Administration Coordinator

The NHS Long Term Plan set out, as part of the Perinatal ambition, to establish a Perinatal Trauma and Loss Team also known nationally as a Maternal Mental Health Service (MMHS), which will integrate maternity, reproductive health and psychological therapy for women experiencing mental health difficulties directly arising from, or related to, the maternity experience, in all areas of England by 2023/24.
The Perinatal Trauma and Loss Team provides specialist support and treatment to women and pregnant people, those who have experienced pregnancy or birth, their families and support network who are affected by birth trauma or baby loss. South West London and St Georges MH NHS Trust are the designated Lead Providers, working in partnership with the three SWL maternity (acute) Trusts.
The service has been developed in conjunction with Experts by Experience drawing on the invaluable input of women and families locally who have faced maternity trauma and loss. It is intended to provide targeted care and support to those whose needs would not be well met in other services (e.g. Perinatal Mental Health Services or IAPT) but have significant emotional and mental health difficulties related to the maternity experience., This post offers an opportunity to join the South West London & St Georges Mental Health Trust Perinatal Trauma and Loss Team within the Perinatal Mental Health Service and be involved in the ongoing development of the team. The opening is for a Band 4 (0.5 WTE) administration coordinator.
You will need to provide a high-quality administration service to a diverse range of incoming referrals from professionals and stakeholders. This stimulating role comprises of processing and managing incoming referrals to the trauma and loss part of the perinatal service. The post holder will be based within the existing perinatal service administration colleagues at Springfield hospital and other trust sites.
Experience of working within a community service and dealing with clients is highly advantageous.
If appointed, you will join a passionate and experienced MDT and develop/process the administration role of our community based specialist Trauma and Loss Team for women who are pregnant, postnatal, or have experienced a loss and are presenting with a wide range of complex and severe mental health problems, as well as systemic support for their partners. The role involves helping to formalise referral pathways and administration standard operating protocols as well as attending MDT meetings, managing referrals and liaising with midwifes, obstetricians, and primary, secondary and third sector care providers., + To book appointments for service users with health professionals within the pathway as necessary.
+ To provide a welcoming and efficient reception service to all visitors as appropriate.
+ To facilitate effective communication within the team by providing team members with messages and information.
+ To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person.
+ To support the administration of multi-agency meetings, panels, safeguarding meetings and forums as required attending, including the preparation/distribution of agendas and associated papers, formal minute taking and following up actions and distributing these as appropriate.
+ To always maintain confidentiality due to the content of multi-disciplinary meetings, panels, and safeguarding cases.
+ Support the organisation of team meetings and attend team meetings.
+ Organise meetings including room bookings or video conferencing were possible as required.
+ Ensure that Admin related Trust KPIs are addressed through regular reports provided to the Administration Team Manager.
+ Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
+ To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems.
+ To support cashiers function in accordance with financial controls and procedures.
+ To have the need for confidentiality of service users and professional information
+ Photocopy/fax/scan/email as requested by other members of the team
+ Provide admin support to the senior management staff within the service invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature.
+ To implement Trust and team policies/procedures and propose changes to practices if necessary
+ To support the administration, e.g. booking rooms of the Team Training Programme as required
Secretarial
+ To ensure that all correspondence, appointments and documents are accurately and efficiently typed and dispatched according to priority
+ To ensure that all post is opened, date stamped and distributed accordingly
+ To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals)
+ To be proficient and confident in the use of Microsoft packages including Word, PowerPoint, Excel, and Vision
+ In the event of a staffing emergency across the service, a rota-based system will be in effect to ensure there is adequate administrative cover to respond to varying forms of communication such as emails and telephone calls to the Perinatal Service including the Trauma and Loss Team within timescales set out within the Teams Operational Policy.
Other
+ To participate in supervision regularly
+ Plan annual leave in accordance with the needs of the service
+ To undertake mandatory and statutory training as required by Trust policy
+ To contribute and commit to undertaking an annual Development Review/appraisal
+ To undertake personal development as identified in the Personal Development Plan (PDP)
+ Undertake and achieve NVQ Business Administration Levels 3 or ECDL
+ To provide cover for other administrative staff if they are absent from the office.
At South West London St Georges Mental Health Trust we are committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Committed Employer, and welcome applications from all sections of the community and people of all protected characteristics. We are Members of Stonewall Diversity Champions and Employers Network for Equality and Inclusion.
As part of the Trust's commitment to Equalities and Diversity, the Trust supports the establishment of Staff Networks groups to promote diversity in the workplace:
+ BME (Evolve) Staff Network
+ Christian Staff Network
+ DiverseAbility
+ Deaf Staff Network
+ Mental Health Staff Forum
+ Women's Staff Network
+ LGBTQIA+
We are committed to supporting the Armed Forces Community and has signed the Armed Forces Covenant.
We provide reasonable adjustments to the interview process for any candidates with a disability.
Please note:
+ That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received
+ That once you have submitted your application you agree to your application being transferred to a 3^rd party e-recruitment system
+ 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 West London and St George's Mental Health NHS Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
+ That your employment is offered subject to successful completion of a Probationary Period depending on your Band (except medical roles)
+ That we are a smoke-free Trust

NHS AfC: Band 4
South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including specialised services such as national deaf adults and CAMHS inpatients and OCD.
We are committed to providing high quality integrated health and social care for local people with mental health problems in South West London and more specialist mental health services for people throughout the UK. The Care Quality Commission already rates our services as 'good' however we aim to be 'outstanding'.
Our Values
We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. Our mission is "making life better together".
When you join us, you'll be part of something special - an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.
As a Trust, we are happy to talk flexible working., We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Springfield University Hospital, Tooting
Our largest, 19-ward site is in Springfield Village, created following our £150m investment into two new world class mental health facilities. A 32-acre public park, shops and cafes are coming soon. Close to shops, cafes and Tooting Bec on the Northern Line plus Earlsfield and Tooting rail stations and bus routes.