Job summary
CNWL provides Perinatal Mental Health Services across 5 London Boroughs: Brent, Harrow, Kensington and Chelsea, Hillingdon and Westminster. The service includes an inpatient Mother and Baby Unit. specialist community perinatal team and the Maternity Trauma and Loss Care Service.
The Perinatal Admin Manager will work closely with the Head of Perinatal Services, team managers and professional leads. The successful candidate will lead a group of Team Administrators and ensure that there are consistent administrative process across the service.
Although the role and responsibilities have been outlined within this job description, it is important that the new post-holder is flexible, innovative and has a positive attitude to change as the new service develops.The successful applicant may have contact with patients or service users.
The successful applicant may have contact with patients or service users. 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
- To support the service manager and team managers in the day-to-day management of the administrative services across the service line.
- To lead on the development, implementation and maintenance of office practices and standard operating procedures (SOPs) to ensure that all non-clinical requirements of the team are met.
- To provide a comprehensive and confidential personal assistant service to the perinatal service manager and the professional leads.
- Effective diary management for the service line leads; ensure that the teams' time is focused and well spent.
- To prepare papers, agendas, drafting documents, extracting meaningful data and reports for meetings.
- To take formal minutes of high-level meetings and workshops, seminars and ensure publication and distribution as appropriate.
- To chase up and follow up actions and ensure that all parties adhere to agreed timescales of meetings, workshops and project plan.
About us
CNWL (Central and North West London NHS Foundation Trust) has almost 7,000 staff providing integrated healthcare to a third of London's population, Milton Keynes and areas beyond. The trust is recognised locally, nationally and internationally for providing high quality, innovative healthcare.
All staff members are expected to act in a way which shows you understand our core values and are willing to put them into practice with service users, their friends, family and carers and also other staff members.
COMPASSION: contribution to a caring and kind environment and recognition that what you do and say can help to improve the lives of others.
RESPECT: acknowledge, respect and value diversity of each individual, recognition of uniqueness.
EMPOWERMENT: continually try to provide information, resources and support to help others make their own decisions and meet their own needs. The Trust endeavours to support all staff to enable them to develop and grow.
PARTNERSHIP: work closely with others and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and fund our work.
Job description
Job responsibilities
- Communication
- Responsible for communication and information cascaded to administrators within the Perinatal Service via administrative forums and other communications methods.
- Communicate complex or sensitive information both internally and externally in line with the information governance policy.
- To form and maintain good working relationships with staff at all levels, including the administration team, medical teams, nursing staff, team managers and lead professionals.
- To be able to communicate effectively and professionally with both internal and external agencies.
- To act sensitively and tactfully when requests are made for subject access and freedom of information requests.
- Support with the dissemination of regular communications to Trustwide Perinatal staff in relation to training events, mandatory training and appraisals.
- Demonstrate interpersonal skills when dealing with all levels of staff across the Trust using persuasion, tact and reassurance where necessary.
- To attend and actively participate in any relevant team meetings.
- To liaise closely with all colleagues on matters relating to patient care, service organisation and delivery.
- To establish and maintain effective lines of communication within all agencies.
- Performance
- To assist the Operational Leadership Team in the effective monitoring and recording of key performance, financial and quality and safety standards.
- To liaise with Business Intelligence colleagues to ensure in order to obtain regular Quality and Performance reports and bespoke data reports showing service/team performance against these targets.
- To compile the findings of the above in a format that is meaningful and effective for presentation at meetings such as the accountability board, Senior Management Team, Clinical Quality Meeting, Business meetings.
- To work with the Performance, Information and Clinical System teams and in collaboration with the Management Team to review current systems and reporting processes, set up new systems and reporting processes.
- To assist the team managers and staff members in the proper recording of activity and the setting up of systems to ensure this activity meets key targets.
- To provide administrative support to the perinatal service manager in the appropriate management of complaints/incidents within their departments. This will include ensuring the collection and collation of statements and typing reports within the designated turnaround times.
- To actively contribute to incident reporting and complaints management on Datix and to take the initiative to alert managers to instigate local risk management processes and follow through any actions.
- To support the Operational Leadership in reviewing and managing the service risk register, business continuity plan and various logs.
- To ensure the application of the requirements of the Data Protection Act and Freedom of Information Act to the confidential records and documents held in the Department.
- Client Administration
- To handle sensitive and confidential client information with due care and safely and proactively know who to contact.
- To lead on the oversight and monitoring of the quality of data input to the teams information systems ensuring that they are in line with agreed procedures.
- To coordinate, in conjunction with team managers, on the provision of administration support with the clinical processes in liaison with clinical staff.
