Under the leadership of the Service Manager, the post holder provides comprehensive, confidential, and professional operational, administrative, and business support across the Central Screening Team, Hub Screening Team (known to all as AAT) service within Mindworks. The role is responsible for the effective management, supervision, development, and continuous improvement of administrative processes, ensuring the efficient delivery of referral management, screening pathways, performance monitoring, and service administration.
The post holder will support the Service Manager, Clinical Leads, a to achieve service objectives, maintain high standards of patient care, and ensure compliance with Trust policies, procedures, and governance requirements. They will oversee administrative staff, embed effective business processes, and contribute to service development, quality improvement initiatives, and the achievement of key performance targets.
Excellent communication and interpersonal skills are essential, with the ability to build and maintain effective working relationships with internal and external stakeholders, including clinical teams, partner agencies, children, young people, families, and carers.
Please note if invited for an interview, the candidate will need to complete a skills test as part of the recruitment process.
Managing and overseeing referral pathways through ERS and the Riviam Portal, ensuring referrals are processed safely, efficiently, and within agreed timescales.
Supervising and supporting administrative staff, including workload management, rota coordination, recruitment, induction, training, appraisals, supervision records, and absence monitoring.
Supporting the collection, validation, analysis, and reporting of performance, activity, and quality data to inform service improvement and meet reporting requirements.
Acting as a key point of contact for internal and external stakeholders, including GPs, CYPS teams, Adult Mental Health Services, partner organisations, and other agencies.
Providing high-level administrative and secretarial support, including meeting coordination, minute taking, action tracking, report preparation, and document management.
Maintaining oversight of non-clinical operational matters, including facilities, equipment, audits, compliance requirements, ESR records, HealthRoster, and other workforce systems.
Managing sensitive and confidential information, exercising sound judgement, and escalating risks and operational concerns appropriately.
Supporting service governance, quality improvement initiatives, compliance with Trust policies, CQC standards, and organisational objectives.
Surrey and Borders Partnership NHS Foundation Trust is the leading provider of health and social care services for people of all ages with mental ill-health and learning disabilities in Surrey and North East Hampshire. We also provide social care services for people with a learning disability in Croydon and ASD and ADHD assessment services in Hampshire.
We actively seek to engage people who use our services and our communities in improving the mental well-being of the local population. We work closely with other NHS and voluntary sector organisations who provide services and support people who use services and carers.
Surrey is a beautiful county lying just 30 minutes away from Central London and from the South Coast.
Our historic market towns and bustling districts are enveloped in wonderful countryside, and our excellent road and rail networks bring the rest of the country within easy reach.
For international travel, both Gatwick and Heathrow airports are nearby.
Please note that we reserve the right to close posts as soon as sufficient applications are received.
We look forward to receiving your application!
1.Support the Local Manager in the day-to-day operational management of the service, including the coordination of complex diaries, workflow management, and ensuring the efficient running of the office. Proactively manage urgent matters and ensure timely action is taken where required.
2. Provide comprehensive administrative and operational support to the Local Manager and Senior Leads. Act as a key member of the management team, handling highly sensitive, confidential, and complex information while maintaining professionalism and discretion.
3. Serve as the first point of contact for internal and external enquiries directed to the Local Manager and Clinical Lead Communicate complex information clearly and effectively, both verbally and in writing, and redirect enquiries appropriately.
4. Oversee the accurate and timely completion of administrative tasks within clinical records, ensuring compliance with Standard Operating Procedures
5. Support the effective management of referral pathways through ERS and the Riviam Portal, ensuring referrals are processed accurately and within agreed timescales. This includes urgent, routine, specialist, and Community Eating Disorder Service (CEDS) referrals. Ensure risks associated with referrals are identified, escalated, and managed appropriately to prevent referrals from being lost within the system, working collaboratively with CYPS teams and partner services to maintain safe and effective patient pathways.
6. Support the development and management of administrative rotas and resource allocation to ensure adequate service coverage. Coordinate administrative workload across teams and support the collection and analysis of service data to assist the Service Manager with performance monitoring, reporting requirements, and service planning.
7. Support the collection, monitoring, validation, and reporting of quality, performance, and activity data under the direction of the Service Manager. Contribute to the achievement of key performance indicators and support continuous service improvement initiatives.
8. Support the oversight of Virtual Contact Centre (VCC) activity, ensuring calls, messages, and enquiries are responded to promptly, appropriately, and in accordance with service standards and agreed response times.
9. Support the Service Manager in developing and maintaining effective working relationships with General Practitioners (GPs), CYPS services, Adult Mental Health Services, partner organisations, and external stakeholders. Promote collaborative communication to support seamless referral pathways, improve service accessibility, and enhance the experience of children, young people, and families accessing services. Support the Service Manager in the supervision and day-to-day management of administrative teams, providing guidance, support, and oversight to ensure high standards of performance, productivity, and service delivery. Assist with staff induction, training, appraisal processes, and the implementation of service developments where required.
11. Independently manage and prioritise workload while providing a high-quality administrative and secretarial service. Responsibilities include diary management, document preparation, photocopying, arranging meetings, booking venues, and coordinating hospitality requirements.
12. Provide managerial support to Service Manager by monitoring annual leave, sickness absence, training compliance, and supervision records. Assist with workload allocation, recruitment and selection processes, staff appraisals, and the supervision of administrative staff.
13. Maintain oversight of non-clinical operational matters, including facilities, buildings, equipment, and supplies. Ensure compliance with audit requirements, Foundation standards, and Care Quality Commission (CQC) expectations.
14. Exercise sound judgement when handling clinical and non-clinical information, assessing situations appropriately and escalating matters to the relevant personnel in a timely manner.
15. Apply expert administrative knowledge and best practice to enhance service quality, including meeting management, minute taking, transcription, record management, document preparation, and completion of statutory documentation.
16. Coordinate meetings and service activities by preparing agendas, arranging travel where required, taking minutes, tracking actions, requesting reports, and distributing papers within agreed timescales.
17. Organise team events, meetings, and engagement activities, ensuring appropriate venues, resources, and support arrangements are in place for attendees, including service users and carers where applicable.
18. Manage routine and complex business matters independently, ensuring prompt and professional resolution without the need for direct managerial intervention.
19. Produce high-quality, accurate, and timely documentation, including reports, correspondence, and presentations, ensuring compliance with Trust policies and corporate standards.
20. Act as Minute Secretary for senior management meetings, preparing agendas, distributing papers, recording comprehensive minutes, and monitoring follow-up actions to completion.
21. Maintain and utilise a range of information systems, including SystmOne, ESR, HealthRoster, SBS, VCC, IQVIA, Datix, Microsoft Office, Outlook, and other databases. Support the development of local performance-monitoring systems and maintain financial records where required.
22. Manage petty cash processes and reconcile financial records accurately in accordance with Trust procedures.
23. Promote equality, diversity, and inclusion in all aspects of work, supporting the Trust’s values and challenging discrimination and stigma where identified.
24. Maintain responsibility for personal health and safety compliance, including VDU assessments and adherence to workplace safety requirements.
25. Undertake any other duties commensurate with the role, as reasonably requested by the Local Manager.
