About this role
Job summary
To work as an effective member of Talking Therapies Southwark admin team ensuring the smooth functioning of the administrative aspects of the service. Key tasks include answering the telephone, ensuring callers are given up-to-date and accurate information about the service, passing on messages efficiently, registering referrals, booking appointments, sending out letters with a range of questionnaires and other enclosures, and working on the reception desk in the outpatient clinics.
An excellent telephone manner, attention to detail, and the flexibility to prioritise tasks in response to the varying demands on the service are essential. The post holder will be expected to use their initiative and be able to work sometimes unsupervised undertaking specific projects, as requested by the Business Project Manager.
Main duties of the job
NHS Talking Therapies Southwark has two locality-based teams, each responsible for the assessment and treatment of patients referred by, or registered with, the GP practices in their part of the borough. The south team is currently based at the Maudsley Hospital and the north team at the Munro Centre near London Bridge.
Within each team, CBT therapists, psychologists, psychotherapists, counsellors, psychological wellbeing practitioners and career coaches work closely together, offering assessment, psycho-educational workshops and groups, as well as individual treatment sessions covering all the NHS Talking Therapies recommended therapy modalities.
The South London & Maudsley NHS Foundation Trust is the lead provider for the NHS Talking Therapies Southwark partnership
About us
South London and Maudsley NHS Foundation Trust (SLaM) provide the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King's College London and are part of King's Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training.
SLaM employ around 5000 staff and serve a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient and community services. Currently, provide inpatient care for approximately 5,300 people each year and treat more than 45,000 patients in the community in Croydon, Lambeth, Lewisham and Southwark; as well as substance misuse services for residents of Bexley, Bromley and Greenwich.
Job description Job responsibilities
1) General administration. To provide a comprehensive administrative support to the department including typing, filing, answering sometimes complex telephone calls, electronic bookings, photocopying, scanning, emailing, distributing post and other office duties, as required.
2) Responsibility for managing and inputting of patient data on the IAPTus electronic clinical records system, booking appointments electronically, monitoring data quality and producing team activity reports, as requested.
3) Ensure all communications, queries and visitors are responded to promptly and that their information needs are met. To respond appropriately to members of the public making enquiries about the service.
4) Information management. (a) be responsible for keeping notice boards updated, tidy and safe. (b) assist in ordering, storing and displaying information leaflets
5) Communication: to be a point of contact for incoming telephone calls, giving clear and appropriate information, taking accurate messages or redirecting callers, as appropriate
6) Assist in the maintenance of stationery stock levels, process orders and follow-up on delivery.
7) To provide Reception cover in the clinic rooms. The admin team is the first point of contact for patients, staff and visitors. To be able to liaise with them appropriately.
8)Undertake training and development as required in line with the responsibilities of the post and the Trust policy. To share responsibility for fire and health and safety of the Centre. To undertake any other Band 3 duties in negotiation with the Business Project Manager.
9) To provide secretarial support to staff including making decisions prioritising responses and using initiative in their absence. Making judgments in a range of situations involving distressed or challenging patients and carers. Any other duties, as required.
Person Specification
A good standard of education with excellent knowledge and use of the English language. Essential
A good standard of education with excellent knowledge and use of the English language. A good standard of education with excellent knowledge and use of the English language. Excellent oral and written communication skills Ability to work under high degree of pressure and experience of dealing with difficult or challenging situations Experience of working with computer-based packages particularly Microsoft Office The ability to adapt in an expanding and changing service Evidence of thorough and close attention to detail Experience of working within a framework of confidentiality Self-motivated and enthusiastic with a high personal standard of performance Enthusiastic with high standard of performance
Desirable
Recognised administrative (NVQ) or secretarial (RSA) or computer qualification (ECDL) Experience of Data Protection Knowledge of Health and Safety requirements Experience in working in an NHS environment Understanding of the issues related to the provision of services to people with mental health problems
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 / Munro Centre
London
SE5 8AZ
United Kingdom
Employer's website https://www.slam.nhs.uk/ (Opens in a new tab)