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CAMHS Patient Services Coordinator, Administrator (Nat. & Spec. OPD)

Job details
Posting date: 13 January 2025
Salary: Not specified
Additional salary information: £29,485 - £31,088 per annum inclusive of HCAS
Hours: Full time
Closing date: 12 February 2025
Location: London, SE5 8AZ
Company: South London and Maudsley NHS Foundation Trust
Job type: Permanent
Job reference: 6929369/334-NCL-6566932-A

Summary

A Vacancy at South London and Maudsley NHS Foundation Trust.


An exciting opportunity has arisen within the National and Specialist CAMHS Outpatient Service. We are seeking to recruit 2 full-time (37.5 hours) Patient Services Coordinators (PSC) / Administrators.

We are looking for a well organised, motivated and committed PSC with excellent customer service skills to join our fast-paced team. We are keen to find candidates who can multi-task, use their initiative and deliver a professional service.

Our team is based at the Michael Rutter Centre and are often the first point of contact for our young patients and families and they play a crucial role in supporting the National and Specialist CAMHS Outpatient clinical teams and senior administrators.

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.

For this role, we offer career pathways to senior administrative positions. In addition, we offer ongoing training and development in administration and secretarial competencies.

As a Patient Services Coordinator / Administrator, the successful candidate will become a core member of the Michael Rutter Centre Team. With the support and supervision of Centre Manager, the team supports essential day to day functions within the clinical area and the rest of the building.
It is a patient facing role, which requires a professional but personable manner whilst interacting with patients, families, staff and visitors. You will be required to greet and register patients and guests, when they arrive for their appointment, direct them to one of the waiting areas and inform the attending clinician that they have arrived. It is an extremely interactive role, which requires enthusiasm, good people skills and intuition.
The team manage the clinic space and meeting rooms, allocating them to clinicians/teams to primarily carry out face to face appointments, virtual appointments, supervision sessions and team meetings.
The Michael Rutter Centre is operational from 8:30am-6pm. Please note that the successful candidate will need to be flexible to cover Saturday Clinics when required.
Full-Time (37.5 hours) on-site – The successful candidate will need to participate in a reception rota to cover:
- 8:30am – 4.30pm
- 9:00am – 5pm
- 10:00am-6:00pm
And/or some Saturdays, as part of the core working hours/working pattern for this post.
All applicants should be able to fully participate in this shift system from Monday to Friday (and Saturday’s when required).

The CAMHS National & Specialist Outpatient Service delivers the widest range of outpatient services for children and young people in the UK.

Comprised of 24 national and specialist teams, the service prides itself on providing outstanding care to young people and their families. It has a formidable reputation nationally and internationally and is made up of a broad range of outpatient clinics. We have a strong tradition of evidence-based treatment, and are active in clinical research, developing, assessing and implementing effective new treatments such as intensive day treatments for eating disorders.

Our clinical teams are fully committed to multi-disciplinary, comprehensive assessments of young people within their family and social context, considering their academic achievements and potential.

We offer training programmes and service development support for mental health professionals both nationally and internationally. We also have a range of specially developed educational mental health programmes targeted at school age children and young people for interventions to whole classes, small groups, and individual students.

Our Location:

Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2) and is within walking distance from the beautiful Ruskin Park and the vibrant high-street that offers great shopping opportunities.

The Michael Rutter Centre – accessible via De Crespigny Park – is located within the Maudsley Hospital site.

Patient Services Coordination / Administration

· To provide reception duties which will include assisting people in a helpful, diplomatic and tactful manner, screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries.

· To maintain the reception area, e.g. replenishing leaflets, updating the waiting area information board etc.

· Overseeing the signing-in procedure for families and visitors on arrival and issuing visitor cards, as required.

· To allocate rooms on the online booking system in relation to outpatient appointments and Seminar room bookings.

· To run weekly room booking reports for Advance Room booking, Group Bookings and Recurrent bookings.

· To updatethe Trust patient database system, i.e. outcome of appointmentsand checking of patient/family contact details on arrival and updating the patient database system accordingly.

· To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales and manage multiple tasks within the working day whilst maintaining quality standards.

· To complete the patient travel forms and photocopy tickets, receipts and proof of eligibility for the reimbursement of fares when required.

· To log work requests on the Trust Estates and Facilities Department online Planet FM system, as required.

· Order stationery and be responsible for the following up of orders to ensure delivery and correct receipt of stock for the team.

· Compile a weekly list of pre-booked catering requests for meetings.

· Daily collection of incoming post from the post room and distribute accordingly.

To provide administrative support to the N&S Outpatient Teams:

· To format letters and reports

· To send out correspondence via email/post

· To photocopy letters and other documentation

· To scan and upload documents ontothe Trust patient database system

· To assist with the retrieval and compilation of patient correspondence from the Trust patient database system for solicitors request i.e. Subject Access Request

· To assist with contacting families regarding appointment reminders

· To assist with updating the patient registration and consent forms on the Trust patient database system

· To assist with preparing resources for parent group leader groups

· To man the teams mobile and take messages, when required.

Service Requirements:

· To provide cover for colleagues, as required, within CAMHS sites.

· To provide reception cover for early, late or weekend clinics, as required.

· To attend, and actively participate in, administration team meetings to assist in the implementation and continual review of systems to ensure good practice.

· Trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.

· To assist in service user feedback and PPI.

· To carry out regular audit checks throughout the building.

· May be required to work outside of core hours, in line with service need.

Personal Development:

· To participate in development and training identified through the appraisal and supervision process.

· To attend and participate in all identified mandatory training.

· To assist with the induction of new staff.

Other:

· To ensure all duties are carried out in line with Trust policy.

· To carry out other duties appropriate to the grade as required, e.g. petty cash etc.


This advert closes on Monday 27 Jan 2025