EA to the Head of HONQ and Clinical Governance Administrator, CAMHS

South London and Maudsley NHS Foundation Trust; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading healthcare organization is seeking a skilled Administrator to provide high-quality support within the Nursing, Governance, and Quality Team. The role entails comprehensive administrative responsibilities, including managing communications, minute-taking, and facilitating key governance processes. Ideal candidates will possess experience in an administrative capacity, particularly within a complex healthcare or NHS environment.

Qualifications

• Extensive administration experience with efficient office procedures.
• Senior level secretarial experience and complex diary management.
• Experience of minute taking and transcribing detailed notes.

Responsibilities

• Provide high-level administrative support to the Head of Nursing & Quality.
• Minute-taking, arranging meetings, and general administrative assistance.
• Support the completion of serious incident reviews and ensure accurate record-keeping.

Skills

Excellent written skills

Diary management

Minute-taking

Computer-based systems

Education

Degree in a relevant field (or equivalent)

Tools

Datix

ePJS

Job description

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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

To provide a fully comprehensive and first-class business administration service to Nursing, Governance and Quality Team including supporting the CAMHS Head of Nursing & Quality. Front of house, reputation and professional response is essential to achieve this. The post holder will deal with a broad range of very complex and sensitive issues and be a key point of contact, dealing with a wide range of staff and patients across the Trust, with external partners, the independent and private sectors.

To be a key resource to the Nursing, Governance and Quality Team; ensuring the delivery of key operational and strategic objectives. This will result in the post holder leading and having responsibility for the development and implementation of specific projects and functions such as the Clinical Governance agenda alongside the Clinical Governance Project Officer and Clinical Governance Lead.

As the team administrator you will need to be able to provide high quality administrative support such as minute taking of meetings, arranging meetings and general administrative support. The role also includes supporting the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix), as well as managing and monitoring local administrative data systems.

Main duties of the job

This role involves providing high-level administrative and diary management support to the Head of Nursing & Quality and the wider Nursing, Governance, and Quality team. Key responsibilities include minute-taking, arranging meetings, and offering general administrative assistance. The position also supports the timely completion of serious incident reviews, fact finder reports, and complaint investigations, ensuring accurate record-keeping in the Trust's incident recording system (Datix). The role requires the development and implementation of governance processes within the CAMHS Directorate, responding to requests and inquiries across different organizational levels with discretion and efficiency. Additional duties include providing cross-cover for the senior leadership admin team, preparing agendas, typing minutes, drafting responses, managing mail, updating dashboards and risk registers, and coordinating events such as team-building sessions and conferences. The role demands independent work and initiative, often unsupervised, to ensure effective administrative operations.

Working for our organisation

SLaM CAMHS has the most comprehensive child and adolescent mental held service in the country. National leaders in their field, working in both the Trust and associated Universities have a profound influence on our understanding of mental health problems in childhood, on the development of treatment approaches and on service development and evaluation. The service is made up of seven clinical units: N&S Outpatient Services, National and Specialist Inpatient Services, the boroughs of Lambeth, Southwark, Lewisham and Croydon. As well as providing a range of services to local children, professional staff provide specialist tertiary services to children and adolescents throughout the country. Adolescent Units at Maudsley Hospital and the Bethlem Royal Hospital, plus a PICU at the Bethlem Royal Hospital which provide supra regional tertiary in-patient treatment and assessment. Professional staff also work closely with local authority social services, education, community health services, acute paediatrics, primary care, the voluntary sector and the criminal Justice system. Staff within the Directorate provide the main national training programmes for under and post-graduate trainees from all the key mental health professions and it is important to ensure that academic and service interests work in a collaborative and mutually beneficial way.

Detailed job description and main responsibilities

1) To provide high level administration and diary management support to the Head of Nursing & Quality.

2) To Support the Nursing, Governance and Quality team include minute taking of meetings, arranging meetings and general administrative support.

3) Support the timely completion of Serious Incident Alert reviews by team managers, Serious Incident fact finder reports, complaint investigations, and ensuring an accurate record is kept in the Trust incident recording system (Datix).

4) With the Head of Nursing and Quality develop and implement governance processes within the CAMHS Directorate to ensure that there is a comprehensive framework to continuously monitor and improve the quality of care provided.

5) Responding to a wide range of requests, enquiries and problems from Trust Board Level downwards and from the private and independent sectors. You will take action to ensure they are dealt with and resolved quickly, efficiently and sensitively as possible. You will be required to show a high level of discretion often working unsupervised.

6) To provide cross-cover in the event of absence within the senior leadership admin team.

7) Prepare agendas, type minutes, and collate action plans of meetings in a timely and efficient manner and ensure circulation and storage of minutes.

8) Ensure receipt of appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them - this will include drafting responses and discarding inappropriate mail as necessary.

9) To carry out duties as requested by the clinical governance team; produce graphs, SPR charts and tables for reports and input data into spreadsheets and databases for statistics

10) Update the service line dashboards risk register and CQC action plans etc. on a monthly basis.

11) To prioritise workload to ensure completion of work. To be part of the Directorate senior leadership administration team, carrying out any admin duties that helps towards providing an efficient and effective admin function. Any other duties deemed appropriate. To work on own initiative and often unsupervised.

12) To coordinate events for both internal and external agencies such as team building events, structured away time, functions, conferences, workshops and visits from external organisations. You will be responsible for the detailed planning of programs, identifying venues, negotiating costs, booking hospitality, providing materials and making travel arrangements for those involved.

Person specification

Qualifications

Essential criteria

• Educated to degree level in a relevant field (or equivalent)

Experience

Essential criteria

• Extensive administration experience with a thorough working knowledge of efficient and effective office procedures
• Senior level secretarial and administrative experience, including complex diary management
• Experience of minute taking and transcribing detailed notes and minutes of meetings

Desirable criteria

• Experience of working in an NHS Environment or similar complex environment
• Experience of using Datix
• Experience of using ePJS

Knowledge / Skills

Essential criteria

• Excellent written skills including grammar, spelling and punctuation
• Ability to create, develop and maintain computer-based systems including spreadsheets and databases

Desirable criteria

• Understanding of mental health issues

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

• CAMHS Executive Assistant for HONQ and Governance JD (PDF, 560.3KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)