- To lead and support the team administrators to devise and implement data storing systems and ensure that there are systems in place to record the access and management of service user or team records in line with Trust/Perinatal Service policies and procedures.
- To manage all administrative tasks with regards to client related governance systems: incident management on Datix, complaint log, serious incidents, outcome measures, CQC and CCQi inspection action plans.
- To manage the subject access and freedom of information requests for the Perinatal service line and be the direct point of contact to the Trust data protection and freedom of information team.
- Management of Resources
- To be involved in the recruitment, supervision, appraisal, training and development of perinatal staff as well as temporary members of staff as appropriate.
- To be responsible for developing an annual training needs analysis for the administrative staff in the service line in collaboration with the Perinatal Management Team and the Jameson administrative leads.
- To take responsibility for managing cover for administrative staff for annual, study and other leave and absences.
- To set up administrative e systems and processes to increase, sustain and monitor productivity and effectiveness in the service as directed by the SMT and lead clinicians.
- Training
- To be responsible for coordinating and instigating, in conjunction with the team manager, a comprehensive local induction of new employees to the administrative team.
- To devise bespoke training packages for the Perinatal Service to drive efficiency and productivity.
- To participate in the local induction of all new staff with regards to information and clinical systems, workforce management systems, performance and quality standards.
- To support and train staff with new e systems and changes in operational and clinical processes.
- To coordinate the perinatal specific training matrix.
- To participate in the Trusts supervision and appraisal programme.
- To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.
- Personal and Professional Development
- To keep up-to-date of changing guidance, policies and information relating to Trust administration.
- To ensure own timely booking and attendance of mandatory and statutory training.
- To have the ability to manage change in a positive way
- To engage in the supervisory framework where support in a safe space is offered and learning needs can be identified.
- To ensure effective organisational and planning skills including, time management and decision making
- Service Delivery and Development
- To contribute as a member of the multi-disciplinary team, to the delivery of operational service/team objectives.
- To contribute to in-service training sessions
- To keep up-to-date of changing guidance and information relating to administration and to inform/share these with colleagues
- Additional Information:
- The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outline for the post.
Job description
Job responsibilities
- Communication
- Responsible for communication and information cascaded to administrators within the Perinatal Service via administrative forums and other communications methods.
- Communicate complex or sensitive information both internally and externally in line with the information governance policy.
- To form and maintain good working relationships with staff at all levels, including the administration team, medical teams, nursing staff, team managers and lead professionals.
- To be able to communicate effectively and professionally with both internal and external agencies.
- To act sensitively and tactfully when requests are made for subject access and freedom of information requests.
- Support with the dissemination of regular communications to Trustwide Perinatal staff in relation to training events, mandatory training and appraisals.
- Demonstrate interpersonal skills when dealing with all levels of staff across the Trust using persuasion, tact and reassurance where necessary.
- To attend and actively participate in any relevant team meetings.
- To liaise closely with all colleagues on matters relating to patient care, service organisation and delivery.
- To establish and maintain effective lines of communication within all agencies.
- Performance
- To assist the Operational Leadership Team in the effective monitoring and recording of key performance, financial and quality and safety standards.
- To liaise with Business Intelligence colleagues to ensure in order to obtain regular Quality and Performance reports and bespoke data reports showing service/team performance against these targets.
- To compile the findings of the above in a format that is meaningful and effective for presentation at meetings such as the accountability board, Senior Management Team, Clinical Quality Meeting, Business meetings.
- To work with the Performance, Information and Clinical System teams and in collaboration with the Management Team to review current systems and reporting processes, set up new systems and reporting processes.
- To assist the team managers and staff members in the proper recording of activity and the setting up of systems to ensure this activity meets key targets.
- To provide administrative support to the perinatal service manager in the appropriate management of complaints/incidents within their departments. This will include ensuring the collection and collation of statements and typing reports within the designated turnaround times.
- To actively contribute to incident reporting and complaints management on Datix and to take the initiative to alert managers to instigate local risk management processes and follow through any actions.
- To support the Operational Leadership in reviewing and managing the service risk register, business continuity plan and various logs.
- To ensure the application of the requirements of the Data Protection Act and Freedom of Information Act to the confidential records and documents held in the Department.
- Client Administration
- To handle sensitive and confidential client information with due care and safely and proactively know who to contact.
- To lead on the oversight and monitoring of the quality of data input to the teams information systems ensuring that they are in line with agreed procedures.
- To coordinate, in conjunction with team managers, on the provision of administration support with the clinical processes in liaison with clinical staff.
