Job summary
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
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 rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
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.
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.
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
About us
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% OtherBlack), 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.
Job description
Job 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
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety
- To assist in service user feedback and
- May be required to work outside of core hours, in line with service
- To line manage staff, as
Personal Development
- To participate in development and training identified through the appraisal and supervision
- To attend and participate in all identified mandatory
Other
- To ensure all duties are carried out in line with Trust
- To carry out other duties appropriate to the grade as
- To keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc
Job description
Job 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
- May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety
- To assist in service user feedback and
- May be required to work outside of core hours, in line with service
- To line manage staff, as
Personal Development
- To participate in development and training identified through the appraisal and supervision
- To attend and participate in all identified mandatory
Other
- To ensure all duties are carried out in line with Trust
- To carry out other duties appropriate to the grade as
- 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
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications in English Language (A - C grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Skills & Abilities
Essential
- 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
- Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
- Knowledge of NHS in house systems
Experience
Essential
- 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
- NHS in house systems and databases
Person Specification
Qualifications
Essential
- NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
- GCSEs or equivalent qualifications in English Language (A - C grade)
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Skills & Abilities
Essential
- 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
- Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
- Knowledge of NHS in house systems
Experience
Essential
- 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
- NHS in house systems and databases
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).
