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Administrative Team Secretary

NHS AfC: Band 4

Main area
Child & Adolescent Mental Health Services
Grade
NHS AfC: Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
294-CAMHS-3816262-JB
Site
Barnes Hospital
Town
London
Salary
£26,447 - £28,780 per annum inclusive of HCAs
Salary period
Yearly
Closing
25/01/2022 23:59

South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including specialised services such as national deaf adults and CAMHS inpatients and OCD.

We are committed to providing high quality integrated health and social care for local people with mental health problems in South West London and more specialist mental health services for people throughout the UK. The Care Quality Commission already rates our services as ‘good’ however we aim to be ‘outstanding’.

Our Values

We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. Our mission is "making life better together".

When you join us, you’ll be part of something special – an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.

As a Trust, we are happy to talk flexible working.

We are passionate about caring for our service users, their family and friends and the wellbeing of our colleagues.  From 1st April 2022, it will be a requirement for everyone joining South West London and St Georges in a CQC regulated patient facing role to be fully vaccinated against COVID-19 or to hold a qualifying exemption.  Applicants are further advised that it is a condition of employment that evidence of their vaccination status is provided, as part of the pre-employment checks.

Job overview

 We are looking for an enthusiastic, flexible and conscientious individual to be part of a team of secretarial staff in Richmond T3 Child and Adolescent Mental Health Service (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

Main duties of the job

  • Reception duties meeting and greeting patients to the service
  • Updating patient care data and systems
  • Liaising with patients via telephone/text and letter to coordinate patient appointments
  • Processing patient referrals
  • Providing administrative support for internal meetings
  • Stationary ordering and coordination of office supplies
  • Dictation and supporting clinical staff with letter writing

Working for our organisation

The Richmond Child and Adolescent Mental Health (CAMHS) service 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 Richmond and Kingston boroughs where there are concerns about emotional heath/mental health difficulties. The Richmond T3 service and the SPA work in close collaboration 

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 8am to 6pm, giving you the very best of good work life balance.

We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do.

Locations: 

The location of this role is Richmond T3 CAMHS based at Barnes Hospital. The department will be relocating to Richmond Royal Hospital Richmond in the future. There are options for flexible working in our other bases including as well as opportunities for some homeworking.

Detailed job description and main 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, 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 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, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
  • Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Service Manager.
  • 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 have the need for confidentiality of service users and professional information
  • Photocopy/scan/email as requested by other members of the team

Person specification

TRAINING & QUALIFICATIONS

Essential criteria
  • NVQ Business Administration level 2 or 3 or willingness to work towards
  • GCSE English or equivalent
Desirable criteria
  • Evidence of continuing education
  • NVQ Business Administration level 2 or 3

EXPERIENCE

Essential criteria
  • Demonstrable experience of administrative & secretarial work,
  • Experience of working within a multi-disciplinary team
  • Front line customer service experience
Desirable criteria
  • Previous experience in a Health Care setting
  • Experience of community working
  • Experience of handling telephone calls from distressed individuals

KNOWLEDGE & SKILLS

Essential criteria
  • Intermediate IT skills to include knowledge of Microsoft packages for example, Word, Excel, Outlook
  • Knowledge of filing systems
  • Fast and accurate copy and audio typing
  • Good verbal and written communication skills
  • Excellent interpersonal skills
Desirable criteria
  • Knowledge of computerised patient databases
London Healthy workplaceTrust IDHappy to Talk Flexible WorkingNo smoking policyPositive about disabled peopleHSJ Best places to workMindful employer.  Being positive about mental health.Age positiveCare quality commission - GoodDisability confident committedStonewall equality policy. Equality and justice for lesbians, gay men, bisexual and trans people.

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Pat Cann
Job title
Lead Admin
Email address
Pat.cann@swlstg.nhs.uk
Additional information

Nicholas Wilson 07811837098