Overview
This post requires someone with knowledge and experience of working 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 approach to work, contributing towards maintaining the high standards of our service. The successful candidate will provide comprehensive administrative support to the PAIRS Team and will work alongside another Senior Administrator across the service. You will be the first point of contact for families/carers and other members of the service user\'s network. The post holder will be comfortable with IT, keen to learn new software packages and processes, and capable of meticulous data processing in a very busy role.
The role involves providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team to enable the team to operate effectively and efficiently.
The appointment may involve work across two sites and day-to-day duties include managing the administrative component of the Trust patient database and supporting data quality, reporting, and general admin tasks necessary for service delivery.
We are a Disability Confident Employer and welcome applicants from all sections of the community. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity.
Responsibilities
* Provide a professional and confidential administration service, including typing; preparing correspondence; proofreading documents; photocopying; filing; scanning; dealing with post; and managing Outlook calendars for team members.
* Act independently to prioritise daily tasks and ongoing workloads, completing them within agreed timescales; manage multiple tasks while maintaining quality standards.
* Screen and re-route calls as appropriate; take clear, concise messages and handle general enquiries.
* Arrange interpreters and translation of correspondence where appropriate.
* Arrange appointments and meetings; attend meetings and produce minutes.
* Order stationery and follow up orders to ensure delivery and correct receipt of stock.
* Add referrals to the Trust patient database within 24 hours of receipt; monitor and update data quality; assist the team lead in collating data and producing quarterly reports.
* Oversee the administrative/contracting component of the Trust patient database, ensuring patient details are updated accurately and within timescales while adhering to data protection.
* Work in an unpredictable pattern with frequent interruptions.
* Organise booking of interpreters and translation of correspondence; manage and update operational data quality information to meet targets and standards.
* Provide support to the ADHD Lead with training and introduction to ADHD services as part of the team transformation plan.
Person specification
The Trust is committed to diversity and equality of opportunity. We welcome applicants from all protected characteristics and provide reasonable adjustments for candidates with a disability.
* NVQ 3 in Business Administration or equivalent; GCSE English and Mathematics (A-C).
* Essential: Excellent communication (verbal and written), excellent interpersonal skills, confident telephone manner, copy typing (50 wpm+), accurate grammar, spelling and punctuation, accurate data entry, ability to plan, prioritise and multi-task, problem-solving, effective time management, ability to work on own initiative and as part of a team, punctual, reliable and flexible.
* Desirable: Ability to supervise staff; ability to organise events; NHS experience (ideally mental health environment).
* Proficient use of Microsoft Outlook, Word, Excel and PowerPoint; awareness of Data Protection and Confidentiality; understanding of racial awareness and diversity; health and safety awareness.
Additional contextual information
NHS AfC: Band 4. South London and Maudsley NHS Foundation Trust serves multiple London boroughs. The Trust is committed to high-quality, specialist care, and supports staff development and flexible working where possible. We promote an environment where lived experience is valued and welcome applications from people with lived experience of mental illness.
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