Job summary
This is an exciting opportunity for a committed, experienced, and enthusiastic administrator to join the SLP Complex Care Team.
The postholder will be responsible for providing a proactive, comprehensive administrative service to SLP Complex Care Programme, enabling the team to operate effectively and efficiently. This will include support for all programme/workstream related tasks, diary management, key meetings including formal minute taking and organisation, events, and ensuring that programme administration is completed to agreed timescales. Working within the administration team, the postholder may also be expected to provide cover for other admin colleagues whose functions include supporting the Single Point of Access. The postholder should therefore have the ability to quickly attain a good understanding of the Complex Care Programmes function.
The SLP collaborates with a number of stakeholders with trusts and across South London and therefore as one of the first points of contact you will play an important role in ensuring a good stakeholder experience and positive image of the service.
Your usual pattern of working will be Monday to Friday 09:00 to 17:00.
Please note that this post is likely to close earlier than the advertised closing date if sufficient number of applicants is reached.
Main duties of the job
- To provide a professional and high quality administration service to include setting up meetings, the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate
- To liaise with Programme staff to ensure all relevant documentation is compiled and distributed in advance of meetings
- To provide administrative support to senior staff when required
- To act as a point of contact for the team, dealing and responding effectively with queries from stakeholders and to exercise judgement about where such inquiries should be referred or dealt with personally
- To act independently to ensure daily tasks and on-going workloads are prioritised and completed within agreed timescales. Manage multiple tasks within the working day whilst maintaining quality standards
- To support the team with organising and planning events including helping to produce event documentation. For example, Microsoft Powerpoint slide packs and attendees list
- To develop and maintain effective electronic filing systems, to ensure that information is kept securely and is accessible to other members of the team
- To make travel arrangements for the team when required.
- To monitor essential inbox(es) and ensure information is quickly passed on to relevant colleagues
About us
The South London Mental Health and Community Partnership (SLP) is a collaboration between Oxleas NHS Foundation Trust, South London and Maudsley NHS Foundation Trust, and South West London and St George's Mental Health NHS Trust, between them delivering mental health services to a population of more than three million people. The partnership brings together clinical expertise, experience and innovation, aiming to improve quality, use resources most effectively, and deliver best practice consistently to all patients. Since its inception, the SLP has been a resilient and effective partnership that has improved patient experience, introduced innovation and developed new services across the 12 boroughs of south London.
One of the initiatives of the SLP is the Complex Care Programme. The aim on the Complex Care programme is to transform the way decisions are made and how these are used to inform the design of a care pathway to achieve improved outcomes for those with complex care mental health needs. A key focus is to ensure people are supported in the least restrictive setting, close to home and have a personalised outcomes based support plan that builds on their skills and assets and community connections.
We are looking for a highly motivated and enthusiastic individual required to provide and coordinate administrative services to the SLP Complex Care Programme.
Job description
Job responsibilities
Qualifications
Essential Requirements (A/I)
Educated to A-level or equivalent level of qualification or significant equivalent previous proven experience
Desirable Requirements (A/I)
RSA 3 secretarial qualification or equivalent qualification
Experience
Essential Requirements (A/I)
Relevant and significant clerical/ administrative experience in a busy office
Experience of working on multiple parallel tasks to strict and often tight deadlines and able to work calmly under pressure maintaining control and confidence
Experience of supporting the management of information systems and development of databases and spreadsheets
Proven experience of office systems and procedures
Strong experience of formal minute taking of meetings
Able to transcribe data in a timely and consistently accurate manner with excellent attention to detail
Able to make sound judgements and use own initiative but with supervision from SLP Project Managers and Programme Leads
Ability to organise events and produce associated event documentation
Demonstrable experience in dealing with the public and dealing with sensitive and confidential information
Experience in diary management
Desirable Requirements (A/I)
Experience of supporting Mental Health services
Experience of working within the public sector or NHS
Experience of formal minute taking to a senior level
Knowledge
Essential Requirements (A/I)
Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
Good knowledge in the use of Microsoft Office 365 apps including Microsoft Forms
Understanding of Confidentiality and Data Protection Act
Written and Communication Skills
Essential Requirements (A/I)
Clear communicator with excellent verbal and written communication skills with the capability of constructing and delivering clear information/ instructions
Ability to interact effectively with staff at all levels
Excellent copy and audio typing skills (50wpm or above)
Accurate grammar, spelling and punctuation
Autonomy
Essential Requirements (A/I)
Ability to work without supervision
Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
Excellent time management skills with the ability to re-prioritise
Equality and Diversity
Essential Requirements (A/I)
Understanding of and commitment to equality of opportunity and good working relationships
Desirable Requirements (A/I)
Other
Essential Requirements (A/I)
An ability to maintain confidentiality and trust
Professional, calm and efficient manner
Commitment to continuing professional development
Positive and flexible approach to work
Desirable Requirements (A/I)
Person Specification
Experience
Essential
- Experience of working on multiple parallel tasks to strict and often tight deadlines and able to work calmly under pressure maintaining control and confidence
- Strong experience of formal minute taking of meetings
- Able to transcribe data in a timely and consistently accurate manner with excellent attention to detail
- Relevant and significant clerical/ administrative experience in a busy office
Desirable
- Experience of supporting Mental Health services
- Experience of working within the public sector or NHS
Qualifications
Essential
- Educated to A-level or equivalent level of qualification or significant equivalent previous proven experience
Desirable
- RSA 3 secretarial qualification or equivalent qualification
Knowledge
Essential
- Understanding of Confidentiality and Data Protection Act
- Intermediate knowledge of IT systems and software programmes such as Outlook, Word, Excel and PowerPoint
Written and Communication Skills
Essential
- Clear communicator with excellent verbal and written communication skills with the capability of constructing and delivering clear information/ instructions
- Excellent copy and audio typing skills (50wpm or above)
- Ability to interact effectively with staff at all levels
Autonomy
Essential
- Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines
- Excellent time management skills with the ability to re-prioritise
- Ability to work without supervision
Equality and Diversity
Essential
- Understanding of and commitment to equality of opportunity and good working relationships
Other
Essential
- Commitment to continuing professional development
- Professional, calm and efficient manner
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
South London and Maudsley NHS Foundation Trust
Address
Lewisham Town Hall
London
SE6 4RU