About this role
Job summary
This role presents an exciting opportunity for an Administrator to join our specialist, multi-disciplinary team. The Neuropsychiatry Neurorehab Outpatient Service provides specialist assessment and treatment for people with functional neurological disorders (FND) and also people suffering with the psychiatric complications of neurological and neurosurgical disorders, including epilepsy, Parkinson's, memory disorders, brain tumours etc.
Maintaining close links with the Institute of Psychiatry, Psychology and Neuroscience (IOPPN), our team of Psychiatrists, CBT Therapists, Physiotherapists and Neurologists offer specialist assessments and evidence-based, patient-centred treatment options in the outpatient department of the Maudsley Hospital.
The successful candidate will be responsible for the provision of a high quality administrative service to the multidisciplinary team. This includes booking assessments for service users, the upkeep of appointments and outcomes on the electronic patient journey system, telephone liaison with service users, diary management of the clinical staff, arranging transportation for service users, etc.
We are committed to supporting staff in their career aspirations. We have career pathways available where you will be able to develop your skills and build on your experience to progress into other roles across different specialties.
Main duties of the job
- Formatting letters, reports and discharge summaries using Microsoft Word.
- Dealing with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently.
- Provide administrative support to members of the Neuropsychiatry team.
- Using the digital dictation service to access clinicians completed letters which may require formatting prior to sending.
- Be the point of contact for appointments in the service.
- Maintain a record of those who have attended or missed appointments.
- Ensure all clinics remain fully booked ahead of time, meeting service targets.
- Maintain upkeep of clinical activity onto the Trust database.
- Processing referrals.
- Booking transport for service users where necessary.
- Undertaking and recording Health & Safety checks and Fire Warden checks within the department.
- Reporting any deficiencies in the unit environment to Estates & Facilities Department.
- Dealing with deliveries to the unit.
- Processing orders for stationery and equipment as required.
- Ensure mandatory training is completed and updated on time.
- Participation in supervision and appraisal meetings.
About us
You would be working day-to-day as part of a dedicated team of professionals based at the Maudsley Hospital Outpatient Department. The team is made up of Neuropsychiatrists, Cognitive Behavioural Therapists, Neurologists, Psychologists, a Physiotherapist, and a team of Service Administrators (including this post). You would also be joining the wider Neuropsychiatry Service which, in addition to the Outpatient Service, includes an intensive day programme (the FiND Service located at the Bethlem Royal Hospital in Beckenham) and an inpatient unit (the Lishman Unit based at the Maudsley Hospital).
The Maudsley Hospital is located at Denmark Hill, less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful green spaces of Ruskin Park and the vibrant high-street that offers great shopping opportunities and a wide range of restaurants.
Job description Job responsibilities
Job Title: Service Administrator
Grade: AfC Band 4
Hours: 37.5 per week
Department: Neuropsychiatry Neurorehab Outpatient Service
Location: Maudsley Hospital
Reports to: Contracts & Admin Support Manager
The post-holder will be responsible for the provision of a high quality administrative service to the multidisciplinary team.
The post holder will need to be able to prioritise their workload and use their own initiative when dealing with queries from health care professionals and members of the public, promoting the professional and caring image of the service.
The candidate will need to have the capability to work under their own initiative and also enjoy working as part of a team. They should possess good communication, interpersonal and organisational skills, with a flexible approach to work.
They will provide a professional service for our service users, supporting clinicians in their day-to-day work. The post holder will ensure service users are registered onto the Trusts electronic patient journey system and that appointments are organised and communicated to the service user. The post holder will be dealing with all post into and out of the department and ensure paperwork is scanned and recorded promptly.
Above all we are looking for a keen and enthusiastic individual who can show determination and commitment in the role.
Communications and Working Relationships:
Multidisciplinary Team Daily
Administration Manager Daily
Service users/families/Carers Daily
GPs/Primary Care Services Daily
Clinical Service Manager As required
Key Responsibilities:
1) To be able to format using Word letters, reports and discharge summaries.
2) To deal professionally with queries from visitors and telephone callers, ensuring messages are delivered accurately and efficiently. Resolve local issues and use initiative to take follow-up action when appropriate.
3) To provide administrative support to members of the Neuropsychiatry team. This will include using the digital dictation service to access clinicians completed letters which may require formatting prior to being sent out. This must be completed within specified timeframes.
4) Be the point of contact for appointments in the Neuropsychiatry Outpatient Service, maintain a record of those who have attended or missed appointments. Ensuring all clinics remain fully booked ahead of time, meeting service targets. To ensure the timely recording, updating and accuracy of clinical activity entered onto the Trusts database and that quality standards are achieved for all service user records.
5) Process referrals on receipt ensuring they are checked in SPINE and put onto the Trusts system on the day of arrival.
6) Booking service user transport when necessary, ensuring proof of income is provided for the reimbursement of travelling expenses.
7) Responsible for health & safety issues within the department by ensuring bi-monthly environment checks are completed and registered and the Fire Warden checks are conducted monthly. To report any issues to Estates & Facilities via their online system.
8) To deal with deliveries to the team and to ensure such deliveries are signed for by the appropriate member of staff. Process orders for stationery and equipment as required from electronic procurement system with authorisation from a senior colleague.
9) To undertake training and development in line with the responsibilities of the post and ensure mandatory training is completed and updated on time. To participate in supervision and appraisal meetings.
10) To work in a flexible and open manner in line with the needs of the service. To be conscientious, self-motivated and punctual with the ability to work to deadlines.
11) To provide professional line management to Assistant Service Administrator (Band 2/3)
The Trust encourages and welcomes applications from people with lived experience of mental health challenges. We see this as valuable and recognise the positive impact this experience can have on the work we do.
Person Specification
Qualifications Essential
Good general education (minimum GCSE Maths and English grade A-C)
Desirable
Level 2 qualification in admin, eg: Business Administration NVQ 2 or RSA 2 in relevant administrative subject
Experience Essential
Experience in a customer facing environment, with good communication skills (verbal and written) and experience of dealing tactfully with people at all levels Previous administrative experience Experience of working in an NHS environment
Desirable
Experience of communicating with clients with cognitive or communication difficulties Experience of using Electronic Patient Journey System (epjs)
Knowledge / skills Essential
Demonstrates a clear understanding of the principles of confidentiality Excellent communication skills, including a good standard of written documentation Excellent IT skills Ability to prioritise and meet deadlines Attention to detail Able to be guided by policies and procedures
Desirable
Knowledge and understanding of mental health issues Awareness of relevant services/resources
Attitude and approach Essential
Ability to demonstrate a non-judgemental and professional attitude A proactive commitment to undertake continuing professional development Ability to use initiative and know when this is appropriate and when advice should be sought Ability to be calm and professional when working under pressure Flexible and adaptable to change Ability to work as a member of a team Willingness to learn new skills
Desirable
An understanding of the importance of supervision An interest in mental health, functional neurological disorders (FND) and neuropsychiatry
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 South London and Maudsley NHS Foundation Trust
Address Maudsley Hospital
Denmark Hill
London
SE5 8AZ
United Kingdom
Employer's website https://www.slam.nhs.uk/ (Opens in a new tab)