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South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.

We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as 'good'.

We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone's potential as change makers.

The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.

Our Values

We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I'm going to do is at the heart of everything we do. When you join us, you'll be part of something special.

As a Trust we are happy to talk flexible working.

Job overview

National and Specialist CAMHS Out-Patients - is seeking a CAMHS Senior Administrator and Referrals Co-ordinator.

The vacancy is in the following team:
Centre for Intervention Paediatric Psychopharmacology and Rare Diseases (CIIPRD) x 1 Full time, 1 yr fixed term.

The Child and Adolescent Mental Health Service (CAMHS) are seeking to recruit Senior Administrator and Referrals Coordinator to provide comprehensive admin as well as undertaking secretarial duties.

The post-holder will co-ordinate the administrative work of the clinical team and liaise with families, health care professionals and other external agencies, whilst acting as the first point of contact for the service.

We are looking for organised, motivated and committed individuals who will have experience networking and communicating with a large team. Excellent typing ability and high-level communication skills are essential.

We expect the successful candidate to work on-site up to 4 days a week with the minimum being 3 days.

The successful candidates will also need to meet the essential criteria detailed in the person specification, as well as having proven organisational skills, and the ability to prioritise an interesting and varied workload.

Main duties of the job

The postholder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi-disciplinary team, enabling the team to operate effectively and
efficiently.

The administrator is often the first point of contact for families/carers and other members of the child/young person's network and plays an important role in ensuring a good patient experience and positive image of the service.

Managing and overseeing the administrative component of the Trust patient database, i.e., inputting referral and patient information, monitoring and updating operational data quality, etc.

Flexible working:

As one of the few Trusts in London we are proud to offer flexible working as part of our new ways of working, and we are happy to talk flexible working at the interview stage. In this role you will be able to work Monday to Friday in the time frames from 9am to 5pm, giving you the very best of good work life balance.

Working for our organisation

About Us:

The specialist Child and Adolescent Mental Health Services within the South London and Maudsley NHS Foundation Trust have a formidable reputation nationally and internationally. Clinical practice has thrived on mutually supportive links with the Institute of Psychiatry and Psychology, and with the Medical Research Council Child Psychiatry Unit.

The post holders will be part of a multi-disciplinary team and would involve working with Clinical Psychologists, Consultant Psychiatrist, Assistant Psychologists, Occupational Therapist, Speech and
Language Therapist, Educational Psychologist and Admin support.

About our locations:

Michael Rutter Centre, Maudsley Hospital

We are located off Denmark Hill on De Crespigny Park which 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 with a wide range of restaurants.

We will be relocating to our new building, the Pears Maudsley Centre, in the summer of 2025. It is situated on the Maudsley site, conveniently located near the train station.

Detailed job description and main responsibilities
• To provide a professional and confidential administration service, including taking minutes at meetings, managing team mailboxes and mobiles phones.
• To assist people in a helpful, diplomatic and tactful manner; screening and rerouting calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.
• To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales.
• To arrange appointments and meetings as required.
• Oversee the administrative/contracting component of the Trust patient database ensuring patient details are updated and accurate at all times, whilst adhering to timescales and data protection.
• To monitor and maintain accurate waiting lists, in conjunction with the clinical team
• To participate in the preparation of PPI events, conferences and projects.
• Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

Service Requirements
• To provide cover for colleagues, including ad hoc reception cover (as required), across CAMHS National and Specialist Outpatients.
• Assist teams with the development of patient information and team leaflets.
• To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
• To assist in service user feedback and PPI.

Career Progression pathways and development opportunities:

We are committed to get the very best out of our staff and support 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. In addition, we offer ongoing training and development in areas that will further build on administrative skills and competencies through our fantastic educational learning portal that you will have access to.

Person specification

Qualifications

Essential criteria

• NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
• GCSEs or equivalent qualifications in English Language (grades A-C or 9-7) and Mathematics (grades A-C or 9-7) (A)

Desirable criteria

• RSA 3 secretarial qualification or equivalent qualification (A)

Experience

Essential criteria

• Significant experience in a responsible administrative / secretarial role (A / I)
• Proven experience of office systems and procedures (A / I)
• Experience of minuting meetings (A / T)
• Experience of composing correspondence (A / T)

Desirable criteria

• Experience of working in the NHS, ideally within a child friendly mental health environment; hospital or community clinic (A)

Understanding and Knowledge

Essential criteria

• Proficient use of Microsoft Outlook, Word, Excel and PowerPoint (A / T)
• Awareness of Data Protection and Confidentiality (A / I)
• Understanding of Racial Awareness and Diversity (A / I)
• Health and Safety awareness (A / I)

Desirable criteria

• NHS in-house systems and databases (A)

Skills/Abilities

Essential criteria

• Excellent communication skills both verbal and written (A / I / T)
• Excellent interpersonal skills (I)
• Confident telephone manner (A / I / T)
• Accurate grammar, spelling and punctuation (A / T)
• Accurate data entry skills (A / T)
• Ability to plan, prioritise and multi-task (A / I / T)
• Ability to problem-solve (A / I / T)
• Effective time management skills (A / T)
• Ability to work on own initiative (A / I)
• Ability to work as part of a team (A / I)
• Punctual, reliable and flexible (A / I)

Desirable criteria

• Ability to organise events (A / I)

The Trust is committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Confident Employer, we welcome applicants from all sections of the community and people of all protected characteristics. We provide reasonable adjustments for candidates with a disability and are committed to treating people fairly with compassion, respect and dignity and in promoting equality and human rights. We aim to put this commitment into practice by:

• Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
• Ensuring that all our services and all staff understand and support our commitment
• We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

Please note:

• That all applications for this post will need to be made online
• That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
• That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
• That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
• 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 London and Maudsley NHS Foundation Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process
• That we are a smoke-free Trust

SLaM is a Stonewall Diversity Champion , Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe'

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job description and person specification (PDF, 408.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)