Job summary
Are you keen to progress into an office manager, leadership position? Are you passionate, able to use your initiative and motivated to lead the admin team to provide support for Talking Therapies? If so, then you could be the person we are looking for.
An exciting opportunity has become available for a Band 5 office manager position within Kingston Talking Therapies, based at Holyfield House, Surbiton. This is a full-time role for 37.5 hours per week, leading an admin team who provide admin and clerical support for the Kingston Talking Therapies Service. The candidate will need to possess a strong administrative background enabling them to support the service to a high standard, providing efficient and professional administrative support. This is a busy and varied role.
Main duties of the job
- To manage Kingston Talking Therapies Administration Staff and office tasks to ensure effective communication between staff, service users, departments and a variety of external agencies/organizations and referrers.
- To support the Kingston Talking Therapies Service Manager in pathway management of the Kingston Talking Therapies caseload.
- To work closely with and liaise with all internal teams to ensure referrals are navigated appropriately to and from the Kingston Talking Therapies Service.
- To manage all administration tasks including coordination of scheduling appointments, managing referral and discharge communications, room bookings, responding to calls, disseminating key information across administrative team, collating statistics and returns as required by the Trust, word-processing as well as developing and maintaining filing systems adhering to Data Protection and Good Information governance practices.
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
We reserve the right to close this vacancy early if we receive sufficient applications for the role.Therefore, if you are interested, please submit your application as early as possible
Job description
Job responsibilities
To line-manage the Kingston Talking Therapies office administrators, which includes responsibility for interviewing, appraisal and sickness absence following disciplinary procedures if required.
To manage all office tasks to meet operational needs and work within budget constraints.
To establish and maintain all office management and administrative systems for Kingston Talking Therapies, including IAPTus, RiO and eProcurement system documentation.
To be responsible for setting up landline log ins for new staff.
To undertake duty of a designated Fire Warden of the department.
To manage Office Administration staff ensuring the office is manned during operational hours.
To implement and contribute to policy and service development in relation to own area of work.
To pay particular attention to keeping abreast of policies and procedures relating to administration and Health and Safety.
To be responsible for receiving complex and confidential information in regards to a range of matters and ensuring that this is dealt with in a professional manner.
To manage a process of effective communication/team briefings, with staff under sphere of responsibility.
To communicate with all disciplines in an effective manner using tact and diplomacy in often difficult situations ensuring confidentiality is maintained when appropriate. To communicate with various agencies, consultancies and staff ensuring prompt acknowledgement of referrals.
Job description
Job responsibilities
To line-manage the Kingston Talking Therapies office administrators, which includes responsibility for interviewing, appraisal and sickness absence following disciplinary procedures if required.
To manage all office tasks to meet operational needs and work within budget constraints.
To establish and maintain all office management and administrative systems for Kingston Talking Therapies, including IAPTus, RiO and eProcurement system documentation.
To be responsible for setting up landline log ins for new staff.
To undertake duty of a designated Fire Warden of the department.
To manage Office Administration staff ensuring the office is manned during operational hours.
To implement and contribute to policy and service development in relation to own area of work.
To pay particular attention to keeping abreast of policies and procedures relating to administration and Health and Safety.
To be responsible for receiving complex and confidential information in regards to a range of matters and ensuring that this is dealt with in a professional manner.
To manage a process of effective communication/team briefings, with staff under sphere of responsibility.
To communicate with all disciplines in an effective manner using tact and diplomacy in often difficult situations ensuring confidentiality is maintained when appropriate. To communicate with various agencies, consultancies and staff ensuring prompt acknowledgement of referrals.
Person Specification
Training & Qualifications
Essential
- A Levels or equivalent level of competence
- NVQ Level 3 in administration
- Evidence on continuing personal and professional development
Desirable
- Further qualifications in Administration and/or higher education
Experience
Essential
- Demonstrable and strong experience of administrative work, managing a busy and deadline demanding workload
- Experience of using both IAPTus and RiO data systems
- Supervisory experience in an administrative /clerical environment
- Experience of developing and improving administrative procedures and practices
- Experience of providing effective front line customer service
Desirable
- Experience of working in the NHS
- Experience of managing and/or monitoring budgets
Knowledge & Skills
Essential
- Excellent verbal and written communication skills
- Demonstrable leadership skills
- Ability to plan, prioritise and organise a number of activities and continually reprioritize to meet tight, conflicting and often changing deadlines
- Ability to maintain administrative systems
- Ability to data input and manipulate data on computer and information systems e.g. Excel
- Strong customer service skills where negotiation and influencing skills
Desirable
- Knowledge of eProcurement
Person Specification
Training & Qualifications
Essential
- A Levels or equivalent level of competence
- NVQ Level 3 in administration
- Evidence on continuing personal and professional development
Desirable
- Further qualifications in Administration and/or higher education
Experience
Essential
- Demonstrable and strong experience of administrative work, managing a busy and deadline demanding workload
- Experience of using both IAPTus and RiO data systems
- Supervisory experience in an administrative /clerical environment
- Experience of developing and improving administrative procedures and practices
- Experience of providing effective front line customer service
Desirable
- Experience of working in the NHS
- Experience of managing and/or monitoring budgets
Knowledge & Skills
Essential
- Excellent verbal and written communication skills
- Demonstrable leadership skills
- Ability to plan, prioritise and organise a number of activities and continually reprioritize to meet tight, conflicting and often changing deadlines
- Ability to maintain administrative systems
- Ability to data input and manipulate data on computer and information systems e.g. Excel
- Strong customer service skills where negotiation and influencing skills
Desirable
- Knowledge of eProcurement
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).
