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Job description

This post requires someone with knowledge and experience of working in a busy and varied environment and feels at ease working with clinical staff and children, parents and visitors attending the clinics. The post-holder will have the ability to be adaptable, initiate changes and to have a flexible and unflappable approach to your work is important and can offer a strong contribution towards maintaining the high standards of our service.

We are looking for a person able to provide comprehensive administrative support to a multi-disciplinary team. You would be the first point of contact for families/carers and other members of the service user’s network. You would be required to demonstrate sound knowledge of Microsoft Office programmes including Outlook, Word, Excel and Planner. The post holder will be comfortable with IT and be keen to learn new software packages and processes.

The successful candidate will need to meet all the Essential Criteria as detailed in the job description person specification. The Disclosure and Barring Service (DBS) helps employers make safer recruitment decisions and prevent unsuitable people from working with vulnerable groups, including children.

This post has a number of components:

• To effectively manage the incoming referral processes to ensure timely actioning of same.
• Working with the multi-disciplinary team and outside agencies in continuing the SPA process.
• To provide administrative support to the Business Manager and to assist in the effective delivery of a comprehensive Service.
• This role requires the post holder to be proficient in time management and have the ability to deal with conflicting priorities in association with high level matters.
• To lead on service-relevant projects as delegated by the Business Manager.
• To co-ordinate the completion of audits; to design and manage electronic spread-sheets / databases of audit projects undertaken in the team. To carry out appropriate data analysis and present appropriate graphical representation of audit / project results.
• To line manage staff as directed by the Business Manager

We are committed to ensuring our staff get the most out of their benefits package and understand the importance of a healthy work life balance. There is an extensive range of excellent benefits for you and your family. We want you to feel like you are part of a close knit team at SLaM. It’s important to us that you valued and appreciated and that are why we have a comprehensive benefits package on offer.

Some of our benefits are highlighted here:

• Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package, which is dependent on the role and length of service.
• Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing.
• Career development, There are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes
• Car lease, our staff benefits from competitive deals to lease cars
• Accommodation, our staff benefits from keyworker housing available which is available on selected sites
• NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.

Other benefits include:

• Counselling services
• Wellbeing events
• Long service awards
• Cycle to work scheme
• Season ticket loan
• Childcare vouchers
• Staff restaurants

Administration:

• To provide a professional and confidential administrative service, to ensure that correspondence and documentation produced is both timely and of a high standard. To have an extensive and detailed knowledge of secretarial and office practice, including practical experience and understanding of medical terminology, as well as the clinical services offered.
• To provide comprehensive administrative and secretarial support to the multi-disciplinary team; arranging and organising assessment appointments, attending meetings and taking minutes, producing letters and proof reading documents etc; and to act as the first point of contact if the Business Manager is unavailable. To assist people in a helpful, diplomatic and tactful manner and to screen and re-route calls as appropriate, taking clear, concise messages and dealing with enquiries where appropriate.
• To assist teams with accurate monitoring of service user waiting times using excel or other database.
• To be able to plan, organise, set and independently review time and workload priorities and to have the ability to exercise judgement and to work autonomously. To be able to work to tight deadlines and the ability to manage multiple tasks within a working day. To develop and maintain an efficient electronic filing and information retrieval system.
• To be experienced in problem-solving and be able to demonstrate personal initiative and the capacity to deal with unusual and/or urgent circumstances that may occur in this setting.
• To have the ability to maintain discretion, confidentiality and sensitivity at all times in relation to the nature of the work carried out within Lambeth CAMHS.
• To undertake team meeting administration, including arranging venues and hospitality, accurately minuting and drafting minutes and following-up on action points.
• To line manage Band 4 staff
• To be held as an exemplar of the standards within the service by acting as a role model for other administrative staff.

Recruitment:

• To assist with Lambeth CAMHS administration recruitment alongside the Business Manager.

Training:

• To be a designated Fire Warden and, therefore, attend relevant Fire Warden meetings as required.
• To participate in personal development and training programmes as agreed.

Financial Management:

• To make purchases on behalf of the Service through e-Procurement.
• To order equipment and stationery, as required.

Project Management:
1) To lead, or work closely with the Service Manager or Business Manager, on specific management projects and audits, as required.

Service Requirements:
1) To have a detailed knowledge and understanding of the work and services being provided within Lambeth CAMHS and to act as a point of information and communication within the service.

2) To review, improve, update and implement administrative systems consulting with the Business Manager where necessary.

3) To have a flexible and adaptable approach to work, with the ability to keep to tight deadlines and to prioritise flexibly.

4) To maintain a detailed awareness and knowledge of Child and Adolescent services in order to answer queries from both internal and external enquiries.

5) To have a good working relationship and a detailed awareness of all Trust and Corporate Departments.

6) To act in a professional manner at all times, respecting the interests of children, young people and their families being seen by the professional staff and keeping any information on their treatment confidential