Administrative Assistant | South West London and St George's Mental Health NHS Trust

South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including high secure services, at Springfield Hospital.

We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. When you join us, you’ll be part of something special – an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.

About the team: We are seeking an experienced Administrator to provide Secretarial/admin support to the Wandsworth IRH’s. The post is 5 days a week, 37.5hrs, Mon-Friday.

About the location: Springfield Hospital. Trinity Building – 15 Springfield Drive – SW17 0YF. Local bus routes G1 and 315. Closest station Tooting Bec.

The post will be working with the Wandsworth Integrated Recovery Hubs (IRH). Admin tasks to include:

• Using computerised information systems (RiO)
• Collating statistics and returns as required by the Trust and Local Authority
• Processing medical correspondence
• Booking appointments
• Developing and maintaining filing systems
• Being the first point of contact for patients, relatives/carers and other professionals service queries
• Ensuring referrals to the team are processed efficiently

The post will be part of an administration team that exists to provide an important administrative and Outpatient service to mental health teams to ensure the smooth running of those services. This includes:

• Using computerised information systems
• Collating statistics and returns as required by the Trust and Local Authority
• Word-processing
• Developing and maintaining filing systems
• Being the first point of contact for patients, relatives/carers and other professionals

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.

We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive. Come and join our inclusive teams and help our patients on their recovery journey.

To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard for team members and address and alert teams to errors and problems as they arise.

To support team members in accessing basic information held on My Dashboards and ensure that all service users’ patients and visitors are received in a courteous and efficient manner. To facilitate effective communication within the team by providing team members with messages and information.

To ensure that all telephone enquiries to the team are handled politely and sympathetically, ensuring that all messages are passed on to the appropriate person in a timely and accurate manner, which may often involve dealing with difficult and distressed patients on the phone or in person.

To support the administration of team meetings by recording meeting actions, preparing meetings to include distribution of agendas and associated papers, and follow-up actions and distribute these as appropriate. Organise meetings including room bookings or video conferencing where possible and as required.

Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager. To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc.