Job summary
Surrey and borders is looking for someone who enjoys working in a busy and complex environment and is passionate about providing an excellent service for our children and young people.
Location: 18 Mole Business Park, Randalls Road, Leatherhead, KT22 7AD
Work Pattern: Monday, Tuesday, Thursday & Friday from 9Am to 5 PM ( 30 hours a week)
Main duties of the job
- Provide comprehensive administrative support to the CYPS Learning Disability Team to ensure smooth day-to-day service delivery.
- Act as a key point of contact for internal staff, external agencies, and families, ensuring effective and sensitive communication.
- Manage and coordinate referrals, patient records, and information systems in line with Trust policies.
- Support team operations through diary management, meeting coordination, and document preparation.
- Maintain accurate records, data systems, and reporting processes to support service performance and KPIs.
- Assist the local manager with operational, administrative, and non-clinical service management tasks.
- Ensure confidentiality, data security, and compliance with organisational standards at all times.
About us
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We provide support to a population of 1.3 million across 140 services.
We actively seek to engage people who use our services and our communities in improving the mental wellbeing of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
This role is working within i-access, a successful, countywide drug and alcohol treatment service for Surrey residents delivering tier 2, 3 and 4 substance misuse interventions across 3 main bases and 25 satellite locations. i-access is run collaboratively by SABP, PH / SCC and Via under a cooperative agreement which is one of partnership and transparency and contributes to Surrey Heartlands wider strategic ambitions.
Job description
Job responsibilities
Administrative & Operational Support
- Support, liaise, and work effectively within the CYPS Learning Disability Team.
- Provide general administrative support including photocopying, scanning, uploading, and mail management.
- Format letters and reports produced by practitioners.
- Create bespoke documents such as leaflets and templates.
- Book rooms and prepare meeting spaces as required.
Communication & Liaison - Communicate effectively and sensitively with parents, carers, professionals, and external organisations.
- Liaise with wider teams and partner agencies where required.
- Act as the first point of contact for the local manager, handling and redirecting enquiries appropriately.
- Answer phone calls and respond to queries in a professional and timely manner.
- Monitor and manage the team inbox, ensuring actions are completed promptly.
Information Management & Record Keeping - Maintain accurate and up-to-date records in line with current practices and systems.
- Update case notes on electronic patient record systems.
- Ensure confidentiality and security of all health and corporate records.
- Use and maintain systems such as SystmOne, ESR, SBS, Power BI, Datix, and Microsoft Office tools.
Data, Reporting & Systems - Create and maintain spreadsheets and local data systems.
- Support the Business Lead with KPI reporting and performance monitoring.
- Assist in tracking team performance against internal and external targets.
Referral & Clinical Administration - Receive and process referrals, allocating them to appropriate clinicians and systems.
- Type reports, including those with tables and graphics.
Meeting & Diary Coordination - Plan and coordinate meetings, including agenda preparation, minute-taking, and distribution of papers.
- Support team members with scheduling and logistics.
Facilities & Resource Management - Assist in managing non-clinical issues such as facilities, equipment, and supplies.
- Monitor stock and raise purchase requisitions for stationery, interpreters, and services.
- Ensure equipment is maintained and functioning properly.
Time Management & Team Contribution - Demonstrate effective time management and prioritisation skills.
- Work independently and collaboratively to meet service standards.
- Support workflow management and proactively handle urgent tasks.
Governance, Values & Compliance - Promote equality, diversity, and inclusion in all aspects of work.
- Uphold Trust values and challenge stigma.
- Maintain health and safety standards, including VDU assessments.
Additional Responsibilities - Undertake any other reasonable duties as requested by senior colleagues.
Job description
Job responsibilities
Administrative & Operational Support
- Support, liaise, and work effectively within the CYPS Learning Disability Team.
- Provide general administrative support including photocopying, scanning, uploading, and mail management.
- Format letters and reports produced by practitioners.
- Create bespoke documents such as leaflets and templates.
- Book rooms and prepare meeting spaces as required.
Communication & Liaison - Communicate effectively and sensitively with parents, carers, professionals, and external organisations.
- Liaise with wider teams and partner agencies where required.
- Act as the first point of contact for the local manager, handling and redirecting enquiries appropriately.
- Answer phone calls and respond to queries in a professional and timely manner.
- Monitor and manage the team inbox, ensuring actions are completed promptly.
Information Management & Record Keeping - Maintain accurate and up-to-date records in line with current practices and systems.
- Update case notes on electronic patient record systems.
- Ensure confidentiality and security of all health and corporate records.
- Use and maintain systems such as SystmOne, ESR, SBS, Power BI, Datix, and Microsoft Office tools.
Data, Reporting & Systems - Create and maintain spreadsheets and local data systems.
- Support the Business Lead with KPI reporting and performance monitoring.
- Assist in tracking team performance against internal and external targets.
Referral & Clinical Administration - Receive and process referrals, allocating them to appropriate clinicians and systems.
- Type reports, including those with tables and graphics.
Meeting & Diary Coordination - Plan and coordinate meetings, including agenda preparation, minute-taking, and distribution of papers.
- Support team members with scheduling and logistics.
Facilities & Resource Management - Assist in managing non-clinical issues such as facilities, equipment, and supplies.
- Monitor stock and raise purchase requisitions for stationery, interpreters, and services.
- Ensure equipment is maintained and functioning properly.
Time Management & Team Contribution - Demonstrate effective time management and prioritisation skills.
- Work independently and collaboratively to meet service standards.
- Support workflow management and proactively handle urgent tasks.
Governance, Values & Compliance - Promote equality, diversity, and inclusion in all aspects of work.
- Uphold Trust values and challenge stigma.
- Maintain health and safety standards, including VDU assessments.
Additional Responsibilities - Undertake any other reasonable duties as requested by senior colleagues.
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Admin or equivalent administrative experience (3 years)
Experience
Essential
- 3 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures.
Person Specification
Qualifications
Essential
- NVQ Level 3 in Business Admin or equivalent administrative experience (3 years)
Experience
Essential
- 3 years' experience of clerical and administrative work requiring a high degree of accuracy and working in accordance with policies/procedures.
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).
