About this role
Job summary
West London NHS Trust is launching a national psychological treatment service for people affected by terrorism, including survivors, bereaved families, first responders and witnesses. Delivered with Victim Support (lead provider) and the Peace Collective, it will form a coordinated national hub for victims and survivors.
We are seeking a part-time administrator to join the team. The role requires an enthusiastic, motivated individual with administrative experience, excellent communication skills, and confidence working both on the phone and face-to-face. The post holder will work autonomously within a supportive clinical team, with drive and professionalism key to success
This post is 0.4FTE (15 hours per week). We would prefer the hours to be spread across 3 days, with 5 hours per day but we are open to other options for the right candidate. NB. we do not require administrative support on Fridays so the hours would be spread across Mon-Thu only. Please note that shortlisted candidates will be required to carry out a simple typing and formatting exercise after the interview. 3. Interviews will be held in person in Hammersmith
Main duties of the job
The successful applicants will have excellent organisational skills, be able to work effectively within the team and have a polite and sensitive approach to people who experienced trauma.
Previous administrative experience, use of large client databases, computer literacy, good communication and interpersonal skills, as well as the ability to maintain confidentiality at all times are essential.
The role is varied and duties include:
Creating, developing and maintaining client record systems
Co-ordinating the booking of client assessment and treatment appointments
Dealing effectively with telephone calls and visitors.
Data entry
Minute taking
The postholder will need to be a competent user of software packages including Word, Excel and Outlook. Ideally, the applicant should have experience in using Patient Administration Systems such as IAPTus but this is not essential.
You will join a very friendly, supportive and well-resourced service at an exciting time for service development
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications Essential
Literate and numerate 5 GCSE grade C or above inc English NVQ 3 admin/customer care or RSA 3/AMSPAR or equivalent experience. or CLAiT Level 3 or equivalent experience
Desirable
Diploma in administration or business
Experience Essential
Admin/secretarial experience in a customer care environment (approx.) 3 year Experience of working effectively with a large team across various sites. Highly competent user of MS Office Word, Excel; Email, internet Experience dealing with public face to face and on phone Experience of using large databases e.g. Patient information systems Arranging appointments and bookings for: clinics, large meetings and workshops. Electronic diary management Taking and transcribing minutes Using initiative and problem solving/improving office systems and procedures
Desirable
Experience of using the IAPTus patient management system Database searching/analysis Competent in using Powerpoint Working in a Healthcare setting
Knowledge and Skills Essential
Able to empathise/communicate and deal with enquiries from diverse range of service users Ability to organise own work, prioritising to meet deadlines and to use initiative Good verbal/written skills, including the ability to compose letters and emails e.g. letter templates. Ability to switch tasks at short notice and deal with non-routine enquiries Ability to understand electronic booking systems Good time management skills
Desirable
Knowledge of trust objectives Basic understanding of the needs of people attending Mental Health services and affected by traumatic events
Other Requirements Essential
Team worker Work under pressure Motivated Polite and helpful manner Commitment to working flexibly and collaboratively with team colleagues and to support innovative ways of working. To approach clients with empathy and adaptability to meet their needs.
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 (Opens in a new tab).
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 (Opens in a new tab).
Employer details Employer name West London NHS Trust
Address Hammersmith & Fulham
194 Hammersmith Road
London
W6 7DJ
United Kingdom
Employer's website https://www.westlondon.nhs.uk (Opens in a new tab)