Job summary
Base: split between Armstrong Way, Southall and Lakeside MHU, Hounslow
We are looking for a proactive and compassionate individual, with strong people management skills. You will need to be dynamic, motivated and committed to facilitating change within the teams.
The post holder will be responsible to the Head of Administration & Patients Services Manager and responsible for:
- The direct line management of a number of administration teams.
- Carrying out specific pieces of work around service improvements/transformation.
- Supporting the transformation from Rio to S1 within MINT.
- Management of the Cloud booking system across Local Services.
The post holder should have strong communication skills and be comfortable liaising with all levels of staff in the organisation as well as engaging with a wide variety of senior managers.
Main duties of the job
The Deputy Head of Administration is responsible to the Head of Administration & Patient Services Manager and responsible for:
- The direct line management of the:
- Senior PA/Admin Team Leader across Local Services Management.
- Admin Team Leaders within Specialist & CEN Services
- Admin Team Leaders across Acute Services line including Reception function
- Building Manager for Local Service
- To carry out specific pieces of work around service improvements/transformation.
- To carry out Administrative Reviews using the KSF (knowledge & skills framework)
- To support the HOA with the transformation from Rio to S1 within MINT
- Management of the Cloud booking system across Local Services.
About us
West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.
Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.
The Trust is rated as 'Good' overallby the Care Quality Commission. Forensic services are rated as 'Outstanding'.
The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Job description
Job responsibilities
The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached
The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.
Person Specification
Qualifications
Essential
- oEducated to degree level/ or equivalent qualification/ experience in Administration
- oPostgraduate diploma or evidence of continuing professional development in administration management.
Desirable
- oManagement Qualification
- oProject management training
- oRelevant short courses in business administration
EXPERIENCE
Essential
- oExperience of operating at a management level
- oExperience of managing and developing administrative staff.
- oExperience of successfully managing performance related issues.
- oExperience of implementing change.
- oExperience of developing writing policies, protocols and standards.
- oExperience of exercising own judgement to manage complex situations and resolve problems.
Desirable
- oPrevious experience within an NHS setting/ Health service management.
- oPrevious experience of reception and building management
- oExperience of audit and service review.
- oExperience of managing finance and administration of budget
Knowledge
Essential
- oKnowledge and experience of a range of administration systems
- oWorking knowledge of operational procurement processes - ordering and authorising supplies
- oProficient in Microsoft Software
- oUnderstanding of risk assessment and management processes
Desirable
- oUnderstanding of security related issues within a secure environment.
- oKnowledge of electronic patient record systems (RIO/S1
Skills
Essential
- oAbility to communicate complex and sensitive information across a wide of range of audiences
- oAbility to communicate effectively and influence others in a positive and professional manner.
- oWell developed written and presentation skills
- oEffective decision making skills.
- oAbility to lead service improvement and change
- oAbility to work under pressure and produce consistent results.
Desirable
- oExperience of teaching IT skills.
- oExperience and understanding of project management.
Person Specification
Qualifications
Essential
- oEducated to degree level/ or equivalent qualification/ experience in Administration
- oPostgraduate diploma or evidence of continuing professional development in administration management.
Desirable
- oManagement Qualification
- oProject management training
- oRelevant short courses in business administration
EXPERIENCE
Essential
- oExperience of operating at a management level
- oExperience of managing and developing administrative staff.
- oExperience of successfully managing performance related issues.
- oExperience of implementing change.
- oExperience of developing writing policies, protocols and standards.
- oExperience of exercising own judgement to manage complex situations and resolve problems.
Desirable
- oPrevious experience within an NHS setting/ Health service management.
- oPrevious experience of reception and building management
- oExperience of audit and service review.
- oExperience of managing finance and administration of budget
Knowledge
Essential
- oKnowledge and experience of a range of administration systems
- oWorking knowledge of operational procurement processes - ordering and authorising supplies
- oProficient in Microsoft Software
- oUnderstanding of risk assessment and management processes
Desirable
- oUnderstanding of security related issues within a secure environment.
- oKnowledge of electronic patient record systems (RIO/S1
Skills
Essential
- oAbility to communicate complex and sensitive information across a wide of range of audiences
- oAbility to communicate effectively and influence others in a positive and professional manner.
- oWell developed written and presentation skills
- oEffective decision making skills.
- oAbility to lead service improvement and change
- oAbility to work under pressure and produce consistent results.
Desirable
- oExperience of teaching IT skills.
- oExperience and understanding of project management.
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
