CAMHS Senior Administrator and Referral Coordinator (N&S OPD Vanguard)

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South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.
We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as 'good'.
We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone's potential as change makers.
The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.
As a Trust we are happy to talk flexible working.
Job overview
Our Healthier South East London (OHSEL) Integrated Care System (ICS) has been awarded funding by NHS England and Improvement to establish an ICS wide community multi-systems violence reduction programme (the South East London Vanguard), one of only three pilot sites in London. The SEL Vanguard programme brings together mental health and voluntary sector providers and local authorities and aims to support vulnerable children and young people affected by serious violence. We are currently in the Pilot phase of a three year programme until September 2025.
We are seeking an enthusiastic and committed team administrator to join the SEL Vanguard programme. This is an exciting opportunity to be part of a responsive community service for young people aged 0-25. The successful candidate will have opportunities to support the multi-disciplinary clinical team with administrative tasks and the wider programme including community stakeholder engagement.
We are looking for A focused and motivated individual to join N&S CAMHS SEL Vanguard team, who are experienced, organised and committed individuals to support the work of the service, with the ability to work autonomously.
There is a part-time (18.75 hrs per week, 0.5 WTE) Senior Administrator post. This will include a Monday or a Friday.
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 meetings and taking minutes.
Booking appointments and point of contact for families and other professionals.
Collating feedback and co-ordinating the monthly data submissions to NHS-E.
Liaising with stakeholder partners.
Coordinating events.
Working for our organisation
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.
Flexible working:
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, giving you the very best of good work life balance. (This may include working early mornings, later evenings or Saturdays as part of the core working hours/working pattern for this post)
Detailed job description and main 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 criteria
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 criteria
RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential criteria
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 criteria
Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential criteria
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 criteria
NHS in-house systems and databases (A)
Skills/Abilities
Essential criteria
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 criteria
Ability to organise events (A / I)
The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:
Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
Ensuring that all our services and all staff understand and support our commitment
We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity
Please note:
That all applications for this post will need to be made online
That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
That should you not have heard from us within three weeks from the closing date your application has not successful
That priority consideration for applications may be given to at-risk NHS employees
That should you be successful and appointed, you authorise South London and Maudsley NHS Foundation Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
That we are a smoke-free Trust
SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe'
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
CAMHS Senior Administrator and Referral Coordinator (N&S OPD Vanguard) JD (PDF, 260.0KB)
SLaM Staff Benefits (PDF, 1.1MB)
Happy to Talk Flexible Working (PDF, 680.1KB)
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