Senior Service Administrator

Job description

Job responsibilities

To provide administrative and secretarial support to all members of the Multidisciplinary Community Mental Health Team. This will include diary management, minute taking, typing letters and reports, scanning, distributing post, photocopying and e-mails. Ensure that all clinical letters and reports are typed and despatched promptly (within 72 hours), taking follow up action where necessary. This will include generating own correspondence, screening the post and undertaking intermediary action in the absence of MDT staff.

Implement and maintain an overall management system of paper and electronic media for the office, including developing and maintaining an effective bring forward system.

To be the main point of contact for the Team Manager and/or Consultant Psychiatrist.

To deal professionally with telephone enquiries, using initiative to take follow up action when appropriate and help to reassure patients, who can be distressed and confused, in a tactful manner.

To be responsible for ensuring referrals are passed to the duty officer, using agreed criteria, to ensure their prompt attention by and allocation to the appropriate member of staff.

Ensure patient's case notes within the electronic Patient Journey System (ePJS) are kept up to date, and that a paper-light ethos is maintained within the team.

Record referrals and contacts made by clinical staff. Create/amend entries and record all correspondence on ePJS and extract information as and when required.

Person Specification

Qualifications

• Good standard of general education including English and Mathematics achieving grades A-C
• Good Written Communication skills

• Secretarial/business qualification ECDL

Experience

• Previous demonstrable administrative experience supporting senior staff in a complex organisation
• Previous demonstrable experience of working to tight deadlines
• Previous experience of handling confidential information
• Previous demonstrable experience of developing and implementing administrative systems
• Previous demonstrable experience of effectively collecting and presenting complex data/information

• Experience of working in an NHS environment, in a framework of confidentiality, ideally in a community mental health team setting
• Knowledge and understanding of the Electronic Patient Journey System (ePJS

Knowledge/Skills

• Intermediate skills in Excel, PowerPoint, Word and Outlook
• Diary Management
• Minute taking/action logs
• Ability work using your own initiative and unsupervised

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website.

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants.

Employer details

Employer name

South London and Maudsley NHS Foundation Trust

Address

Jeanette Wallace House

1 Edridge Road

Croydon

CR0 1FE

https://www.slam.nhs.uk/