Job summary
The post holder will be responsible for the administrative management of the service. In addition, the post holder will assist in the development of data, performance and activity reporting systems.
The post holder will provide additional support to relevant projects through the production of accurate, timely, clear and concise reporting. Provide ad-hoc business management support to the service management team.
The post holder will champion the delivery of a client focused service, promoting excellent customer service and effective working relationships both internally and externally.
Vaccination
The successful applicant may have contact with patients or service users and we will therefore be seeking proof of vaccination or medical exemption during the recruitment process. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.
Main duties of the job
PRINCIPLE DUTIES AND RESPONSIBILITIES:
Administration and Client Care
- To provide administrative and clerical support at a specialised level to the team, with the effect that a quality service is maintained within the service
- To register new clients onto the electronic system and contact them for appointments
- Provide clerical support as required to the team
- Participate fully as a team member, sharing knowledge and information and supporting colleagues to promote a cohesive team and the achievement of team objectives
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
Information Management
- Prepare monthly activity and trend reports and analysis
- Manage and coordinate data collection of designated administrative and managerial processes
- Highlight any data quality issues to the management team
- To oversee and manage the booking of clinical appointments (including rearrangement and cancellations).
Project Management
- To coordinate and manage projects under the direction of senior management as required, this includes, assisting with project setup from a project planning, space planning, and time and resource tracking
Service Development
- To assist with the development of service specifications and business
- Actively contribute to developments within team and across the service
About us
Programme context: Keeping Well
The North West London integrated care system has developed a comprehensive and confidential wellbeing and psychological support service known as Keeping Well, which incorporates the national and NW London staff wellbeing offer (https://www.keepingwellnwl.nhs.uk/).
The Keeping Well service is open to all NHS staff in North West London (including non-clinical staff), social care staff (including staff in care/residential homes in North West London) and the London Ambulance Service staff. The programme is run as a partnership between CNWL and West London NHS Trust.
With the expansion of the scale and profile of the Service, the Keeping Well Programme Board has been established to bring together stakeholders across the system to support the development and governance of the programme.
The service model for Keeping Well is an integrated clinical, organisational development, engagement, outreach and educational approach to provide access to culturally sensitive digitally delivered psychological and resilience support for staff at risk of increased trauma post-COVID-19.
Job description
Job responsibilities
PRINCIPLE DUTIES AND RESPONSIBILITIES:
Administration and Client Care
- To provide administrative and clerical support at a specialised level to the team, with the effect that a quality service is maintained within the service
- To register new clients onto the electronic system and contact them for appointments
- Provide clerical support as required to the team
- Participate fully as a team member, sharing knowledge and information and supporting colleagues to promote a cohesive team and the achievement of team objectives
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
Information Management
- Prepare monthly activity and trend reports and analysis
- Manage and coordinate data collection of designated administrative and managerial processes
- Highlight any data quality issues to the management team
- To oversee and manage the booking of clinical appointments (including rearrangement and cancellations).
Project Management
- To coordinate and manage projects under the direction of senior management as required, this includes, assisting with project setup from a project planning, space planning, and time and resource tracking
Service Development
- To assist with the development of service specifications and business
- Actively contribute to developments within team and across the service
Job description
Job responsibilities
PRINCIPLE DUTIES AND RESPONSIBILITIES:
Administration and Client Care
- To provide administrative and clerical support at a specialised level to the team, with the effect that a quality service is maintained within the service
- To register new clients onto the electronic system and contact them for appointments
- Provide clerical support as required to the team
- Participate fully as a team member, sharing knowledge and information and supporting colleagues to promote a cohesive team and the achievement of team objectives
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
Information Management
- Prepare monthly activity and trend reports and analysis
- Manage and coordinate data collection of designated administrative and managerial processes
- Highlight any data quality issues to the management team
- To oversee and manage the booking of clinical appointments (including rearrangement and cancellations).
Project Management
- To coordinate and manage projects under the direction of senior management as required, this includes, assisting with project setup from a project planning, space planning, and time and resource tracking
Service Development
- To assist with the development of service specifications and business
- Actively contribute to developments within team and across the service
Person Specification
Education / Qualification
Essential
- Educated to degree level or equivalent level combination of diploma level education, short courses and experience. RSA II or equivalent ECDL or equivalent
- RSA II or equivalent
- ECDL or equivalent
Experience
Essential
- Previous PA, Senior Administrator or Junior Business Manger experience
- Proven experience in running an office including managing, maintaining and developing databases and filing systems including bring forward, maintaining stationery/stock levels and diary management.
