Job summary
The Project Support/Team Administrator will work in the Business and Strategy team to support the delivery of the team. They will provide project and administrative support for the various strategic projects which the team are involved in, this may include supporting the mobilisation of new services supporting the preparation of key documents such are presentations and reports. They will also be required to support the day to day admin functions of the Business and Strategy Team and provide admin support to the Deputy Director of Business and Strategy.
Working on their own initiative the post holder will be expected to take responsibility for the quality of their work and the support they provide to the team. They will be required to identify priorities, and progress tasks while understanding what is important and requiring urgent attention on a day to day basis in order to ensure continuity of business.
They will also be a requirement to deal with telephone and email enquiries, and taking the necessary action to ensure good communications, in an appropriate and confidential manner where required.
Main duties of the job
- Administrative support to the Deputy Director of Business and Strategic Developments
- Meeting support, updating action logs and distribution, minutes taking; assisting with day to day operational issues within specific projects this will include setting meetings, drafting agendas, ensuring papers sent in advance, taking detailed minutes, following up to ensure all actions are completed.
- Organising and planning events for the team or specific projects.
- To support with the admin process of Cost Improvement Plans (CIPS) by organising the meetings, agenda, collating the documents and taking minutes and actions for the meeting.
- Support with the management of health roster for the team and ensure entries are entered and accurate.
- To support, where required, the project lead with diary management
- Typing and editing routine documents
- To undertake general office duties i.e. data inputting, filing, photocopying, scanning.
- Arrange meetings as required, as well as making appropriate associated arrangements e.g. hospitality, booking venues, equipment, travel etc.
- Liaise and interact with other colleagues/teams/external providers as and when required.
- Create and maintain accurate staff records and team calendar
- To analyse information systems and sources and produce reports and summaries of the information.
- The post holder will carry out any further duties that can be reasonably required by the Business and Strategy Team.
About us
West London NHS Trust is one of the most diverse providers of mental health, community and social care in the UK.
Our 3,982 staff care for people in hospital and in the community, helping them to recover and go on to lead full and productive lives. We aim to be the best organisation of our kind in the country.
We provide care and treatment for more than 800,000 people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow, delivering services in the community (at home, in GP surgeries and care homes), hospital, specialist clinics and forensic (secure) units.
We'rerated good overall by the Care Quality Commission (CQC).
Together, we're committed to promoting hope and wellbeing, working with patients, service users, carers, families and partners across the communities we serve.
We are keen to ensure that our workforce reflects the community it serves, particularly in terms of ethnicity, gender, disability, LGBTQ+ and experience of mental illness.
Job description
Job responsibilities
Communication and Team Working
- To provide a high quality administrative service to Business & Strategy Team
- To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages.
- To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
- To be responsible for the typing of minutes, this may include the co-ordination of invitations, collating of agendas and relevant paperwork for attendees as required.
- To scan/photocopy, and distribute documents as appropriate.
- To be responsible for the maintenance of office equipment and the environment, ensuring health & Safety requirements are adhered to at all times
Personal Development
- Taking a shared responsibility for own development needs within this role.
- Setting personal development objectives annually with line manager in the context of the Trust Personal Development Review (PDR).
- To attend mandatory training courses as indicated within Trust policies and procedures and maintain personal records of training attended.
Health, Safety and Security
- Undertaking work activities and related training as defined in the Trust health and safety policies and procedures.
- Assisting in maintaining a safe working environment for self, colleagues and others.
- To adhere to Health and Safety procedures, reporting any issues, hazards or accidents in accordance with Trust policy.
- Contact with visitors, both professional and social, on a day to day basis and ensuring they are aware of fire exits and any hazards within your area of work.
- To report faults or hazards to the appropriate Health and Safety representatives adhering to Trust Policies and Procedures.
- To provide support to colleagues during sickness, annual leave and other absence as required
Quality
- To promote a positive image for the Trust
- To make full use of available software to produce documents typing and circulate material within agreed timescales.
- Recognising how quality procedures impact on the work being carried out and acting consistently with them.
