Administration Assistant

Covid-19 Vaccination

We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.

Please note in order to progress your application, your data will be processed by our 3^rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of Whittington Health NHS Trust.

For our current apprenticeship vacancies, please go to https://www.gov.uk/apply-apprenticeship and use Keyword ‘Whittington’

By applying for this role, you accept in the event you are successful that your personal data may be transferred from the Trust to another NHS organisation where your employment transfers within the NHS. This is in accordance with the streamlining programme which is aimed at saving you time and improving efficiencies within the NHS when your employment transfers.

Job overview

Band 3 Administration Assistant - Social Emotional Mental Health Team (SEMH)

SEMH is the front door to all services offered by Islington CAMHS and our partner agencies. We screen all referrals to make sure we find each young person the right service first time.

SEMH offers social, emotional and mental health services to children, young people and their families, up to their 18^th birthday (or 25^th birthday for young people with special educational needs), who are registered with an Islington GP.

We are a dynamic team that enjoy working together to establish a highly responsive and effective service.

An opportunity exists for an enthusiastic and motivated administration Assistant. You will be part of a team providing comprehensive, professional and efficient administrative support to enable achievement of local and national targets within Whittington Health.

You must be enthusiastic, flexible, quick to learn, IT literate, used to various office systems including Microsoft word and excel and have excellent communication skills.

For further information please contact Laura Quinn, Operational Manager, [email protected]

Main duties of the job

Key duties will include various administrative tasks such as answering phone calls, sending letters, uploading documents and assisting the broader administration team. Book clinics and appointments and manage cancellations or amendments in a timely manner.

Using the LBI Network account to register referrals onto EHM; this may include registering new client records and updating records, uploading documents and adding general notes when required. Training will be provided.

Using the Whittington Trust account to upload referrals and documents to Rio, register referrals when required. To ensure that an accurate and up-to-date patient record is maintained by updating Rio as necessary. Training will be provided.

To record all appropriate referrals onto the Master SEMH Spreadsheet and ensure that the data is accurate and updated in a timely manner.

To provide secretarial and administrative support to the Social Emotional Mental Health Team clinicians, (CAMHS and Barnardo’s clinicians), including sending text messages and letters.

To carry out any other duties commensurate with the grade as directed by the line manager

Prioritise and manage own workload on a day-to-day basis.

Working for our organisation

The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.

Detailed job description and main responsibilities

The primary objective of this role is to deliver efficient, effective, and high-quality clerical support to the Social Emotional Mental Health (SEMH) team. The post holder will also be responsible for a variety of data entry functions that are essential to the service's operations.

In addition to these responsibilities, the role includes providing general office support to service staff, which encompasses tasks such as answering phone calls from service users and professionals, photocopying, uploading documents, and preparing outgoing correspondence.

Person specification

Education / Qualifications

• GCSE Maths or equivalent

• An English language qualification, GCSE or equivalent

Knowledge & Experience

• Knowledge of filing / office systems
• Evidence of clerical experience

• Previous knowledge of NHS / how NHS operates

Personal Qualities

• Organised and methodical in their approach to their work
• Good telephone manner
• Ability to build up good working relationships with staff at all levels
• Excellent team working skills

SAFEGUARDING CHILDREN AND ADULTS

To comply with the Trust’s Safeguarding Children and Adults policies, procedures and protocols. All individual members of staff (paid or unpaid) have a duty to safeguard and promote the welfare of children, young people and vulnerable adults This will require you to:

• Ensure you are familiar with and comply with the London Child Protection Procedures and protocols for promoting and safeguarding the welfare of children and young people.
• Ensure you are familiar and comply with the London Multi Agency Safeguarding Vulnerable Adults Pan London Procedures.
• Ensure you are familiar and comply with local protocols and systems for information sharing.
• Know the appropriate contact numbers and required reporting lines.
• Participate in required training and supervision.
• Comply with required professional boundaries and codes of conduct

Whittington Health is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

1. Provide only business email address for your referees – we are unable to request references from yahoo, Hotmail, Gmail accounts.
2. Make sure you to include all evidence of where you meet the essential requirement on the jobs description as this forms the base of our shortlisting criteria.

1. Closing dates are given as a guide; we are within our right to close adverts early so please ensure you submit your application as soon as possible to avoid delay.
2. If you do not hear from us up to 3 weeks after the closing date of the job unfortunately this means you have not been successfully shortlisted for interview. If your require feedback on your application please contact the appointing manager detailed in the body of the advert.
3. Please check your emails regularly as all correspondence from us will be via trac.systems – occasionally these emails will go into your Junk folder.
4. Employment at Whittington Health is offered subject to successful completion of a 6 month probationary period for all staff with the exception of GMC Registered Doctors.

• Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the UKVI points based system.
• Applications are welcome from people wishing to job share or work flexible patterns. We are committed to equal opportunities.
• In submitting an application form, you authorise Whittington Health NHS Trust to confirm any previous NHS service details via the Inter Authority Transfer (IAT) process should you be appointed to the post.

For more information, visit www.trustid.co.uk

Please note that during the recruitment process your Identity Documentation (i.e. passport, driving licence, visa, etc.) will be scanned using a device which recognises UV, Infrared and Machine Readable Zone security features of the documents provided

The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.

We would welcome applications from individuals who are from underrepresented groups in the organisation