Team Administrator

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. 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.

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.

The OPTIMA Mood Disorders Service is an outpatient treatment service for people with bipolar affective disorder. The service aims to reduce the risk of recurrence and readmission to hospital and is currently open to Lambeth, Southwark and Lewisham service users. OPTIMA is a small multi-disciplinary service, which offers individual and group programmes focused on relapse prevention and recovery.

An exciting vacancy has arisen for a part time Band 4 Team Administrator to provide a professional, efficient and effective administrative service to the team. The post holder will be the first point of contact for colleagues, service users and family/carers and will play an important role in organising outpatient clinics in person and on Teams, inputting data on the trust clinical database, and managing admin tasks on a daily basis.

We are looking for a confident and enthusiastic person who enjoys working as part of a small friendly team with a good telephone manner and excellent organisational skills. The role will be a job share with the current OPTIMA Team Administrator.

Main duties of the job:

• To provide a high quality administrative and secretarial service to the team, enabling the team to operate efficiently and effectively.
• To be the first point of contact for colleagues, patients, families/carers and ensure good patient experience and a positive image of the service.
• To manage and oversee the administrative component of the Trust patient database including inputting referral and patient information, monitoring and updating operational data quality.

Key Responsibilities:

• To provide a professional and confidential administrative service, to include audio/copy typing, preparing correspondence, proof reading documents, photocopying, filing, scanning, dealing with post, having access to team outlook calendars.
• To implement and maintain an overall management system of paper and electronic media for the office.
• To manage emails and telephone calls and enquiries to the service, take clear concise messages and assist people with a helpful, diplomatic and tactful manner.
• To work autonomously to ensure daily tasks and ongoing workloads are prioritised and completed within agreed timescales.
• To arrange appointments and meetings as required for the team including the psychiatric weekly clinics using Microsoft Office Teams or in person clinics.
• To organise booking of interpreting services and translation of correspondence where appropriate.
• To attend Team meetings and record discussions/outcomes on EPJS or internal systems.
• Order stationery and be responsible for follow up of orders to ensure delivery and correct receipt of stock for the team as required.
• Support new staff, ensuring access to Digital Services and the relevant Trust Policies.
• To contact Trust Estates and Facilities Department to report any faults or work that needs to be undertaken.
• To arrange administrative cover for annual leave periods.
• To undertake any other reasonable duties as negotiated with the Administration and/or Clinical Manager.
• To input data onto the electronic patient record system (EPJS), registering patients, inputting KPI (Key performance indicators), scanning and uploading documentation.
• To ensure all of your required mandatory training is up to date.
• To complete the eRoster for the team. To manage petty cash.
• To undertake the monthly Health and Safety Inspection Checklist and Fire Warden checklist in liaison with the Business Manager.
• To ensure compliance with agreed infection control policies and procedures.
• To ensure any communications are cascaded appropriately and in a timely way within the service, including sensitive and confidential information.
• To receive regular supervision and appraisal of work performance.

Person specification:

• Business Administrative qualification (NVQ3) and/or administrative experience.
• Experience of working in an NHS environment.
• Proficient audio/copy typing skills (at least 55wpm).
• Proficient in Microsoft 365 including Teams, Outlook, Word and Excel.
• Good verbal and written communication skills.
• Experience of working in a team environment.
• Experience of working with mental health patients.

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.