- Introduce and maintain effective admin systems where required to maintain good practice within the department.
- Identifying problems in own area of work and taking action to remedy them.
- Making suggestions on how quality in own area of work can be improved and contributing to quality improvement within the service as a whole.
- To take an active part in Trust audits where appropriate and relevant.
Service Development
- Applying the Trusts policies and procedures correctly in own work and reporting issues to line manager.
- Correctly carrying out tasks related to evaluating services when asked.
- Offering own views on how services can be improved.
- Supporting the development of bids and funding applications
- Monitoring the business development tracker and ensuring all opportunities are logged
- Any other additional duties agreed with the post holder and line manager as appropriate to the nature of the post.
Job description
Job responsibilities
Communication and Team Working
- To provide a high quality administrative service to Business & Strategy Team
- To provide an effective and efficient quality word processing support service, utilising software including Microsoft packages.
- To maintain information system detailing the whereabouts of department members during working day, relaying details appropriately and timely.
- To be responsible for the typing of minutes, this may include the co-ordination of invitations, collating of agendas and relevant paperwork for attendees as required.
- To scan/photocopy, and distribute documents as appropriate.
- To be responsible for the maintenance of office equipment and the environment, ensuring health & Safety requirements are adhered to at all times
Personal Development
- Taking a shared responsibility for own development needs within this role.
- Setting personal development objectives annually with line manager in the context of the Trust Personal Development Review (PDR).
- To attend mandatory training courses as indicated within Trust policies and procedures and maintain personal records of training attended.
Health, Safety and Security
- Undertaking work activities and related training as defined in the Trust health and safety policies and procedures.
- Assisting in maintaining a safe working environment for self, colleagues and others.
- To adhere to Health and Safety procedures, reporting any issues, hazards or accidents in accordance with Trust policy.
- Contact with visitors, both professional and social, on a day to day basis and ensuring they are aware of fire exits and any hazards within your area of work.
- To report faults or hazards to the appropriate Health and Safety representatives adhering to Trust Policies and Procedures.
- To provide support to colleagues during sickness, annual leave and other absence as required
Quality
- To promote a positive image for the Trust
- To make full use of available software to produce documents typing and circulate material within agreed timescales.
- Recognising how quality procedures impact on the work being carried out and acting consistently with them.
- Introduce and maintain effective admin systems where required to maintain good practice within the department.
- Identifying problems in own area of work and taking action to remedy them.
- Making suggestions on how quality in own area of work can be improved and contributing to quality improvement within the service as a whole.
- To take an active part in Trust audits where appropriate and relevant.
Service Development
- Applying the Trusts policies and procedures correctly in own work and reporting issues to line manager.
- Correctly carrying out tasks related to evaluating services when asked.
- Offering own views on how services can be improved.
- Supporting the development of bids and funding applications
- Monitoring the business development tracker and ensuring all opportunities are logged
- Any other additional duties agreed with the post holder and line manager as appropriate to the nature of the post.
Person Specification
Qualifications
Essential
- Basic qualifications at GCSE Level (or equivalent) in English and Maths
- I.T. qualifications in Word, Excel or equivalent experience. Microsoft Word and Excel
Desirable
- NVQ 3 RSA 3 ECDL Prince Foundation
Experience
Essential
- Working on Projects
- Strong Administration background
- Data entry experience
- Diary management
- Minute taking.
Desirable
- Working in a team.
- Experience of using databases.
- Working in a Mental & Physical Health setting.
- Background of administration experience at senior level
Person Specification
Qualifications
Essential
- Basic qualifications at GCSE Level (or equivalent) in English and Maths
- I.T. qualifications in Word, Excel or equivalent experience. Microsoft Word and Excel
Desirable
- NVQ 3 RSA 3 ECDL Prince Foundation
Experience
Essential
- Working on Projects
- Strong Administration background
- Data entry experience
- Diary management
- Minute taking.
Desirable
- Working in a team.
- Experience of using databases.
- Working in a Mental & Physical Health setting.
- Background of administration experience at senior level
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.
