Secretary/team Administrator

1 week ago

Southall, Greater London, United Kingdom West London NHS Trust Full time

The team provides specialist assessments of Autism, ADHD, and other complex Neurodevelopmental conditions, as well as interventions for moderate to severe mental health concerns.

The team works with young people aged 6 to 18 and their parent(s) / carer(s).

You will be joining other Team Administrators to support clinical activity, including booking appointments, sending appointment letters, minute taking, managing waiting lists, updating our clinical record system, and using our Business Intelligence tool to support waiting list and clinical data management.


  • To provide a full range of admin support to the team: e.g. sorting and dealing with correspondence, filing, photocopying, typing, archiving, referral tracking etc
  • To audio or copy type and proof read letters, memos, notes and reports and ensure they are directed to the appropriate departments, GPs or other organisation within agreed timescales
  • To draft /send responses to correspondence, after appropriate approval
  • To maintain waiting lists, team patient lists and referral information as appropriate
  • To arrange meetings and assist with locally held training events or workshops E.g. room bookings, hospitality, IT equipment
  • To assist in producing agendas, minutes and papers for meetings in timely manner
  • To supporting the production of presentations using PowerPoint or other software when required
  • To take minutes at meetings, transcribe and distribute as required.
West London CAMHS Tri-borough Specialist Eating Disorders Service is part of West London CAMHS services line.


CAMHS Eating Disorders Service provides specialist community assessment and treatment to young people with eating disorders, aged up to 18 years and their families, in the London boroughs of: Hounslow, Ealing and Hammersmith and Fulham.

Tri-borough CAMHS Eating Disorder Services is a multi-disciplinary team located at the Trust HQ in Armstrong Way, Southall.

We work very closely with other community CAMHS teams in the Trust including, Children & Family Teams, the Neurodevelopmental teams and Community Adolescent Team, as well as Crisis Alliances Team and paediatric wards.


An Out of Hours service is available within the Trust CAMHS Service Line, and provides support and advice for children and young people who are in a crisis and present to the local A+E in an emergency (after 4pm and on weekends).

There is a tri-borough CAMHS out of hours' provision based at West Middlesex Hospital.

We accept referrals from GPs, Health professionals, Social Workers and Education Professionals. We also accept self-referrals.

We recommend all young people with suspected eating disorders be assessed by their GP who can rule out potential physical causes for weight loss or vomiting, and assess the young person's current physical health.

If that has not been done in the recent period prior to the referral, the young person will be directed to the GP first for physical health review

  • To ensure any verbal complaints are dealt with diplomatically and professionally ensuring that the line manager is informed
  • To identify any changes that would improve the speed, quality or resource use and discuss it with the supervisor/line manager
  • To participate in any relevant audits or surveys as appropriate
  • Ensure accurate entry of Outcome Measure data into RiO
  • To provide temporary cover for shortterm absence in other admin areas including full reception cover when necessary
  • To explain the duties of the role to new or less experienced colleagues and provide effective handover to anyone covering role during any absence; ensuring that all useful information to support handover is uptodate
  • To use any security or intruder alarm systems for the work area and be aware of the setting or resetting procedure
  • At the end of the working day, ensure the security of the work area and switch off equipment to reduce energy wastage
  • To maintain up to date records and databases in manual and electronic office systems, ensuring consistency, accuracy, attention to detail and enabling information to be located and retrieved
  • To maintain security and confidentiality of manual and electronic data, allowing access to those who are authorised and to dispose of information following appropriate procedures
  • To handle all incoming and outgoing information in a timely manner and disseminate appropriately
  • To ensure confidentiality, Caldicott, and Data Protection requirements are followed at all times including the disposal of confidential information.
  • To demonstrate a willingness to learn and develop own skills through discussion and selfassessment
  • To identify own training and development needs and undertake appropriate training/education courses, both internal and external, where appropriate and thorough onetoone coaching and training
  • To attend all statutory and mandatory training as and when required to do so
  • To participate in an annual individual performance review process where objectives will be

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