Admin Team Leader

Job responsibilities

Management:

1. To support the Head of Administration and the Deputy Head of Administration to ensure that a comprehensive day-to-day support service is provided across The West London Forensic Service.
2. As an Admin Team Leader, the post holder would be responsible for the direct line management of a group of Band 4 Team Administrators/secretarial staff, and providing monthly supervision for each member of staff.
3. To be responsible for carrying out yearly appraisals on all direct reports as part of the PDR process.
4. As part of the work of KSF to address training, personal development in order to gain access through the gateways.
5. To ensure all direct reports have completed their annual programme of mandatory training courses.
6. To deal with performance and management issues in line with the Trusts Disciplinary Procedures.
7. To monitor sickness and absence as part of the Bradford Score and take appropriate action in line with the Sickness and Absence Policy.
8. To liaise with the Deputy Head of Admin regarding the approval of annual / other leave to ensure minimum numbers are maintained across the service.
9. To work with the Team Leaders and administrative staff to develop best practice and universal processes across all teams.
10. To implement changes to working practices following approval from the management team and working with the administration team to introduce and develop better practice.
11. To work with the Team Leaders and administrative staff to develop appropriate forms and templates to support the work of the West London Forensic Service.
12. To work with the Team Leaders and administrative staff to properly support and maintain the on-going development of RiO (and Alfresco) within the West London Forensic Service.
13. To work with ward administrators and affiliated secretaries to ensure appropriate support and advice and chair they monthly meetings, if applicable.
14. To work with the Team Leaders and administrative staff to ensure that appropriate information is available to all wards and departments ie. Telephone lists, rotas etc.
15. To work with the Team Leaders and administrative staff to ensure that all consumable products maintained in good order ie. hospitality, stationery etc.
16. To work with the other Team Leaders and administrative staff to ensure the secretariats and other administrative areas are maintained in good, tidy order.
17. To work with the Team Leaders and administrative staff to ensure that all equipment is maintained in good order. To include administrative systems for booking out equipment etc.
18. To work with the Team Leaders to support the secretarial staff in times of critical change.
19. To chair the admin meetings and prepare agenda.
20. To take the lead on ordering for the WLFS when dividend money is made available any time of the year and ensure safe delivery of these orders
21. To undertake work place inspections (WPI) in dedicated areas of the service
22. Ensure and monitor that water flushing is carried out weekly and recorded.

Administrative & Secretarial Support to clinical team:

1. To provide full administrative and secretarial support to the clinical team for all inpatients/outpatients under the consultants team.
2. To provide support to directors/senior managers as appropriate.
3. To liaise with the courts, solicitors, special hospitals and the prison service regarding patients referred or admitted to the WLFS.
4. To provide full administrative and secretarial support to the Care Programme Approach in accordance with the Trusts CPA Policy as required.
5. To liaise with the Patients Affairs Department to ensure that all documentation is processed in respect of legal detention of patients on a section of the MHA 1983, consent to treatments and the arrangements for Mental Health Tribunals and Managers Hearings.
6. To ensure that the RC is prepared for any meetings, conferences in order to ensure effective participation
7. To organise and maintain the RCs office in good order and introduce systems to effect good practice.
8. To set up and maintain an Action List to ensure that all action undertaken by the RC and his/her/their Team(s) is listed and carried out as appropriate
9. To attend and take minutes of governance meetings as required
10. To organise meetings, conferences as appropriate
11. To set up and maintain effective filing systems.

Qualifications

Essential

• Educated to GCSE level or higher (grade C or above).
• RSA, NVQ - Level 3 in Management and/or Administration.
• Degree or diploma in Management and/or Administration. Or equivalent experience.

Desirable

• EDCL

Experience

Essential

• Substantial administrative and secretarial experience
• Significant experience of taking minutes at senior level.
• Demonstrated ability to develop "best practice" administrative systems and structures to support Business Plan.
• Demonstrated ability to sustain initiative and direction under difficult circumstances.
• Experience of working within complex teams.
• Ability to work collaboratively and in partnership with other senior managers and professions.
• Competent in the use of Rio

Desirable

• Administrative and secretarial experience within a forensic psychiatric setting.
• Previous experience within an NHS setting.
• Working within a forensic psychiatric environment.
• Procurement of goods and services for forensic services - knowledge of risk factors.
• Research and audit experience.
• Management/supervisory experience.

Knowledge

Essential

• Highly competent user of MS Office - including Excel and PowerPoint.
• Risk assessment and management.
• Knowledge and skills framework.
• Care Programme Approach.
• Trust's policies and procedures.

Desirable

• Clinical Governance.
• Mental Health Act 1983.
• Understanding of mental health issues.
• Understanding of psychiatric terminology.
• Working knowledge of security related issues within a secure environment.

Skills

Essential

• Clear and effective planning and decision making skills.
• Effective leadership skills.
• Able to communicate and negotiate effectively with staff at all levels.
• Able to present and prepare papers at conferences/training days.
• Full range of administrative and secretarial skills.
• Ability to work autonomously and on own initiative.

Desirable

• Experience of teaching IT skills.

Other Requirements

Essential

• Able to deal with occasional verbal / physical aggression.
• Ability to work under pressure.
• Flexible and Proactive.
• Able to exercise discretion and maintain confidentiality at all times.
• Ability to manage staff.
• Ability to exercise discretion and maintain confidentiality at all times.

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.

Certificate of Sponsorship

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).