Job summary
We are looking for an adaptable, motivated and resourceful Senior Administrator to provide support to the Westminster Senior Management Team. The role is a great opportunity to further develop your already well established Administrative skills but also to develop leadership skills and ability to work flexibly and independently.
The role requires resilience and an ability to manage multiple competing demands, so the successful postholder will have the ability to prioritise their own workload to delegate tasks appropriately. In addition, they will have excellent IT skills with experience in spreadsheets and databases with excellent communication, interpersonal and organisational skills, and the ability to upskill others in the team to the same high standards.
You must have worked in an office environment with both secretarial and clerical experience, preferably working within the NHS or other healthcare and social care setting.
The successful applicant will be able to demonstrate a caring and sensitive approach to direct patient and carer contact and have an understanding of the importance of handing over information to clinical staff in a timely and accurate manner. There is also a need to be able to communicate effectively with inquiries from health and social care professionals and others within and outside of the team and the wider organisation.
Main duties of the job
Some of the duties of the role are described below:
- Overseeing the rotas ensuring it is accurate and reflects annual leave and sickness absence.
- Minuting meetings and delegating this to other Admin staff where appropriate.
- Ensuring the Office runs smoothly with timely ordering of equipment and supplies
- Supporting staff with IT including ordering of IT equipment and trouble shooting to effectively support staff.
- Ensuring letters and other communications are managed effectively and promptly.
- Other duties will include the production of confidential correspondence and reports; attending formal meetings to produce the minutes; maintenance and development of office systems and administrative processes involving IT systems.
- Receiving and co-ordinating responses to Subject Access Requests within statutory framework.
- Carry out Health and Safety related tasks as required e.g. Maintaining Fire Folder, Completing Lone Working Audit and others.
About us
The Westminster Senior Management Team has oversight of mental health services in Westminster including Community Mental Health Teams, Older Adults Inpatients and Community Teams and Talking Therapies Service among others.
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.
Job description
Job responsibilities
- The post holder will be responsible for monitoring and co-ordinating the work of the administrative staff based where appropriate
- The post holder will take a lead role in the management of non clinical aspects of the sector, e.g. managing access to patients records, and where needed will supervise and support the Admin staff which are embedded in with the Westminster Teams.
- The post holder will also be required to support the Service Manager and the Borough Director PA/Professional Admin Lead with identified administrative tasks. The post holder will support the performance analyst in maintaining acute performance and data.
Job description
Job responsibilities
- The post holder will be responsible for monitoring and co-ordinating the work of the administrative staff based where appropriate
- The post holder will take a lead role in the management of non clinical aspects of the sector, e.g. managing access to patients records, and where needed will supervise and support the Admin staff which are embedded in with the Westminster Teams.
- The post holder will also be required to support the Service Manager and the Borough Director PA/Professional Admin Lead with identified administrative tasks. The post holder will support the performance analyst in maintaining acute performance and data.
Person Specification
Qualifications and Training
Essential
- oEducated to a diploma level or NVQ level 4 or equivalent experience
- oEnglish and Maths at GCSE grade level C or above
Experience
Essential
- Relevant qualification / experience plus 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 staff
- Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users
- Experience of managing database information systems and ability to analyse data
Desirable
- Experience working in a mental health team
Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint
- Must be numerate and able to provide statistical data clearly and accurately
- Must have good organisational skills and ability to work on own initiative
- Clear communicator, both verbally and in written work
- Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person
Person Specification
Qualifications and Training
Essential
- oEducated to a diploma level or NVQ level 4 or equivalent experience
- oEnglish and Maths at GCSE grade level C or above
Experience
Essential
- Relevant qualification / experience plus 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 staff
- Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users
- Experience of managing database information systems and ability to analyse data
Desirable
- Experience working in a mental health team
Knowledge
Essential
- A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint
- Must be numerate and able to provide statistical data clearly and accurately
- Must have good organisational skills and ability to work on own initiative
- Clear communicator, both verbally and in written work
- Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person
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).
