Administration Assistant / Reception

We are seeking to employ an enthusiastic, experienced administrator who will be highly organised and proactive in dealing with the demands of the service. This is a pivotal role and the post holder will provide comprehensive secretarial and administrative support to clinicians within the team. Experience liaising across a range of external agencies is essential. The applicant should be capable of working in a busy and demanding environment, have good communication skills and be capable of a high degree of initiative. As often the first point of contact, an empathetic sensitive approach is essential, as is the ability to be able to work on own initiative with the minimum of supervision, to maintain flexibility of working in dealing with unpredictable events, as well as working to deadlines to meet the needs of this busy service., + To be responsible for ensuring the data on the required electronic patient care record, if required, is accurate and up to date. The post holder will review the Trust dashboard for 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 + To ensure that all service users patients and visitors are received in a courteous and efficient manner. + 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 timely and accurate manner which may often involve dealing with difficult and distressed patients on the phone or in person. + To support the administration of team meetings by recording meeting actions, meeting preparation to include distribution of agendas and associated papers and follow up actions and distribute these as appropriate. + Organise meetings including room bookings or video conferencing were possible and as required + Ensure that administration related Trust KPIs are addressed through regular reports provided by the Team Manager. + To liaise with the Administration Team Manager on matters relating to building maintenance issues and where appropriate co-ordinate all the support services provided to the team including domestic, catering, security, estates etc. + To be responsible for the ordering and purchasing of stationery and office supplies for staff as well as monitor and ensure that adequate levels of stationery supplies are maintained and distributed accordingly liaising with the Procurement Team regarding any problems. + To have the need for confidentiality of service users and professional information + To take responsibility for ensuring the security, cleanliness and maintenance of premises and equipment, ensuring that any work required is carried out by the appropriate agency + Photocopy/fax/scan/email as requested by other members of the team

• To undertake any other duties commensurate with the general level of responsibility of the post.
+ To implement Trust and team policies/procedures and propose changes to practices if necessary. Secretarial + To ensure that all correspondence and documents, such as assessment letters, discharge summaries and other documents are accurately and efficiently typed and dispatched according to priority. + To ensure that computerised records of patient information are maintained and updated. + To establish and maintain an effective filing system, including clinical files. + To ensure that all post is opened, date stamped and distributed accordingly. + To demonstrate initiative, diplomacy and tact when dealing with urgent referrals to the team (often at a point of crisis from other professionals) + To be proficient and confident in the use of Microsoft packages including Powerpoint, Excel Reception and Clinic Support + To provide cover in the absence of the Service Support Administrator for visitors into the department and Out Patients Department + Record attendance of patients and book follow up appointment if needed + Support in the follow up clinic documentation + Co-ordinate patient appointments as requested and including appointment invite, sending relevant literature, ensure appointment is managed in the diary and clinic room is booked + To guide service users in locating the Real Time Feedback kiosk to provide feedback on their care General At South West London St Georges Mental Health Trust we are committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Committed Employer, and welcome applications from all sections of the community and people of all protected characteristics. We are Members of Stonewall Diversity Champions and Employers Network for Equality and Inclusion. As part of the Trust's commitment to Equalities and Diversity, the Trust supports the establishment of Staff Networks groups to promote diversity in the workplace: + BME (Evolve) Staff Network + Christian Staff Network + DiverseAbility + Deaf Staff Network + Mental Health Staff Forum + Women's Staff Network + LGBTQIA+ We are committed to supporting the Armed Forces Community and has signed the Armed Forces Covenant. We provide reasonable adjustments to the interview process for any candidates with a disability. Please note: + That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been received + That once you have submitted your application you agree to your application being transferred to a 3^rd party e-recruitment system + 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 West London and St George's Mental Health NHS Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process + That your employment is offered subject to successful completion of a Probationary Period depending on your Band (except medical roles) + That we are a smoke-free Trust

NHS AfC: Band 3 South West London and St George's Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including specialised services such as national deaf adults and CAMHS inpatients and OCD. We are committed to providing high quality integrated health and social care for local people with mental health problems in South West London and more specialist mental health services for people throughout the UK. The Care Quality Commission already rates our services as 'good' however we aim to be 'outstanding'. Our Values We take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. Our mission is "making life better together". When you join us, you'll be part of something special - an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK. As a Trust, we are happy to talk flexible working., We are Proud to Belong at South West London and St George's Mental Health NHS Trust. We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'. This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027. We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do. We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive. Come and join our inclusive teams and help our patients on their recovery journey. Unless expressly stated in the job advert this role is not subject to sponsorship, please be advised that all offers of employment are subject to evidence of right to work in the UK.