- To lead and support the team administrators to devise and implement data storing systems and ensure that there are systems in place to record the access and management of service user or team records in line with Trust/Perinatal Service policies and procedures.
- To manage all administrative tasks with regards to client related governance systems: incident management on Datix, complaint log, serious incidents, outcome measures, CQC and CCQi inspection action plans.
- To manage the subject access and freedom of information requests for the Perinatal service line and be the direct point of contact to the Trust data protection and freedom of information team.
- Management of Resources
- To be involved in the recruitment, supervision, appraisal, training and development of perinatal staff as well as temporary members of staff as appropriate.
- To be responsible for developing an annual training needs analysis for the administrative staff in the service line in collaboration with the Perinatal Management Team and the Jameson administrative leads.
- To take responsibility for managing cover for administrative staff for annual, study and other leave and absences.
- To set up administrative e systems and processes to increase, sustain and monitor productivity and effectiveness in the service as directed by the SMT and lead clinicians.
- Training
- To be responsible for coordinating and instigating, in conjunction with the team manager, a comprehensive local induction of new employees to the administrative team.
- To devise bespoke training packages for the Perinatal Service to drive efficiency and productivity.
- To participate in the local induction of all new staff with regards to information and clinical systems, workforce management systems, performance and quality standards.
- To support and train staff with new e systems and changes in operational and clinical processes.
- To coordinate the perinatal specific training matrix.
- To participate in the Trusts supervision and appraisal programme.
- To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.
- Personal and Professional Development
- To keep up-to-date of changing guidance, policies and information relating to Trust administration.
- To ensure own timely booking and attendance of mandatory and statutory training.
- To have the ability to manage change in a positive way
- To engage in the supervisory framework where support in a safe space is offered and learning needs can be identified.
- To ensure effective organisational and planning skills including, time management and decision making
- Service Delivery and Development
- To contribute as a member of the multi-disciplinary team, to the delivery of operational service/team objectives.
- To contribute to in-service training sessions
- To keep up-to-date of changing guidance and information relating to administration and to inform/share these with colleagues
- Additional Information:
- The post holder will be expected to meet the requirements of the NHS Knowledge and Skills Framework (KSF) appropriately outline for the post.
Person Specification
Education & Qualifications
Essential
- Working at degree level, identified through a combination of qualifications and demonstrable experience
- English and Maths GCSE at above grade C or equivalent
- Demonstrable ongoing training
Desirable
- Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDLaining
Previous Experience
Essential
- Administrative experience in a senior administrative post at Band 4 or equivalent to include some financial responsibility
- Experience of and/or demonstrated aptitude for supervising and managing staff Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users; develop and maintain robust office systems
- Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users; develop and maintain robust office systems
Desirable
- Experience of working within the Public Sector
Knowledge and Skills
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access.
- Knowledge of financial/budgetary monitoring and recording systems
- Must have good organisational skills and ability to work on own initiative.
- Clear communicator, both verbally and in written work.
- Able to plan and prioritise day-to-day requirements of the team and meet deadlines
- Understanding of local and national drivers for service delivery
- Able to manage workload and work within broad policies and procedures. Can demonstrate ability to prioritise and plan a number of complex and conflicting work demands.
- Ability to learn new skills and adapt to change.
- Understanding of confidentiality issues
Desirable
- Knowledge of managing non-clinical contracts
- Experience of managing database information system and ability to analyse data
- Comprehensive knowledge of health and Safety regulations
Person Specification
Education & Qualifications
Essential
- Working at degree level, identified through a combination of qualifications and demonstrable experience
- English and Maths GCSE at above grade C or equivalent
- Demonstrable ongoing training
Desirable
- Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDLaining
Previous Experience
Essential
- Administrative experience in a senior administrative post at Band 4 or equivalent to include some financial responsibility
- Experience of and/or demonstrated aptitude for supervising and managing staff Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users; develop and maintain robust office systems
- Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users; develop and maintain robust office systems
Desirable
- Experience of working within the Public Sector
Knowledge and Skills
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, Powerpoint and Access.
- Knowledge of financial/budgetary monitoring and recording systems
- Must have good organisational skills and ability to work on own initiative.
- Clear communicator, both verbally and in written work.
- Able to plan and prioritise day-to-day requirements of the team and meet deadlines
- Understanding of local and national drivers for service delivery
- Able to manage workload and work within broad policies and procedures. Can demonstrate ability to prioritise and plan a number of complex and conflicting work demands.
- Ability to learn new skills and adapt to change.
- Understanding of confidentiality issues
Desirable
- Knowledge of managing non-clinical contracts
- Experience of managing database information system and ability to analyse data
- Comprehensive knowledge of health and Safety regulations
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
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).
