Team Administrator

This post is a partnership role between the SWLSTG Specialist CAMHS Neurodevelopmental Assessment Service and Merton CAMHS Single Point of Access service (SPA).
The post is designed to provide administrative support for the neurodevelopmental screening process for children and young people being referred to CAMHS for diagnostic assessment for Autism Spectrum Disorder (ASD) and/or Attention Deficit Hyperactivity Disorder (ADHD).
Merton CAMHS SPA is a friendly, dynamic multi-disciplinary team that provides mental health screening and assessments to children and adolescents experiencing a range of mental health, neurodevelopmental and emotional health difficulties. Following screening in the CAMHS SPA, young people are referred into appropriate local services as needed.
The SWLSTG Neurodevelopmental Assessment Service is a specialist child & adolescent service covering all the five boroughs within the trust and provides a diagnostic assessment service for children and young people requiring an assessment of either or both Autism and ADHD.
The Admin post will sit within the local CAMHS SPA structure working in close partnership with the neurodevelopmental assessment service, to ensure an effective and efficient neurodevelopmental screening pathway for children referred into the service., The role offers a valuable opportunity for people with a strong admin experience, plus relevant experience, to further progress their career. The post will be supervised by SPA admin lead. Excellent organisation and written and verbal communication skills will be required. You will be able to work under pressure and to a high standard.
+ Processing referrals and coordinating appointments
+ Letter writing and coordinating correspondence to external stakeholders.
+ Uploading NDT screening forms to the database system
+ Entering NDT screening outcome data onto the database system
+ Directing calls from patients, relatives/carers, and other professionals service queries to relevant professional leads.
+ Audio typing
+ Reception cover (as required), + You will be part of the local admin team supporting with helping cover other administrative tasks when others are on A/L or sickness.
+ To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.
+ To support team members in being able to access basic information held on My Dashboards and Pulse
+ To ensure that all service users' patients and visitors are received in a courteous and efficient manner, covering the outpatient reception when required.
+ To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team.
+ 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 managed 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 to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate.
+ To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding Organise meetings including room bookings or video conferencing were possible as required.
+ Ensure that Admin related Trust KPIs are addressed through regular reports provided by the 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 consulting with the Procurement Team regarding any problems.
+ To have the need for confidentiality of service users and professional information
+ Photocopy/fax/scan/email as requested by other members of the team.
+ To implement Trust and team policies/procedures and propose changes to practices if necessary.
Secretarial
+ To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority.
+ Audio Typing using the Big Hand technology.
+ Accessing patient data/updating using RIO/ IAPTUS
+ Book outpatient appointments and consulting/meeting rooms.
+ To ensure that computerised records of patient information are maintained and updated.
+ To establish and maintain an effective filing system, including clinical files.
+ 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 PowerPoint, Excel
Reception and Clinic Support
+ To provide cover in the absence of the Service Support Administrator for visitors into the department and/or Outpatients Department
+ Record attendance of patients and book follow up appointment if needed.
+ Support in the follow up clinic documentation.
+ Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked.
+ Facilitate clinic staff to efficiently manage the smooth running of clinics.
+ To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care.
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.
Come and join our inclusive teams and help our patients on their recovery journey.