CAMHS Senior Referrals Co-ordinator

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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 high quality and specialist care to our service users and we are recognised for our 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 is 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

The postholder will be responsible for providing a proactive, comprehensive administrative service to the Lewisham CAMHS Crisis Team, enabling the team to operate effectively and efficiently.

This role will involve working closely with the Crisis and Intake Referral Management Teams, in the management of referrals.

Working with Clinical Lead Specialists in the management of their team assessment timetable.

Working with Multi Disciplinary Teams across the service.

Managing and overseeing the administrative component of the EPJS patient database, i.e. patient information, monitoring and updating operational data quality, etc.

To be one of the first points of contact for patients/families/carers and professionals, ensuring a good patient experience and positive image of the service.

Checking that incoming referrals contain the required information.

Monitoring and tracking referrals through the central referral panel, ensuring that information is entered onto the database.

To provide support to other administrators when needed within the Crisis & Intake Teams.

Main duties of the job

To provide a professional and confidential administration service to the Lewisham CAMHS Crisis Team.

To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate.

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

To book and organize Assessments Clinics as required, liaising with Clinical Leads and contacting families.

To arrange patients\’ appointments via Teams or face-to-face, booking clinical rooms.

Ability to work in an unpredictable pattern, dealing with frequent interruptions.

Organise the booking of interpreters and translation of correspondence, where appropriate.

Working with the Referral Manager to produce data.

Attend meetings and produce minutes.

Add new referrals to the Trust patient database within 24 hours of receipt.

Trace patient NHS details via the National Tracing System.

Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

Working for our organisation

South London and Maudsley NHS Foundation Trust (SLaM) provides the widest range of NHS mental health services in the UK as well as substance misuse services for people who are addicted to drugs and alcohol. We work closely with the Institute of Psychiatry, Psychology and Neuroscience (IoPPN), King\’s College London and are part of King\’s Health Partners Academic Health Sciences Centre. There are very few organisations in the world that have such wide-ranging capabilities working with mental illness. Our scope is unique because it is built on three major foundations: care and treatment, science and research, and training. SLaM employs around 5000 staff and serves a local population of 1.1 million people. We have more than 230 services including inpatient wards, outpatient, and community services. By coming to work at SLaM, you will gain experience of being part of an organisation with a rich history and international reputation in mental health care. You will have access to professional development and learning opportunities and have the chance to work alongside people who are world leaders in their field.

Detailed job description and main responsibilities

To provide a professional and confidential administration service, to include typing; preparing correspondence; proofreading documents; photocopying; filing; scanning; dealing with post; emails and having access to team members\’ outlook calendars.

To assist people in a helpful, diplomatic and tactful manner; screening and re-routing calls, as appropriate. Taking clear, concise messages and dealing with general enquiries, where appropriate.

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

To book and organize Assessments Clinics as required, liaising with Clinical Leads and contacting families.

To arrange patients\’ appointments via Teams or face-to-face.

Booking clinical rooms.

Ability to work in an unpredictable pattern, dealing with frequent interruptions.

Organise the booking of interpreters and translation of correspondence, where appropriate.

Working with the Referral Manager to produce data.

Deputise for Referral Manager as required.

Attend meetings and produce minutes.

Add new referrals to the Trust patient database within 24 hours of receipt.

Trace patient NHS details via the National Tracing System.

In conjunction with the clinical team, monitor and maintain accurate waiting lists.

To 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.

To participate in the preparation of PPI events, conferences and projects.

Support admin trainees and temporary staff, ensuring access to ICT and the relevant Trust policies.

To contact Trust Estates and Facilities Department to report any faults or works that need to be undertaken.

To add referrals to the Trust patient database within 24 hours of receipt.

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

Assist teams with the development of patient information and team leaflets.

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

Will be required to be trained as nominated Fire Warden, First Aider and/or Health and Safety Champion.

To assist in service user feedback and PPI.

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

Provide administration support for Saturday clinics on a rota basis.

To line manage staff, as required.

Person specification

Qualifications

Essential criteria

1. NVQ 3 in Business Administration; or equivalent administrative/secretarial experience (A)
2. GCSEs or equivalent qualifications in English Language (A-C or 9 – 4 grade)
3. GCSEs or equivalent qualifications in Mathematics (A-C or 9 – 4 Grade) (A)

Desirable criteria

1. RSA 3 secretarial qualification or equivalent qualification (A)

Experience

Essential criteria

1. Significant experience in a responsible administrative/secretarial role (A & I)
2. Proven experience of office systems and procedures (A & I)
3. Experience of composing correspondence (A & T)
4. Experience of minuting meetings (A & T)

Desirable criteria

1. Experience of working in the NHS, ideally within a child-friendly mental health environment; hospital or community clinic (A)

Knowledge

Essential criteria

1. Proficient use of Microsoft Outlook, Word, Excel, and PowerPoint (A & T)
2. Awareness of Data Protection and Confidentiality (A & I)
3. Excellent communication skills both verbal and written (A & T)
4. Accurate data entry skills (A & T)
5. Ability to problem-solve (A & I & T)
6. Understanding of Racial Awareness and Diversity (A & I)
7. Confident telephone manner (A and I/T)
8. Ability to work on own initiative (A & I)
9. Ability to work as part of a team (A & I)

Desirable criteria

1. Ability to supervise staff (A / I)
2. NHS in-house systems and databases (A)

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:

1. Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
2. Ensuring that all our services and all staff understand and support our commitment
3. We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity

Please note:

1. That all applications for this post will need to be made online
2. That you read and understand the Job Description and Personal Specification attached to the role. Your Statement in Support should reflect the requirements specified as your application will be judged against these criteria
3. That the closing date listed is a guide only and that the vacancy may close earlier should a sufficient number of applicants have been received. We advise that you submit your application as early as possible
4. That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. All subsequent information regarding your application will be generated from apps.trac.jobs
5. That should you not have heard from us within three weeks from the closing date your application has not been successful
6. That priority consideration for applications may be given to at-risk NHS employees
7. That should you be 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
8. That we are a smoke-free Trust

SLaM is a Stonewall Diversity Champion; Stonewall is the largest Lesbian, Gay, Bi and Trans (LGBT) rights charity in Europe.

Employer certification / accreditation badges

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

• Job Description (DOCX, 362.7KB)
• Band 4 – Person Specification (PDF, 432.6KB)
• SLaM Staff Benefits (PDF, 1.1MB)
• Happy to Talk Flexible Working (PDF, 680.1KB)

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