Job summary
This is an exciting opportunity to join the team at Gloucester House. The post holder will be required to provide effective and efficient administration which supports management by ensuring a high standard of data quality and by making the best use of capacity and resources.
To work as a member of a functional, task-based team, ensuring robust communication and liaison with your administrative colleagues and with clinical practitioners, teaching staff and support staff. Responsible for the provision of a professional, comprehensive, and effective administrative service to the Division/Service Line/Team.
Main duties of the job
1. To provide a high-quality administrative service to Clinical services
2. To work as a team player, contributing and implementing the planned functional administration processes with solution focused, can do attitude.
3. To provide a high-quality comprehensive support function ensuring effective and responsive customer services and a quality administrative service, standards of quality and equality to the team, including an effective, responsive service to telephone callers to the office.
4. To provide an effective and efficient quality word processing support, utilising software such as organisational databases and Microsoft packages including Word and Excel.
5. Maintaining data quality of the Patient Information database including:
i. scanning and uploading relevant documents
ii. arranging appointments with patients
iii. typing and sending accurate correspondence, both paper and electronic
6. Maintaining data quality of electronic records in accordance with case note standards.
This is not an exhaustive list of duties and responsibilities, and the post holder may be required to undertake other duties which fall within the grade of the job, in discussion with the team manager/Service Manager.
The job description will be reviewed regularly in the light of changing service requirements and any such change will be discussed with the post holder.
About us
Gloucester House forms part of the Integrated Schools Service of the Tavistock Clinic and is managed by the Tavistock and Portman NHS Trust. It is a specialist school and CAMHS team which provides education and clinical services for up to 21 pupils aged 5-14 years who have social, emotional and mental health needs, often alongside other learning difficulties such as specific language or literacy difficulties and sometimes more general learning difficulties. Many of our pupils are neurodiverse.
Baseline records show that all pupils are underachieving when they start at Gloucester House. Many of the pupils who attend are from socially disadvantaged backgrounds, some of whom have experienced trauma or other adverse experiences in their early lives. The pupils come from both inner and outer London boroughs.
Gloucester House aims to provide a safe and nurturing environment through an effectively integrated educational and therapeutic approach to promote the holistic development of the children and young people.
All the pupils at Gloucester House have an EHCP, some pupils are looked after or adopted, and any have had multi-agency involvement prior to attending Gloucester House.
Job description
Job responsibilities
PLEASE REVIEW THE FULL JOB DESCRIPTION AND PERSON SPECIFICATION FOR FULL DETAILS OF THE ROLE AND RESPONSIBILITIES OF THIS VACANCY.
Person Specification
Qualifications
Essential
- GCSE English and Maths at Grade C or above or equivalent
Desirable
- ECDL qualification or equivalent in computer training
- Should be educated to "A" level or equivalent
Skills
Essential
- Good standard of typing skills
- Ability to write and present correspondence in a professional standard using Word for Windows
- Ability to communicate verbally with staff and external professionals with confidence
- Ability to converse with patients by telephone with tact and sensitivity
- Excellent communication skills, both verbal and written
- Ability to converse with patients by telephone and in person with tact and sensitivity
- Skilled in minute taking
Experience
Essential
- Experience of administration in an office environment
Desirable
- Experience of working in the NHS or mental health institution
Knowledge/ Understanding
Essential
- Experience of using computer data bases
Desirable
- Understanding of equal opportunities
Personal Attributes
Essential
- Ability to work on own initiative and maintain confidentiality
- Ability to prioritise and organise tasks
- Ability to work collaboratively with others
- Ability to work under pressure
Desirable
- Understanding of equal opportunities
Other
Essential
- Able to demonstrate a commitment to and a desire to live by the Trust's values. Demonstrates a professional and positive approach
Desirable
- Able to demonstrate commitment to desire to live by values. Demonstrate professional an approach.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants .
Employer details
Employer name
Tavistock and Portman NHS Foundation Trust
Address
Gloucester House Day Unit
33 Daleham Garden
London
NW3 5BU