Job summary
- Main area
- Administration & Clerical
- Grade
- NHS AfC: Band 3
- Contract
- 12 months (Fixed Term: 12 months)
- Hours
- Full time - 37.5 hours per week (37.5 hours per week)
- Job ref
- 260-TP-723
- Employer
- Tavistock and Portman NHS Foundation Trust
- Employer type
- NHS
- Site
- Tavistock and Portman NHS Foundation Trust
- Town
- London
- Salary
- £27,948 - £29,468 per annum inclusive of HCAS
- Salary period
- Yearly
- Closing
- 01/08/2024 08:00
Employer heading
GIC Administrative Assistant
NHS AfC: Band 3
It is a condition of this employment that you must live in and remain a resident of the United Kingdom during your employment with the Tavistock and Portman NHS Foundation Trust.
Covid-19 Vaccination
Getting vaccinated, and getting a booster, remains the best defence against COVID-19.
We encourage and support staff to get COVID-19 vaccine and a booster dose as and when they are eligible.
Please note in order to progress your application, your data will be processed by our 3rd party recruitment providers – North London Partners Shared Service, who conduct recruitment activities on behalf of The Tavistock and Portman NHS Foundation Trust
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The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults.
We are committed to improving mental health and emotional wellbeing, believing that high quality mental health services should be available for all who need them. We bring a distinctive contribution based on the importance we attach to social experience at all stages of people’s lives, and our focus on psychological and developmental approaches to the promotion of health and the prevention and treatment of mental ill health
We contribute to the pool of ideas through our own research and development, but are also committed to bringing together the best ideas of the time, old and new, from inside and out, together with the most gifted and able professionals in our fields of endeavour. We aim to share our ideas and practice through as many routes as possible.
As a Trust we aim constantly to be evolving in nature and form in relation to the environment in which we work, to ensure that our contribution remains relevant.
The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
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Job overview
The Gender Identity Clinic (GIC) is the longest established clinic of its kind in the world (1966), and consists of a large multidisciplinary team, with whom the post holder will work. It accepts self-referrals, as well as referrals from primary or secondary care of adults who are gender diverse or dysphoric. Care includes specialist assessment and, where necessary, diagnosis of gender incongruence, and may also include psychological therapies, speech & language therapy, endocrinology, referral for hair removal, referral for surgical procedures and aftercare.
We are looking for someone who wants to develop their existing administration skills in a healthcare environment and support the service administrators in this busy service. With strong IT skills, the post holder should be able to demonstrate excellent communication skills as they will be dealing with professionals, external agencies and, at times, challenging and distressed patients that may contact/ attend the service.
We are looking for an enthusiastic administrative assistant to take on this role who is committed to supporting the team to deliver a professional, first class service to our patients. The successful applicant will be able to work in a very busy department dealing with clinicians and patients.
Main duties of the job
- To ensure all agreed office processes are actioned in a timely way.
- To confidently use Microsoft Office and Care Notes (patient management system).
- To deal professionally with face to face and telephone enquiries from referrers, staff groups, patients, relatives and carers to attend team Away Days as required.
- Providing relevant and effective clinical services for all patients and their families, ensuring that those who need our services can access them easily.
- To support the Service Administrator with entering referrals on to Care
- To provide administrative support including use of template letters and forms as required.
- To upload correspondence and forms on Care Notes as
- To support room bookings for meetings and appointments as
- To provide a high standard of administrative support according to agreed office processes around every stage of a patient’s referral including intake, transfer or discharge.
- To take responsibility for incoming mail and emails and action these as
- To ensure the accuracy of all patient
- To uphold the Trust’s policy on confidentiality, promoting the careful and safe holding of patient information.
- Any other duties commensurate within Band 3, as requested by the Admin Lead, Service Director, Service Manager or Assistant Service Manager.
Working for our organisation
The Tavistock and Portman NHS Foundation Trust is a specialist mental health trust with a focus on training and education alongside a full range of mental health services and psychological therapies for children and their families, young people and adults. With 500 staff across a number of sites, we are committed to improving mental health and emotional wellbeing, believing that high quality mental health services should be available for all who need them. We bring a distinctive contribution based on the importance we attach to social experience at all stages of people’s lives, and our focus on psychological and developmental approaches to the promotion of health and the prevention and treatment of mental ill health. For more information, please access the following link: https://tavistockandportman.nhs.uk/
Detailed job description and main responsibilities
Please see the attached Job Description and Person specification for more information on the role requirements and duties.
Person specification
Qualifications/Training
Essential criteria
- GCSE English and Maths at Grade C or above or equivalent
- ECDL qualification or equivalent in computer training
Previous experience
Desirable criteria
- Experience of working in a medical or NHS institution
- Experience of working within a multidisciplinary team environment
- Experience of working in the NHS or a public facing setting
- Experience of working in a busy organisation or one with complex service users
- Experience of office administration in an office environment
Skills & knowledge
Essential criteria
- Excellent communication skills, both verbal and written
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Roxanne Forbes
- Job title
- Operations Manager
- Email address
- [email protected]
- Telephone number
- 0208 938 7590
- Additional information
For further information on the vacancy please email [email protected] or [email protected] giving details of the vacancy - B3 GIC Administrative Assistant and your contact details.
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