Job summary
This post will compromise of 10 sessions in the FDAC London team. The requirements of the post holder will be:
To manage the general office of FDAC London including office resources, infrastructures and systems with particular emphasis on the provision ofstatistical, contract monitoring, local team data collection for the Centre for Justice Innovation and financial data. The post holder will be requiredto ensure the smooth running of all administrative and financial systems. The post-holder will lead the administrative team and ensure that FDACLondon staff have effective administrative and secretarial support. The post-holder will also be expected to develop and streamline systems andprocesses within the service.
This vacancy has been advertised in accordance with the new NHS pay rate which will take effect from autumn 2024. Please note if your employment starts before the 24/25 pay scales are implemented you will be paid under the 23/24 pay scales and any backpay will be adjusted accordingly. Further information can be found at https://www.nhsemployers.org/articles/pay-scales-202425
Main duties of the job
The Deputy Operations Manager will be responsible, in collaboration with the Operations Manager, for the smooth and effective running of clinics, workforce diaries, room allocation and accurate data collection, submission and reporting and will be the first point of contact to respond to patient enquiries, compliments, concerns or complaints. They will oversee the non-pay budget and ensure operations and administrative policies and procedures are in place and adhered to, The Deputy Administration manager will manage the staff who are in their teams with the supportof the Operations Manager. This includes line management, monthly supervision, annual appraisals, ensuring training needs are met, and any other needs that arise.
Where appropriate the Deputy Operations Manager, in collaboration with the Operations Manager, will effectively manage change within administrative services to actively support clinical service delivery.
About us
The Tavistock & Portman NHS Foundation Trust is a specialist mental health Trust with a focus on Training and Education alongside a full rangeof Child, Young People and Family Mental Health Services and Psychological Therapies. The Trust is committed to improving mental health andemotional wellbeing, believing that high quality mental health services should be available for all who need them. Our contribution is distinctive inthe importance we attach to social experience at all stages of people's lives, and our focus on psychological and developmental approaches to thepromotion of health and the prevention and treatment of mental ill health.
Job description
Job responsibilities
Please see the attached Job Description and Person specification for more information on the role requirements and duties.
Job description
Job responsibilities
Please see the attached Job Description and Person specification for more information on the role requirements and duties.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent
Desirable
- EDCL qualification or equivalent in computer training
- Financial qualification e.g. AAT or part qualification e.g. CIMA
Experience
Essential
- Significant experience in administration in an office environment
- Significant experience of working in an NHS or medical institution
- Experience of collecting, reporting and analysing data and managing databases
- Led or participated in project or service initiative
- Experience of setting up financial procedures and systems and developing and monitoring income & expenditure budgets
- Experience of constructing and updating complex Excel spreadsheets
- High level of numeracy and capacity to interpret statistics
- Experience of managing a team of administrative staff
Desirable
- Previous experience of pro-active leadership of an administration or operations team
- Experience of working in a commercial business environment
Skills
Essential
- Excellent standard of typing skills
- Ability to write, present and report to a high professional standard using a variety of computer programmes, Word, Excel, PowerPoint etc.
- Excellent communication skills, both verbal and written
- Highly skilled in minute taking
Knowledge
Essential
- Confident oral communication skills with staff and service users
- Can demonstrate a significant level of leadership qualities, eg. integrity, honesty, active listening, self-confidence and ability to delegate
- An interest in organisational consultation and knowledge of the boundaries involved in this work
- Interest in and knowledge of the administrative aspects of business including management systems
- Knowledge of implementing office systems and procedures
- Experience of and interest in marketing professional services
Personal Attributes
Essential
- Able to prioritise, work independently and on own initiative
- Flexibility, creativity, and preparedness to be innovative in a developing organisation
Other
Essential
- Ability to work on own initiative and maintain confidentiality
- Ability to prioritise and organise tasks
- Ability to work collaboratively with others and build relationships
- Ability to work under pressure
- Understanding of equal opportunities
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent
Desirable
- EDCL qualification or equivalent in computer training
- Financial qualification e.g. AAT or part qualification e.g. CIMA
Experience
Essential
- Significant experience in administration in an office environment
- Significant experience of working in an NHS or medical institution
- Experience of collecting, reporting and analysing data and managing databases
- Led or participated in project or service initiative
- Experience of setting up financial procedures and systems and developing and monitoring income & expenditure budgets
- Experience of constructing and updating complex Excel spreadsheets
- High level of numeracy and capacity to interpret statistics
- Experience of managing a team of administrative staff
Desirable
- Previous experience of pro-active leadership of an administration or operations team
- Experience of working in a commercial business environment
Skills
Essential
- Excellent standard of typing skills
- Ability to write, present and report to a high professional standard using a variety of computer programmes, Word, Excel, PowerPoint etc.
- Excellent communication skills, both verbal and written
- Highly skilled in minute taking
Knowledge
Essential
- Confident oral communication skills with staff and service users
- Can demonstrate a significant level of leadership qualities, eg. integrity, honesty, active listening, self-confidence and ability to delegate
- An interest in organisational consultation and knowledge of the boundaries involved in this work
- Interest in and knowledge of the administrative aspects of business including management systems
- Knowledge of implementing office systems and procedures
- Experience of and interest in marketing professional services
Personal Attributes
Essential
- Able to prioritise, work independently and on own initiative
- Flexibility, creativity, and preparedness to be innovative in a developing organisation
Other
Essential
- Ability to work on own initiative and maintain confidentiality
- Ability to prioritise and organise tasks
- Ability to work collaboratively with others and build relationships
- Ability to work under pressure
- Understanding of equal opportunities
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).
