outside of core hours, in line with service need.
- To line manage staff, as required.
Job description
Job responsibilities
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.
- To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards.
- Ability to work in an unpredictable pattern, dealing with frequent interruptions.
- Organise the booking of interpreters and translation of correspondence, where appropriate.
- To arrange appointments and meetings as required.
- Attend meetings and produce minutes.
- Make travel arrangements for the team when required.
- Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
- To add referrals to the Trust patient database within 24 hours of receipt.
- Trace patient NHS details via the National Tracing System
- Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
- Monitor and update operational data quality information proactively to ensure targets and standards are met.
- In conjunction with the clinical team, monitor and maintain accurate waiting lists.
- To contribute in the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.
- To participate in the preparation of PPI events, conferences and projects.
- Managing petty cash, when required.
- Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
- To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Service Requirements
- To provide cover for colleagues, as required, within CAMHS sites.
- To provide ad hoc reception cover, as required, within CAMHS sites.
- Assist teams with the development of patient information and team leaflets.
- To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
- To assist in service user feedback and PPI.
- May be required to work outside of core hours, in line with service need.
- To line manage staff, as required.
Person Specification
Qualifications
Essential
- oNVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- oGCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7)
Desirable
- oRSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- oSignificant experience in a responsible administrative / secretarial role.
- oProven experience of office systems and procedures.
- oExperience of minuting meetings.
Desirable
- oExperience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic.
Understanding and Knowledge
Essential
- oProficient use of Microsoft Outlook, Word, Excel and PowerPoint.
- oAwareness of Data Protection and Confidentiality.
- oUnderstanding of Racial Awareness and Diversity.
Desirable
- oNHS in-house systems and databases.
Skills & Abilities
Essential
- oExcellent communication skills both verbal and written.
- oAbility to plan, prioritise and multi-task.
- oAbility to work on own initiative.
Desirable
- oAbility to organise events
Person Specification
Qualifications
Essential
- oNVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- oGCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7)
Desirable
- oRSA 3 secretarial qualification or equivalent qualification
Experience
Essential
- oSignificant experience in a responsible administrative / secretarial role.
- oProven experience of office systems and procedures.
- oExperience of minuting meetings.
Desirable
- oExperience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic.
Understanding and Knowledge
Essential
- oProficient use of Microsoft Outlook, Word, Excel and PowerPoint.
- oAwareness of Data Protection and Confidentiality.
- oUnderstanding of Racial Awareness and Diversity.
Desirable
- oNHS in-house systems and databases.
Skills & Abilities
Essential
- oExcellent communication skills both verbal and written.
- oAbility to plan, prioritise and multi-task.
- oAbility to work on own initiative.
Desirable
- oAbility to organise events
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).
