Job overview
At South London and Maudsley NHS Foundation Trust, we believe in providing excellent care which is delivered with pride and compassion. Everything we do is to improve the lives of the people and communities we serve and to promote mental health and wellbeing for all. This role requires an experienced and adaptable administrator who is comfortable working in a busy clinical environment alongside multidisciplinary teams, clinical staff, children, families, and visitors. The post holder will act as the first point of contact for families, carers, and wider service networks, providing professional and welcoming support. Strong organisational skills, a calm and flexible approach, and the ability to manage change are essential to maintaining high service standards. The role involves providing comprehensive administrative support, using Microsoft Office (particularly Outlook, Word, and Excel), collating data, producing quarterly reports, and confidently working with IT systems while being keen to learn new software and processes.
Main duties of the job
The post holder will provide proactive, comprehensive administrative support to a multidisciplinary team, ensuring services operate efficiently and effectively. Working as part of the Source Admin Team alongside two other administrators. Responsible for recording, maintaining and updating accuracy of clinical activity and patient information pertaining to the service. To process referrals accurately. To book assessments and room bookings. To monitor and maintain shared mailboxes. To attend and take minutes at various meeting.
Working for our organisation
The London Borough of Lambeth has a population of 317,800 (GLA 2020). Lambeth’s population is highly diverse, a characteristic visible in the breadth of ethnic and cultural traditions seen throughout the borough. It is estimated that 63% of the population describe their ethnicity as other than White British; 23% describe their ethnicity as Black (11% Black African, 7% Black Caribbean and 5% Other Black), 22% White Other and 6% as Asian. The Annual population survey, estimates that a third of Lambeth’s residents are non-UK born. Of these non-UK born, 40% are of wider European origin, 20% are of African origin; and 20% of Central or South American origin. Nearly 150 languages are spoken as the first language in the homes of Lambeth school children. Portuguese, Spanish and Somali, are the most commonly spoken other languages in Lambeth.
Detailed job description and main responsibilities
1) ADMINISTRATIVE
(a) To provide a professional and confidential administration service, to include typing; preparing correspondence; proof reading documents; photocopying; faxing; filing; scanning; dealing with post; having access to team members outlook calendars.
(b) To assist people in a helpful, diplomatic and tactful manner; screening and re routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
(c) 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.
(d) Ability to work in an unpredictable pattern, dealing with frequent interruptions.
(e) Organise the booking of interpreters and translation of correspondence, where appropriate.
(f) To arrange appointments and meetings as required.
(g) Attend meetings and produce minutes.
(h) Make travel arrangements for the team when required.
(i) Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team, as required.
(j) To add referrals to the Trust patient database within 24 hours of receipt.
(k) Trace patient NHS details via the National Tracing System
(I) 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.
(m) Monitor and update operational data quality information proactively to ensure targets and standards are met. To assist the team lead in collating data and producing the quarterly reports for the respective service.
(n) In conjunction with the clinical team, monitor and maintain accurate waiting lists.
(o) To contribute in the compliance of Health and Safety requirements as requested by management. Maybe required to become Health and Safety Champion depending on service need.
(p) To participate in the preparation of PPI events, conferences and projects.
(q) Managing petty cash, when required.
(r) Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
(s) To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
Person specification
Qualifications
Essential criteria
1. NVQ 3 in Business Administration; or equivalent administrative/secretarial experience
2. GCSEs or equivalent qualifications maths and English (A- C Grade)
Desirable criteria
3. RSA 3 secretarial qualification or equivalent qualification
Experience
Essential criteria
4. RSA 3 secretarial qualification or equivalent qualification
5. Excellent interpersonal skills
6. Confident telephone manner
7. Excellent copy and audio typing skills (50wpm or above)
8. Accurate grammar, spelling and punctuation (
9. Accurate data entry skills
10. Ability to plan, prioritise and multi task
11. Ability to problem solve
12. Effective time management skills
13. Ability to work on own initiative
14. Ability to work as part of a team
15. Punctual, reliable and flexible
Desirable criteria
16. Ability to organise events
17. Experience of working in the NHS, ideally within a mental health environment; hospital or community clinic
18. Previous worked as Referrals Administrator
Knowledge and Skills
Essential criteria
19. Experience in a responsible administrative / secretarial role
20. Proven experience of office systems and procedures
21. Experience of minuting meetings
22. Experience of composing correspondence
23. Proficient use of Microsoft Outlook, Word, Excel and PowerPoint
24. Awareness of Data Protection and Confidentiality
25. Awareness of Data Protection and Confidentiality
26. Understanding of Racial Awareness and Diversity
27. Health and Safety awareness
Desirable criteria
28. NHS in house systems and databases
29. Microsoft Packages