Job summary
The post holder will be responsible for the day to day management and supervision of Community Living Well's service user facing administrative staff that support the service. The administrative team is site based but there may be scope for occasional work from home for this role.
The post holder will be part of the Senior Management Team within Community Living Well Talking Therapies and will contribute towards service development and improvement including: the development of performance and activity reporting systems and developing systems to support the optimal use of resources for efficient and effective admin and business management processes.
The post holder will provide additional support to relevant projects through the production of accurate, timely, clear and concise reporting.
The post holder will champion the delivery of a service user focused service, promoting excellent customer service and effective working relationships both internally and externally.
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 manage and supervise administrative staff, identifying training and development needs for relevant staff, carrying out appropriate action as required
- To recruit staff as required (including temporary staff).
- To ensure that through training and supervision, administrative staff treat patients, carers and others in a consistently professional and polite manner either in person, on the telephone, by email or letter
- To hold regular Admin Team Meetings, and attend and contribute to team and senior management meetings
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
- To organise the day to day work of temporary administrative staff as necessary for cover and be responsible for signing off their timesheet
- To provide oversight of the team phone line, email account, referrals, appointment booking and cancellations; manage any complex or difficult issues escalated by more junior staff and ensure a quality service is provided
- To provide oversight of the admin team and ensure all service and Trust policies and Protocols are correctly followed.
- Personal development plan arising from the appraisal.
About us
Health and SafetyCentral and North West London NHS Foundation Trust has a Health and Safety Policy applicable to all employees. Employees must be aware of the responsibility placed on them under the Employment Rights Act 1996, to ensure that agreed safety procedures are carried out, and to maintain a safe environment for employees, patients and visitors.
Improving Working Lives
Central and North West London NHS Foundation Trust is committed to the principles ofImproving Working Lives and all managers are encouraged to follow Improving Working Lives practices. Consideration will be given to all requests for flexible working in line with Trust policy.
Staff InvolvementCentral and North West London NHS Foundation Trust is committed to involve staff at all levels in the development of the organisation.Managers should ensure that staff are encouraged and involved in organisational and service developments including business planning and they are able to influence discussions, which affect them and their working conditions.All managers should engender a culture of openness and inclusion so that staff feel free to contribute and voice concerns. They should develop and implement communication systems that ensure staff are well informed and have an opportunity to feedback their views.
Job description
Job responsibilities
- To manage and supervise administrative staff, identifying training and development needs for relevant staff, carrying out appropriate action as required
- To recruit staff as required (including temporary staff).
- To ensure that through training and supervision, administrative staff treat patients, carers and others in a consistently professional and polite manner either in person, on the telephone, by email or letter
- To hold regular Admin Team Meetings, and attend and contribute to team and senior management meetings
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
- To organise the day to day work of temporary administrative staff as necessary for cover and be responsible for signing off their timesheet
- To provide oversight of the team phone line, email account, referrals, appointment booking and cancellations; manage any complex or difficult issues escalated by more junior staff and ensure a quality service is provided
- To provide oversight of the admin team and ensure all service and Trust policies and Protocols are correctly followed
- To assist the Operational Service Support manager where required
- Produce a wide range of written material: reports, letters, agendas, minutes, programmes, producing spreadsheets and PowerPoint presentations and templates as required in order to capture, monitor, interpret, analyse and report on a wide range of information varying in complexity
- Liaise with colleagues, cascading appropriate information, to ensure that all staff are able to take best advantage of the systems in place and understand current procedures
- The post holder is responsible for monitoring of performance against set targets, this includes data quality targets and Service KPIs
- Prepare monthly activity and trend reports and analysis to inform accurate forecasting of performance against key financial, service and quality targets
- Manage and coordinate data collection of designated administrative and managerial processes, e.g. complaints, critical incidents, serious untoward incidents, and safety alerts, ensuring systems are in place across services within remit to provide all statutory, regulatory and other information required by the Trust
- To develop administrative and business processes within the team
- Highlight any data quality issues to the management team and agree actions to improve and quality assure all base data to ensure it is fit for the appropriate audience
- 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 perspectiv
- Collecting project metrics including cost, time, quality, and ris
- Scheduling and attending project meetings and documenting meeting minutes and action item
- Managing risks and issues list to ensure issues are documented and actioned as appropriat
- Effectively communicating with key project stakeholders on project progres
- Support the service / team in the implementation of Trust wide approved initiatives.
