Senior Lead CAMHS Administrator | South West London and St George's Mental Health NHS Trust
| Posting date: | 15 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £32,720 - £39,769 per annum inclusive of Outer London HCAs |
| Hours: | Full time |
| Closing date: | 14 June 2024 |
| Location: | Merton, CR4 4LQ |
| Company: | South West London and St Georges Mental Health Trust |
| Job type: | Permanent |
| Job reference: | 6312531/294-CAMHS-6312531-PB |
Summary
This new post will be based within the Education Wellbeing in Schools (EWS) service, providing administrative leadership, oversight and support to CAMHS Mental Health Support Teams (MHSTs) across Merton, Sutton and Wandsworth.This is a relatively new, innovative service with each MHST working across a number of primary and secondary schools to provide mental health interventions to children and young people at an early intervention level.
The current EWS administrative team is agrowing, proactive and vibrant team of three administrative staff, with another administrator due to start in January 2025. They work together to ensure admin consistency across the boroughs of Merton, Sutton & Wandsworth and play a key role in the swift access to wellbeing support and treatment. Administrative support is fundamental for the smooth running of the EWS Teams and also plays a key role in helping us measure and monitor the impact and effectiveness of the work undertaken.
This is a full time NHS band 5 administrator role comprising of 37.5 hours per week. Options for flexible working patterns can be discussed if required.
We are looking for an experienced administrator to lead our new and evolving mental health in schools admin team. The successful candidate will work closely with the CAMHS EWS Clinical Leads and wider teams to ensure the smooth running of this innovative and exciting service in schools.
The role includes, but is not limited to: managing, supervising and running an efficient administrative team; collating and organising service data and statistics; working jointly with Clinical Leads to compile reports; opening and closing clinical cases on our electronic notes system; sending out letters and other usual administrative responsibilities.
Applicants will require:
• At least two years of experience in a senior administrative / secretarial role
• Supervisory experience within an administrative environment
• Ability to manage supervisory conversations and expectations in a firm but supportive and collaborative manner
• Extremely strong organisational skills
• Excellent communication, responsiveness and reliability
• Willingness to work flexibly across tasks to meet the needs of the service
• Ability to work collaboratively
• Ability to work independently on tasks and meet key administrative performance targets
We are Proud to Belong at South West London and St George’s Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as ‘good’ - we aspire to be ‘outstanding’.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
About our locations:
The role will be partly based on site in school bases in Merton or at Springfield hospital for wider service meetings and training. Occasional travel to Sutton and Wandsworth bases will also be required. There is some scope for working from home each week and this can be negotiated upon successful appointment.
The lead administrator role will be attached to the Wimbledon based teams in Merton, currently based at The Priory Primary school and Ursuline Secondary School. Set days are attached to each base and the timetable is agreed jointly by the post holder and the Merton clinical lead to best suit individual and team need.
Duties and Responsibilities
1. To be responsible for the day to day running of the administration services, ensuring that departmental meetings are efficiently organised and that secretarial and administrative work is efficiently managed. This will include setting up office systems and automating them where possible.
2. To manage the secretarial staff, making best use of the available staff and resources, seeking to make improvements and adopt ‘best practice’ wherever possible.
3. To participate in the selection, induction, training, target-setting, supervision, appraisal and personal development of admin staff.
4. To participate in service planning and developments as appropriate and to represent administration and clerical issues, particularly those relating to information systems.
5. To work closely with the Team Manager and Borough Clinical Leads to constantly improve and develop the general standards of administrative support available to clinicians by ensuring effective systems and appropriate delegation of tasks.
6. To organise meetings and events, produce correspondence, reports, minutes, agendas, etc. from notes, tapes or longhand drafts and promulgate information. This will involve the personal use of word processing, databases, email electronic diaries, project management and other office systems, as well as the management and supervision of the work of other staff.
7. Responsible for allocating and booking patient appointments from waiting list, entering onto generic diary, chasing for response, re-booking as appropriate to ensure smooth running of clinics.
8. To manage all incoming and outgoing mail, ensuring so far as possible those items are attended to with an appropriate degree of urgency.
9. To deal with routine enquiries, for example, from service users and carers, Trust colleagues, external organisations, and other members of the public, or refer them to the appropriate source of information, ensuring so far as possible that they receive an appropriate response.
10.To maintain appropriate stocks of stationery and equipment, authorise purchase and monitor the stationery budget.
11.To have overall responsibility for the Petty Cash within the team, ensuring that accurate records are kept and that monies are reimbursed in accordance with Standing Financial Instructions.
12.To oversee the EWS administrative procedures, see that policies are adhered to and give advice, where appropriate.
13.To ensure the efficient operation of the service KPI dashboards and send a status report on a weekly basis.
14.To compile weekly, monthly and quarterly statistics and manage the information system locally.
15.To take Supervisor responsibilities for the database system ensuring that all Referrer/GP/Establishment details are correctly maintained and updated. To ensure the accurate and timely input of data by administrative staff, by providing regular supervision and training.
16.Offer support regarding I.T. problems to all staff, including clinicians.
17.To collate and log service compliments
18.To be responsible for the monthly positive reporting returns.
19.To be Health and Safety representative for the service.
20.To liaise with and support administrative duties for the running of EPEC parenting groups as required.
21.To understand the sensitivity and confidentiality of the CAMHS service, to respond appropriately and professionally to users, carers and professional colleagues, and maintain strict confidentiality at all times. To be aware of the Data Protection Act and legislation around this issue.
22.To ensure that activities are carried out, so far as possible, in accordance with appropriate procedures but at all times to exercise experience and judgement in acting on one’s own initiative to achieve the desired result and maximise the best use of time and resources.
23.To participate in regular supervision and continuing professional development.
24.To undertake membership of the Team Management Group and advise on matters relating to administration.
This advert closes on Wednesday 22 May 2024