Administrative Co-ordinatorinLondoninLondonPUBLISHED THU 31 OCT 2024

This is an exciting and unique opportunity to join the newly developed Forensic Intellectual and Neurodevelopmental Disabilities (FIND) Community Team in South-West London & St George's Mental Health Trust (SWLSTG).

The FIND Team will work closely with the newly developed Oak Unit, a Learning Disability and Autism (LDA) Ward, one of the four inpatient wards, which comprise the South-West London & St George's Forensic Service. Providing a safe transition for inpatients discharged from the Forensic Service is the Forensic Outreach Service (FOS) and the FIND Team will sit within FOS in order to provide specialist assessment, treatment and consultation to the Forensic Service in order to ensure a smooth, safe and clinically justified pathway to individuals with mental illness, offending history and learning disability with or without neurodevelopmental disorder.

The role of this post will be providing an administrative and secretarial service to the clinicians in the team and also to assist in the co-ordination of the service across the 3 Trusts in the South London Partnership (SLAM, SW London & St Georges and Oxleas). This team provides care and support to service users in the community and with transition from hospital into the community - this role will provide an important part of this team to ensure the smooth running of the service. This is to include using computerised information systems, collating statistics and returns as required by the Trust and Local Authority, word-processing, developing, maintaining filing systems and being the first point of contact for patients, relatives/carers and other professionals.

The post-holder will have a responsibility, in conjunction with the team, to ensure that the relevant policies and procedures are adhered to. This role is offered at 0.4 WTE. We are proud to offer agile and flexible working opportunities as part of our new ways of working, and we are happy to talk flexible working at the interview stage.

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To be responsible for ensuring the data on the required electronic patient care record or Local Authority systems, if required, is accurate and up to date. The post holder will review the Trust dashboard to extract routine data for the Trust and/or 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 and Pulse

To ensure that all service users, patients and visitors are received in a courteous and efficient manner

To be responsible for ensuring referrals to the teams are processed efficiently. Responding to urgent referrals when necessary and making sure they are passed on to the duty team

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 in a 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 multi-agency meetings, panels, safeguarding meetings and forums as required to attend, including the preparation/distribution of agendas and associated papers, formal minute taking and follow up actions and distribute these as appropriate

To maintain confidentiality at all times as the content of multi-disciplinary meetings, panels and safeguarding

Organise meetings including room bookings or video conferencing were possible as required

Ensure that Admin related Trust KPIs are addressed through regular reports provided by the Team Manager

Co-ordinate all the support services provided to the team including domestic, catering, security, estates and to be the contact for maintenance issues

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 support cashiers function in accordance with financial controls and procedures

Photocopy/fax/scan/email as requested by other members of the team

Provide admin support to the senior management team - invoicing, travel (order/collection) and any other senior admin functions of a complex and sensitive nature

To implement Trust and team policies/procedures and propose changes to practices if necessary