- Actively contribute to developments within team and across the service as required.
- To assist with the review of existing contracts to ensure compliance and performance standards continue to be met
- To participate in a yearly appraisal and action any identified goals and personal development plan arising from the appraisal
- Managing his or her own workload on a day-to-day basis.
Personal and Professional Development
- Undertake periodic performance and competency review
- Responsible for own personal development
Job description
Job responsibilities
- To manage and supervise administrative staff, identifying training and development needs for relevant staff, carrying out appropriate action as required
- To recruit staff as required (including temporary staff).
- To ensure that through training and supervision, administrative staff treat patients, carers and others in a consistently professional and polite manner either in person, on the telephone, by email or letter
- To hold regular Admin Team Meetings, and attend and contribute to team and senior management meetings
- To provide in-house admin support and training and development in the use of ICT, admin and business systems as required
- To organise the day to day work of temporary administrative staff as necessary for cover and be responsible for signing off their timesheet
- To provide oversight of the team phone line, email account, referrals, appointment booking and cancellations; manage any complex or difficult issues escalated by more junior staff and ensure a quality service is provided
- To provide oversight of the admin team and ensure all service and Trust policies and Protocols are correctly followed
- To assist the Operational Service Support manager where required
- Produce a wide range of written material: reports, letters, agendas, minutes, programmes, producing spreadsheets and PowerPoint presentations and templates as required in order to capture, monitor, interpret, analyse and report on a wide range of information varying in complexity
- Liaise with colleagues, cascading appropriate information, to ensure that all staff are able to take best advantage of the systems in place and understand current procedures
- The post holder is responsible for monitoring of performance against set targets, this includes data quality targets and Service KPIs
- Prepare monthly activity and trend reports and analysis to inform accurate forecasting of performance against key financial, service and quality targets
- Manage and coordinate data collection of designated administrative and managerial processes, e.g. complaints, critical incidents, serious untoward incidents, and safety alerts, ensuring systems are in place across services within remit to provide all statutory, regulatory and other information required by the Trust
- To develop administrative and business processes within the team
- Highlight any data quality issues to the management team and agree actions to improve and quality assure all base data to ensure it is fit for the appropriate audience
- 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 perspectiv
- Collecting project metrics including cost, time, quality, and ris
- Scheduling and attending project meetings and documenting meeting minutes and action item
- Managing risks and issues list to ensure issues are documented and actioned as appropriat
- Effectively communicating with key project stakeholders on project progres
- Support the service / team in the implementation of Trust wide approved initiatives.
- Actively contribute to developments within team and across the service as required.
- To assist with the review of existing contracts to ensure compliance and performance standards continue to be met
- To participate in a yearly appraisal and action any identified goals and personal development plan arising from the appraisal
- Managing his or her own workload on a day-to-day basis.
Personal and Professional Development
- Undertake periodic performance and competency review
- Responsible for own personal development
Person Specification
Education/qulifications
Essential
- Educated to degree level or equivalent level combination of diploma level education, short courses and experience.
- 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
- Experience of co-coordinating and supervising staff and booking of cover staff and taking responsibility for their timesheets
Desirable
- Experience of working in the NHS/ Public sector Experience of administering the recruitment and selection procedure
- PowerPoint presentation and set up
- Project management software
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
- Adaptable
- Smart, professional appearance
- Smart, professional appearance
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
Person Specification
Education/qulifications
Essential
- Educated to degree level or equivalent level combination of diploma level education, short courses and experience.
- 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
- Experience of co-coordinating and supervising staff and booking of cover staff and taking responsibility for their timesheets
Desirable
- Experience of working in the NHS/ Public sector Experience of administering the recruitment and selection procedure
- PowerPoint presentation and set up
- Project management software
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
- Adaptable
- Smart, professional appearance
- Smart, professional appearance
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
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).
