Southwark CAMHS Senior Administrator

South London and Maudsley NHS Foundation Trust; Greater London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A major healthcare provider in Greater London seeks a Southwark CAMHS Senior Administrator. You will offer administrative and secretarial support to a multi-disciplinary team, ensuring a positive patient experience. Responsibilities include managing appointments, handling correspondence, and liaising with families and professionals. Essential qualifications include NVQ Level 3 in Business Administration and excellent communication skills. This role supports flexible working options and aims to improve patient care outcomes.

Benefits

Generous pay and pension package

Flexible working options

Career development opportunities

Qualifications

• Excellent communication skills both verbal and written.
• Ability to work on own initiative and as part of a team.
• Experience in a responsible administrative role.

Responsibilities

• Provide a comprehensive administrative and secretarial service.
• Act as the first point of contact for families and visitors.
• Manage appointment letters and questionnaires.

Skills

Excellent communication skills

Excellent people skills

Confident telephone manner

Accurate data entry skills

Ability to plan, prioritise and multitask

Education

NVQ Level 3 in Business Administration or equivalent

GCSEs in English Language (A-C grade) and Mathematics (A-C grade)

Tools

Microsoft Office 365

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 providing a high‑quality and specialist care to our service users and are recognised for the 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 are 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

Southwark CAMHS Senior Administrator

The post holder will be responsible for providing a proactive, comprehensive administrative and secretarial service to a multi‑disciplinary team. The administrator is often the first point of contact for families/carers and other members of the service user’s network and plays an important role in ensuring a good patient experience and positive image of the service.

Main Duties of the Job

• Front of House
  • Act as the first point of contact for young people, families, and visitors entering the department, ensuring a welcoming and professional reception experience.
  • Liaise with internal staff to ensure visitors are received promptly and any concerns are communicated effectively.
• Administrative
  • Liaising with families and professionals, managing the preparation and dispatch of appointment letters and associated questionnaires.
  • Provide a professional and confidential administration service, including typing, preparing correspondence, proofreading documents, photocopying, filing, scanning, dealing with post, and accessing team members’ Outlook calendars.
  • Screen and reroute calls as appropriate, taking clear, concise messages and dealing with general enquiries.
  • Prioritise and complete daily tasks and ongoing workloads within agreed timescales, managing multiple tasks while maintaining quality standards.
  • Work in an unpredictable pattern, dealing with frequent interruptions.
  • Arrange booking of interpreters and translation of correspondence where appropriate.
  • Arrange appointments and meetings as required.
  • Attend meetings, including team meetings, and produce minutes.
  • Make travel arrangements for the team when required.
  • Order stationery and follow up on orders to ensure delivery and correct receipt of stock for the team.
  • Add referrals to the Trust patient database within 24 hours of receipt.
  • Trace patient NHS details via the National Tracing System.
  • 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.
  • Monitor and update operational data quality information proactively to ensure targets and standards are met. Assist the team lead in collating data and producing quarterly reports for the respective service.
  • In conjunction with the clinical team, monitor and maintain accurate waiting lists.
  • Contribute to the compliance of Health and Safety requirements as requested by management. May be required to become Health and Safety Champion depending on service need.
  • Participate in the preparation of PPI events, conferences and projects.
  • Manage petty cash when required.
  • Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.
  • Contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.
• Service Requirements
  • Provide cover for colleagues, as required, within CAMHS sites.
  • Provide ad‑hoc reception cover, as required, within CAMHS sites.
  • Assist teams with the development of patient information and team leaflets.
  • Attend and actively participate in administration team meetings to assist in the implementation and continual review of systems to ensure good practice.
  • May be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.
  • Assist in service user feedback and PPI.
  • May be required to work outside of core hours, in line with service need.
  • Line‑manage staff, as required.
• Personal Development
  • Participate in development and training identified through the appraisal and supervision process.
  • Attend and participate in all identified mandatory training.
• Other
  • Ensure all duties are carried out in line with Trust policy.
  • Carry out other duties appropriate to the grade as required.
  • Keep up to date with relevant Trust policies and developments within the NHS, e.g. Business Continuity Plans, Care Quality Commission etc.

Benefits Offered by SLAM

• 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 supporting 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 several programmes such as leadership, mentoring, coaching, positive people management, collective leadership, and other talent programmes.

Person Specification

Qualifications

Essential criteria

• NVQ Level 3 in Business Administration; or equivalent administrative/secretarial experience.
• GCSEs or equivalent qualifications in English Language (A‑C grade) and Mathematics (A‑C grade).

Desirable criteria

• RSA Level 3 secretarial qualification or equivalent qualification.

Knowledge, Skills and Understanding

Essential criteria

• Excellent communication skills both verbal and written.
• Excellent people skills.
• Confident telephone manner.
• Excellent copy and audio typing skills (50 wpm or above).
• Accurate grammar, spelling, and punctuation.
• Accurate data entry skills.
• Ability to plan, prioritise and multitask.
• Ability to problem‑solve.
• Effective time‑management skills.
• Ability to work on own initiative.
• Ability to work as part of a team.
• Punctual, dependable, and flexible.
• Proficient use of Microsoft Office 365 (Outlook, Word, Excel, Teams, Planner, OneNote & PowerPoint).
• Awareness of Data Protection and Confidentiality.
• Understanding of Racial Awareness and Diversity.
• Health and Safety awareness.

Desirable criteria

• Ability to supervise staff.
• Ability to organise events.
• Microsoft Access knowledge.
• NHS in‑house systems and databases.

Experience

Essential criteria

• Experience in a responsible administrative / secretarial role.
• Proven experience of office systems and procedures.
• Experience of minuting meetings.
• Experience of composing correspondence.

Desirable criteria

• Experience of working in the NHS, ideally within a child‑friendly, mental health environment, hospital, or community clinic.

Equity, Diversity and Inclusion

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 of our services and all staff understand and support our commitment.
• Believing that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity.

Please Note

• All applications for this post will need to be made online.
• Read and understand the Job Description and Person Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria.
• The closing date listed is a guide only and the vacancy may close earlier should a sufficient number of applicants have been received. We advise you to submit your application as early as possible.
• Once you have submitted your application you agree to your application being transferred to a third‑party e‑recruitment system.
• If you have not heard from us within three weeks from the closing date your application has not been successful.
• Priority consideration for applications may be given to at‑risk NHS employees.
• If you are 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.
• We are a smoke‑free Trust.

Helpful Resource: How to Use TRAC for Job Applications – If you're preparing to apply for a role, this guide provides step‑by‑step instructions on how to use TRAC effectively throughout the application process: Using TRAC to apply.

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

• Southwark CAMHS Senior Administrator JD & Person spec (PDF, 552.3 KB)
• SLaM Staff Benefits (PDF, 1.1 MB)
• Happy to Talk Flexible Working (PDF, 680.1 KB)