Job summary
The post holder will develop and maintain key relationships with the administrative teams and Operational Managers in order to establish cohesion and consistency to administrative services on offer across the Service / SBU, and provide support during periods of change. In turn this should give clearer development opportunities to administrators and release more time to care for professionals.
Main duties of the job
To communicate and cascade information regarding rota and admin working practices and expectations to admin teams across services within Hertfordshire Forensic Services.
To support the Operational Managers in developing business plans, contributing to key service developments, and maintaining an up-to-date knowledge of NHS developments.
To contribute to Clinical Governance, Health and Safety committees,implementing training policies and procedures, and reviewing processes to provide high quality services.
To raise, plan and overseeing estates work across theHerts Forensics services
To monitor temporary staffing spend and ensuring financial policies are implemented, producing reports as needed and managingthe workload of staff.
About us
Hertfordshire Partnership University NHS Foundation Trust (HPFT) is an outstanding organisation with ambitions to match. We are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from the Care Quality Commission, and our aim is to be the leading provider of mental health and specialist learning disability services in the country.
Our family of over 4000 members of staff provide health and social care for over 400,000 people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, and Norfolk, delivering these services within the community and several inpatient settings. We also deliver a range of nationally commissioned specialist services including Tier 4 services for children and young people, perinatal services, plus medium and low secure learning disabilities services.
The care we provide makes a fantastic difference to the lives of our service users, their families and carers - everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Our Trust values are:
Welcoming. Kind. Positive. Respectful. Professional.
These values are at the core of who we are, everything we do, and how we do it!
Would you like to be part of the HPFT family? Would you like work with us to ensure our service users live the fullest lives possible they can? Would you like to be supported in your career to be the best that you can be?
Job description
Job responsibilities
Develop and maintain effective working relationships with all key stakeholders including staff across the SBU, wider trust and external agencies.
To build a close working relationship with Service Line Leads / Operational Managers/Team Leaders to ensure that the rota and administration service is consistent across services within the SBU.
To communicate and cascade information regarding rota, control room and admin working practices and expectations to rota and admin teams across services within the Herts Forensic Services.
To manage subsequent reporting procedures and investigations with a high level of integrity and professionalism.
Give non-clinical advice to service users, their relatives, or carers either by telephone or face to face, which may arise, in accordance with confidentiality rules.
To contribute to Clinical Groups, Clinical Governance and Health and Safety committees as appropriate.
Implementing training, policies and procedures and taking remedial action where necessary.
To analyse admin staffing needs across the service and ensure there is always adequate and appropriate cover.
Work flexibly with admin workforce and operational managers to avoid additional Bank or agency use.
Support the development and implementation of processes to improve delivery of key objectives e.g., Trust Targets and new KPIs.
To support the Operational Managers and other Service Coordinators in investigating complaints and drafting responses as required.
To identify remedial action and implement when agreed, monitoring trends as appropriate.
Ensure administrative staff are complying with Trust policies and procedures, including security procedures, and make suggestions on how to improve administrative processes which could bring efficiencies and release time to care for front line staff.
Ensure administrative staff are supported to help visitors and staff adhere to physical, procedural and relational security policies.
Maintain an up-to-date knowledge and awareness of NHS developments in relevant initiatives and clinical developments to support administrative function- e.g. linking with other programs such as Digital.
To hold regular meetings with Admin Leads to ensure consistent administrative processes are being followed and that targets are being met.
Monitoring processes including: data inputting, minute taking, filing systems, ensuring quality standards of work, and uptake of digital solutions, e.g. Envoypost, Paris Staff Diaries and Paris Letter Templates
To oversee plans for Estates works, ensuring that relational, procedural and physical security is adhered to.
To be responsible as line manager for all relevant HR procedures for Admin Leads, Control Room Staff, Rota Coordinators and admin staff that do not have a line manager within the service. This includes monitoring sickness, supervision, PDP appraisals, recruitment and selection, induction, personal and career development, departmental workload and allocation.
To keep accurate and complete records consistent with legislation, policies, and procedures.
Job description
Job responsibilities
Develop and maintain effective working relationships with all key stakeholders including staff across the SBU, wider trust and external agencies.
To build a close working relationship with Service Line Leads / Operational Managers/Team Leaders to ensure that the rota and administration service is consistent across services within the SBU.
To communicate and cascade information regarding rota, control room and admin working practices and expectations to rota and admin teams across services within the Herts Forensic Services.
To manage subsequent reporting procedures and investigations with a high level of integrity and professionalism.
Give non-clinical advice to service users, their relatives, or carers either by telephone or face to face, which may arise, in accordance with confidentiality rules.
To contribute to Clinical Groups, Clinical Governance and Health and Safety committees as appropriate.
Implementing training, policies and procedures and taking remedial action where necessary.
To analyse admin staffing needs across the service and ensure there is always adequate and appropriate cover.
Work flexibly with admin workforce and operational managers to avoid additional Bank or agency use.
Support the development and implementation of processes to improve delivery of key objectives e.g., Trust Targets and new KPIs.
To support the Operational Managers and other Service Coordinators in investigating complaints and drafting responses as required.
To identify remedial action and implement when agreed, monitoring trends as appropriate.
Ensure administrative staff are complying with Trust policies and procedures, including security procedures, and make suggestions on how to improve administrative processes which could bring efficiencies and release time to care for front line staff.
Ensure administrative staff are supported to help visitors and staff adhere to physical, procedural and relational security policies.
Maintain an up-to-date knowledge and awareness of NHS developments in relevant initiatives and clinical developments to support administrative function- e.g. linking with other programs such as Digital.
To hold regular meetings with Admin Leads to ensure consistent administrative processes are being followed and that targets are being met.
Monitoring processes including: data inputting, minute taking, filing systems, ensuring quality standards of work, and uptake of digital solutions, e.g. Envoypost, Paris Staff Diaries and Paris Letter Templates
To oversee plans for Estates works, ensuring that relational, procedural and physical security is adhered to.
To be responsible as line manager for all relevant HR procedures for Admin Leads, Control Room Staff, Rota Coordinators and admin staff that do not have a line manager within the service. This includes monitoring sickness, supervision, PDP appraisals, recruitment and selection, induction, personal and career development, departmental workload and allocation.
To keep accurate and complete records consistent with legislation, policies, and procedures.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Degree or equivalent experience
- Management training or experience of managing a large group of staff
- Advanced IT skills
- Willingness to complete further training and qualification identified as appropriate to the role
PREVIOUS EXPERIENCE
Essential
- Extensive experience of working in an office environment, including secretarial or administrative procedures and systems
- Experience of working at a senior level, with people management
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Experience of working with budgets
Desirable
- Experience in a mental health environment or NHS
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- Degree or equivalent experience
- Management training or experience of managing a large group of staff
- Advanced IT skills
- Willingness to complete further training and qualification identified as appropriate to the role
PREVIOUS EXPERIENCE
Essential
- Extensive experience of working in an office environment, including secretarial or administrative procedures and systems
- Experience of working at a senior level, with people management
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Experience of working with budgets
Desirable
- Experience in a mental health environment or NHS
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).
