Service Administrator (Speedwell Receptionist)
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 provide a 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
An exciting opportunity has arisen for an experienced, motivated and enthusiastic person to work as a receptionist/administrator to support the Lewisham Community Mental Health Teams located in Deptford (London Borough of Lewisham).
The post holder will be part of an administrative team, responsible for providing a comprehensive Receptionist service and administrative support to the multi-disciplinary clinical teams and working closely with the Business Manager to ensure administrative processes are operating effectively and efficiently to required standards.
Main duties of the job
We are looking for a highly organized, efficient, flexible and proactive person with excellent communication skills to work in the busy Receptionist post, and who can balance work demands along with the changing needs of the service. The role requires the post holder to communicate with patients and visitors, and to develop collaborative working relationships with colleagues and external agencies.
The post holder must have an excellent telephone manner, good IT skills with experience using Microsoft Office packages (Work, Excel and Outlook) to produce letters/documents. Other tasks include, but not limited to, ordering of stationery, processing of post, scanning, photocopying, monitoring leaflet stocks and other tasks (see job description).You must be able to prioritise your workload, be effective at implementing good working practices as well as having a flexible and proactive approach to work in order to cover colleagues when required.
Working for our organisation- The Team: This is a multi-disciplinary team of mental health practitioners including psychiatrists, nurses, occupational therapists, psychologists, social workers, mental health advisors, employment specialists and support workers supporting people experiencing serious mental illness.
- Generous pay, pensions and leave, we offer a comprehensive pay, pensions and leave package which is dependent on the role and length of service.
- Work life balance, flexible working and support a range of flexible options, such as: part-time working and job sharing dependent upon job role.
- Career development, there are plenty of opportunities to progress your career and we support your development through a number of programmes such as mentoring, coaching, positive people management, collective leadership and other talent programmes
- Car lease, our staff benefits from competitive deals to lease cars
- NHS discounts, with discounts up to 10% from a variety of well-known retail brands though Health Service Discounts website.
- Trust Values and Behaviours - Kindness, Respect and Together: Kindness: Compassionate, hopeful, understanding and appreciative. Respect: Honest, equity, inclusive and civility. Together: Integrity, supportive, open and listen.
Detailed job description and main responsibilities
Reception:(a) To provide an effective and efficient reception and switchboard service, which will include dealing with telephone enquiries, taking accurate messages and pass them promptly to the appropriate member of the team, dealing with the public, face-to-face, in a courteous and
kind manner and identifying and informing as appropriate the responsible professional worker.(b) To be responsible for opening the Reception/Switchboard at 9.00am and closing the Reception area at 5.00pm.
(c) To ensure the Reception/Waiting room/Interview rooms are organised and tidy at all times.
(d) To monitor supplies of patient information leaflets/posters in the Waiting Room and interview rooms, and produce copies of leaflets/posters as required.
(e) Deal sensitively with complaints from service users in accordance with South London and Maudsley NHS Foundation Trust policies and procedures.
- Administration:
(a) To be responsible for date stamping, scanning (patient information), and distributing all incoming and processing of all outgoing mail.
(b) To assist in providing a comprehensive administrative service to the multi-disciplinary teams, which include but not limited to copy typing, distribution of correspondence and reports, data inputting patient information, scanning documents and uploading to patient database, and photocopying.
(c) In liaison with the Business Manager assist in establishing and maintaining efficient and effective administration systems to support the needs of the service, working with other members of the admin team as appropriate to achieve this.(d) To assist in providing accurate and efficient data entry into Trust information systems and to assist in the collection of statistical information for the Trust and Social Services as required by the Business Manager/Service Manager.
(e) To assist in the booking of interpreters, taxis etc.
- Environment:
- Health and Safety:
(b)To undertake training as a fire warden and undertake this function when trained.
- Service Requirements:
(b) To work as a team member and be familiar with all aspects of work within the Administration Team, providing appropriate cover within the admin team during periods of sickness, annual leave as required by the Business Manager or Team Leaders.
(c) To deliver a high standard of customer care, representative or the service and the overall Trust objectives and commitments. Exercise diplomacy and professionalism, confidentially and equality standards in accordance with all Trust policies.- Staff Development
(a) To attend regular supervision and annual appraisal meetings with the Business Manager
(b) To participate in any training and developmental needs as required by the Business Manager.(c) To complete all identified mandatory training and ensure this is kept up-to-date.
Person specification
Education and Qualification
Essential criteria- Good standard of general education including English and Mathematics achieving grades A-C (A)
- One year’s experience as a receptionist and/or secretary in an office environment.
- Good written communication skills
- Administration qualification or demonstrable experience
- NVQ Level II/III Recognised administration or secretarial qualification.
Experience
Essential criteria- • Experience in using Microsoft Office packages (Word, Outlook and Excel)
- • Awareness and understanding of the importance of maintaining confidentiality and integrity of data.
- • Ability to work under pressure in potentially stressful situations.
- Experience of working in an NHS or Social Services environment.
- To have an understanding of mental health awareness
- Experience of health or social care electronic patient record systems
Knowledge and Skills
Essential criteria- Good working knowledge of Microsoft Office packages (Word, Outlook and Excel)
- Ability to multi-task and prioritise/plan workload
- Excellent interpersonal, verbal and written communication skills
- Good organisational skills
- Knowledge of administrative/office systems
- Recognition of own strengths and weaknesses
- Be able to work as part of a team, and on own initiative
- Knowledge and understanding of the Electronic Patient Journey System (ePJS)
- Experience of Racial Awareness/Diversity Training.
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:
- Embedding our commitment to tackling inequality, eliminating discrimination and harassment; promoting equality of opportunity and fostering good relations in our everyday practice
- Ensuring that all our services and all staff understand and support our commitment
- We believe that people who use our services, their carers and our staff, should be treated with compassion, respect and dignity
Please note:
- That all applications for this post will need to be made online
- 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
- That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received. We advise that you submit your application as early as possible
- 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
- That should you not have heard from us within three weeks from the closing date your application has not successful
- That priority consideration for applications may be given to at-risk NHS employees
- 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
- 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’