Job overview
Previous applicants need not apply.
The Child and Adolescent Mental Health Service (CAMHS) are seeking to recruit Senior Administrator and Referrals Coordinators to provide comprehensive admin as well as undertaking secretarial duties. The post-holder will co-ordinate the administrative work of the clinical team and liaise with families, health care professionals and other external agencies, whilst acting as the first point of contact for the service. We are looking for organised, motivated and committed individuals who will have experience networking and communicating with a large team. Excellent typing ability and high-level communication skills are essential.
The successful candidates will also need to meet the essential criteria detailed in the person specification, as well as having proven organisational skills, and the ability to prioritise an interesting and varied workload.
Main duties of the job
The postholders will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team, enabling the team to operate effectively and efficiently.
The administrator is often the first point of contact for families/carers and other members of the child/young person’s network and plays an important role in ensuring a good patient experience and positive image of the service.
Managing and overseeing the administrative component of the Trust patient database, i.e., inputting referral and patient information, monitoring and updating operational data quality, etc.
Working for our organisation
About our locations:
Michael Rutter Centre, Maudsley Hospital
We are located off Denmark Hill on De Crespigny Park which 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.
We will be relocating to our new building, the Pears Maudsley Centre, in the summer of 2025. It is situated on the Maudsley site, conveniently located near the train station.
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. In this role you will be able to work Monday to Friday in the time frames from 9am to 5pm, giving you the very best of good work life balance. (This may include working early mornings, late evenings or some Saturdays as part of the core working hours/working pattern for this post)
Detailed job description and main responsibilities
• To provide a professional and confidential administration service, including taking minutes at meetings, managing team mailboxes and mobiles phones.
• 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 on-going workloads are prioritised and completed within agreed timescales.
• To arrange appointments and meetings as required.
• Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
• To monitor and maintain accurate waiting lists, in conjunction with the clinical team
• To participate in the preparation of PPI events, conferences and projects.
• Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
Service Requirements
• To provide cover for colleagues, including ad hoc reception cover (as required), across CAMHS National and Specialist Outpatients.
• 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.
• To assist in service user feedback and PPI.
Person specification
Qualifications
Essential criteria
1. NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
2. GCSEs or equivalent qualifications in English Language (grades A-C) and Mathematics (grades A-C ) (A)
Desirable criteria
3. RSA 3 secretarial qualification or equivalent qualification (A)
Experience
Essential criteria
4. Significant experience in a responsible administrative / secretarial role (A / I)
5. Proven experience of office systems and procedures (A / I)
6. Experience of minuting meetings (A / T)
7. Experience of composing correspondence (A / T)
Desirable criteria
8. Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)
Understanding and Knowledge
Essential criteria
9. Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
10. Awareness of Data Protection and Confidentiality (A / I)
11. Understanding of Racial Awareness and Diversity (A / I)
12. Health and Safety awareness (A / I)
Desirable criteria
13. NHS in-house systems and databases (A)
Skills/Abilities
Essential criteria
14. Excellent communication skills both verbal and written (A / I / T)
15. Excellent interpersonal skills (I)
16. Confident telephone manner (A / I / T)
17. Accurate grammar, spelling and punctuation (A / T)
18. Accurate data entry skills (A / T)
19. Ability to plan, prioritise and multi-task (A / I / T)
20. Ability to problem-solve (A / I / T)
21. Effective time management skills (A / T)
22. Ability to work on own initiative (A / I)
23. Ability to work as part of a team (A / I)
24. Punctual, reliable and flexible (A / I)