- Experience of working with senior managers including taking appropriate follow up action as required.
- Experience of dealing with complex enquiries from the public and partner organisations
- Experience of working in busy and pressured office with the ability to prioritise workload to meet conflicting demands
- Organising meetings and events including speakers
Desirable
- Experience of co-coordinating and supervising staff and booking of cover staff and taking responsibility for their timesheets
- Experience of working in the NHS/Public sector
- Experience of administering the recruitment and selection procedure
- PowerPoint presentation and set up
- Financial experience
- Project management software
Skills and Knowledge
Essential
- Excellent communication skills both verbally and in writing with the ability to communicate at all levels and across a variety of agencies with negotiating and persuasive skills.
- Excellent organisational and administrative skills and the ability to set up office systems and monitor, review and implement changes to existing working practices.
- Excellent time management and good project management support skills.
- Proven ability to balance competing and often conflicting demands for resources, in order to achieve team and service objectives
- Experience of taking, producing and distributing formal and assurance minutes
- Understands the need for confidentiality
- Understanding of the principles of Standing Financial Instructions; ability to be an official signatory to a budget in order to book temporary staff and sign off their timesheets
- Knowledge of and commitment to equal opportunities
- Competent in the use of MS Word, Excel, PowerPoint, Scheduler and Outlook (or similar application)
- Ability to work effectively in a team and autonomously
- Proficient use of established filing and data systems
- Proficient use of computer based systems
- Advanced level in computer skill - spread sheets, presentations, databases, electronic diary
Desirable
- Project management qualification
Other
Essential
- Ability to work autonomously and make decisions
- Evidence of excellent organisational skills
- Self motivated
- Reliable, flexible & adaptable
- Ability to use initiative
- Creative & innovative
- Ability to stay calm and focused
- Enthusiasm
- Good time keeping
- Good interpersonal skills
- Team Player
- Flexible
- Adaptable
- Able to work under pressure
Person Specification
Education / Qualification
Essential
- Educated to degree level or equivalent level combination of diploma level education, short courses and experience. RSA II or equivalent ECDL or equivalent
- RSA II or equivalent
- ECDL or equivalent
Experience
Essential
- Previous PA, Senior Administrator or Junior Business Manger experience
- Proven experience in running an office including managing, maintaining and developing databases and filing systems including bring forward, maintaining stationery/stock levels and diary management.
- Experience of working with senior managers including taking appropriate follow up action as required.
- Experience of dealing with complex enquiries from the public and partner organisations
- Experience of working in busy and pressured office with the ability to prioritise workload to meet conflicting demands
- Organising meetings and events including speakers
Desirable
- Experience of co-coordinating and supervising staff and booking of cover staff and taking responsibility for their timesheets
- Experience of working in the NHS/Public sector
- Experience of administering the recruitment and selection procedure
- PowerPoint presentation and set up
- Financial experience
- Project management software
Skills and Knowledge
Essential
- Excellent communication skills both verbally and in writing with the ability to communicate at all levels and across a variety of agencies with negotiating and persuasive skills.
- Excellent organisational and administrative skills and the ability to set up office systems and monitor, review and implement changes to existing working practices.
- Excellent time management and good project management support skills.
- Proven ability to balance competing and often conflicting demands for resources, in order to achieve team and service objectives
- Experience of taking, producing and distributing formal and assurance minutes
- Understands the need for confidentiality
- Understanding of the principles of Standing Financial Instructions; ability to be an official signatory to a budget in order to book temporary staff and sign off their timesheets
- Knowledge of and commitment to equal opportunities
- Competent in the use of MS Word, Excel, PowerPoint, Scheduler and Outlook (or similar application)
- Ability to work effectively in a team and autonomously
- Proficient use of established filing and data systems
- Proficient use of computer based systems
- Advanced level in computer skill - spread sheets, presentations, databases, electronic diary
Desirable
- Project management qualification
Other
Essential
- Ability to work autonomously and make decisions
- Evidence of excellent organisational skills
- Self motivated
- Reliable, flexible & adaptable
- Ability to use initiative
- Creative & innovative
- Ability to stay calm and focused
- Enthusiasm
- Good time keeping
- Good interpersonal skills
- Team Player
- Flexible
- Adaptable
- Able to work under pressure
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).
