Job summary
I'm really excited to offer this opportunity to a forward thinking, proactive and experienced Administrator who is able to bring an energy and drive to the role and wider service.
The Lead Team Administrator is a pivotal role and is responsible for leading the administrative function of the service. The post holder works closely with the Clinical services manager and other senior clinicians in the delivery of the teams' activities
The Lead Team Administrator is responsible for the day-to-day supervision of the band 3 team administrators to ensure work is prioritised and delivered on time and they are responsible for appraising the team administrators
This post is well suited to an Admin professional who deeply cares about supporting a service that works with some of the most vulnerable in society. Your efforts are crucial in underpinning the work of the front line clinicians
You will be based at our modern state of the art 'Poly Clinic' at the Heart of Hounslow Centre for Health (in Hounslow) where other community health services are based
Main duties of the job
The post holder will provide a comprehensive support to the Clinical Services Manager and Consultant Psychiatrist (and supporting the wider clinical team).
The Lead Team Administrator will have overall responsibility for the supervisory management of all service user booking systems via an electronic service user database system and the smooth running of the administrative teams within these specified clinical areas.
Register referrals on day of receipt and liaise with clinical team to ensure triage is completed within 24 hours (for emergency/urgent referrals) and within 48 hours (for routine referrals). Provide direct support to and ensure that Admin support is in place to the weekly referrals and MDT process
To extract caseload information from the service user database as required, and undertake the analysis of caseload information for audit and performance management purposes, including running reports and converting data into charts and tables for sharing with the team
To input data onto the service user information management systems to update patient details, periodically using reports to ensure patient details are correct, and be responsible for updating the electronic service directory on a regular basis, sourcing referral criteria and ensuring it is accessible to all relevant parties.
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 over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
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
- Educated to A Level/NVQ3 level or equivalent experience
- Appropriate secretarial/ administrative qualification
Desirable
- ECDL qualification
- Customer care training
Experience
Essential
- Understanding of service user confidentiality
- Working knowledge of office procedures, structure and workings of a large organisation
- Ability to manage electronic booking systems and manage patient flow
- Supervision of junior staff
- Use of office equipment (electronic systems, photocopier etc)
- Experience of Healthroster, systmone, finance (SBS), Business Intelligence and wider systems
- Understanding of service user confidentiality
Desirable
- Familiar with medical terminology
- Understanding of health & social care processes
Knowledge
Essential
- Ability to collate data and produce reports in a timely fashion (e.g. use of Business Intelligence)
Desirable
- Knowledge and experience of how to provide advice and signposting to service users, families & carers
- Knowledge of local care systems
Skills
Essential
- Intermediate IT competence, particularly Windows applications (Word, Excel and Outlook)
- Advanced skills in Excel
- Excellent verbal and written communication skills
- Ability to draft routine correspondence
- Ability to note take detailed notes/minutes in a range of settings
- Proven record of high quality written and verbal communication skills
- Ability to work in a multi-disciplinary setting
- Ability to manage junior staff
- Ability to deal with service users sensitively
- Analytical skills and ability to interpret information and present in a clear concise manner
Other requirements
Essential
- Excellent interpersonal skills
- Able to work under pressure and to deadline
Person Specification
Qualifications
Essential
- Educated to A Level/NVQ3 level or equivalent experience
- Appropriate secretarial/ administrative qualification
Desirable
- ECDL qualification
- Customer care training
Experience
Essential
- Understanding of service user confidentiality
- Working knowledge of office procedures, structure and workings of a large organisation
- Ability to manage electronic booking systems and manage patient flow
- Supervision of junior staff
- Use of office equipment (electronic systems, photocopier etc)
- Experience of Healthroster, systmone, finance (SBS), Business Intelligence and wider systems
- Understanding of service user confidentiality
Desirable
- Familiar with medical terminology
- Understanding of health & social care processes
Knowledge
Essential
- Ability to collate data and produce reports in a timely fashion (e.g. use of Business Intelligence)
Desirable
- Knowledge and experience of how to provide advice and signposting to service users, families & carers
- Knowledge of local care systems
Skills
Essential
- Intermediate IT competence, particularly Windows applications (Word, Excel and Outlook)
- Advanced skills in Excel
- Excellent verbal and written communication skills
- Ability to draft routine correspondence
- Ability to note take detailed notes/minutes in a range of settings
- Proven record of high quality written and verbal communication skills
- Ability to work in a multi-disciplinary setting
- Ability to manage junior staff
- Ability to deal with service users sensitively
- Analytical skills and ability to interpret information and present in a clear concise manner
Other requirements
Essential
- Excellent interpersonal skills
- Able to work under pressure and to deadline
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.
