Job summary
National and Specialist CAMHS Outpatients are seeking to recruit a part-time (22.5 hrs per week) Senior Administrator post within the Child and Adolescent At-risk & Forensic Service (AAFS).
We are looking for focused and motivated individuals to join N&S, who are experienced, organised and committed individuals 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. We have career pathways available, where you will be able to develop your skills and build on your experience to progress into other roles across different specialties. 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 appointee's 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
- booking appointments and point of contact for families and other professionals.
About us
Maudsley Hospital
We are located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and with a wide range of restaurants.
Job description
Job responsibilities
Administrative:
- To provide a professional and confidential administration service, to include preparing correspondence; proof reading documents; photocopying, filing, scanning, dealing with post, supporting team diary, booking appointments and answering phones.
- Responsible for the uploading of referrals and contracts: recording, maintaining, updating and ensuring accuracy of clinical activity and patient information pertinent to all admissions and discharges on the Patient Journey System (EPJS). Ensuring all clinical screens are completed. Review Insight reports on a weekly basis to ensure all mandatory data is complete, and report findings to the administration team leader on a monthly basis. Adhere to timescales and data protection.
- Trace patient NHS details via the National Tracing System.
- To assist people in a helpful, diplomatic and tactful manner. Taking clear concise messages and dealing with 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.
- Regular liaison and supervision with Senior Administration staff.
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.
- May be required to work outside of core hours, in line with service need.
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 policy.
- 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, eg. Business Continuity Plans, Care Quality Commission etc.
Job description
Job responsibilities
Administrative:
- To provide a professional and confidential administration service, to include preparing correspondence; proof reading documents; photocopying, filing, scanning, dealing with post, supporting team diary, booking appointments and answering phones.
- Responsible for the uploading of referrals and contracts: recording, maintaining, updating and ensuring accuracy of clinical activity and patient information pertinent to all admissions and discharges on the Patient Journey System (EPJS). Ensuring all clinical screens are completed. Review Insight reports on a weekly basis to ensure all mandatory data is complete, and report findings to the administration team leader on a monthly basis. Adhere to timescales and data protection.
- Trace patient NHS details via the National Tracing System.
- To assist people in a helpful, diplomatic and tactful manner. Taking clear concise messages and dealing with 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.
- Regular liaison and supervision with Senior Administration staff.
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.
- May be required to work outside of core hours, in line with service need.
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 policy.
- 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, eg. Business Continuity Plans, Care Quality Commission etc.
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
- GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)
Desirable
- RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential
- Significant experience in a responsible administrative / secretarial role (A / I)
- Proven experience of office systems and procedures (A / I)
- Experience of minuting meetings (A / T)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
- Awareness of Data Protection and Confidentiality (A / I)
- Understanding of Racial Awareness and Diversity (A / I)
Desirable
- NHS in-house systems and databases (A)
Skills/Abilities
Essential
- Excellent communication skills both verbal and written (A / I / T)
- Accurate grammar, spelling and punctuation (A / T)
- Ability to plan, prioritise and multi-task (A / I / T)
- Ability to work on own initiative (A / I)
Desirable
- Ability to organise events (A / I)
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
- GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)
Desirable
- RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential
- Significant experience in a responsible administrative / secretarial role (A / I)
- Proven experience of office systems and procedures (A / I)
- Experience of minuting meetings (A / T)
Desirable
- Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential
- Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
- Awareness of Data Protection and Confidentiality (A / I)
- Understanding of Racial Awareness and Diversity (A / I)
Desirable
- NHS in-house systems and databases (A)
Skills/Abilities
Essential
- Excellent communication skills both verbal and written (A / I / T)
- Accurate grammar, spelling and punctuation (A / T)
- Ability to plan, prioritise and multi-task (A / I / T)
- Ability to work on own initiative (A / I)
Desirable
- Ability to organise events (A / I)
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
