Team Secretary | South West London and St George's Mental Health NHS Trust in Richmond

An opportunity has arisen for a Band 4 Administration Team Secretary to provide support to the Richmond CAMHS Service. The successful candidate must be a team player, with a focus on ensuring that an effective administration service is provided across the service. They will have previous experience of administration roles within an NHS Trust setting, and must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise a busy workload.

The post-holder will be a key member of the CAMHS team and will be responsible for the day-to-day administrative and clerical support to team members in the service. The post-holder will assist in the maintenance of an office management system, which provides effective communication to team members and others as appropriate. The post-holder will often be the first point of contact for members of the general public and referrers who wish to make enquiries.

It is an essential requirement of the post that the post-holder demonstrates outstanding verbal and written communication skills and has a proven ability to establish and maintain professional and respectful relationships with others, sometimes in challenging circumstances.

This post will be based at Richmond Royal Wellbeing Centre. 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 or extract routine data for the Trust and/or team members. To address and alert teams to errors and problems as they arise.

• To support team members in being able to access basic information held on My Dashboards and IAPTus.
• To ensure that all service users, patients and visitors are received in a courteous and efficient manner.
• To be responsible for ensuring referrals to the teams are processed efficiently, responding to urgent referrals when necessary and making sure they are passed on to the duty team.
• 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.
• To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and Safeguarding.
• To organise meetings including room bookings or video conferencing where possible as required.
• To ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager.
• To co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues.
• To monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly, liaising with the Procurement Team regarding any problems.
• To ensure that all correspondence and documents are accurately and efficiently typed and dispatched, according to priority, including accurate and efficient copy and audio typing of reports, assessments, case notes, letters, minutes of meetings and other confidential material.
• To photocopy, scan and fax information, distributing and filing as appropriate.
• To sort incoming mail, date stamp and distribute as appropriate.
• To extract information for third parties as appropriate.
• To maintain waiting lists and provide Information Management with timely monthly returns.
• To contribute to the development and maintenance of administrative procedures.