Administration Officer

3 weeks ago

London, United Kingdom South West London & St Georges Mental Health NHS Trust Full time

The Service Line Management (SLM) Team are seeking an Administration Officer to provide extensive high level administration support to the Community Service Line. The post is a full time position (37.5 hours a week) and the team is based at Springfield University Hospital in Tooting.

The successful candidate will work as part of the team which will provide admin support to the Clinical Director, Head of Service Delivery, Head of Nursing & Quality and provide support to other SLM Administrators as required.

Main duties of the job

You must have a highly organised approach to your own work, be a good team player and be able to offer exceptional customer service both face to face, on the phone and in writing. You will have to demonstrate high levels of administration, minute taking, and diary management and have exceptional organisational skills. You must also be flexible, proactive and able to work under pressure, together with the ability to prioritise workload and have effective time management skills.

About us

We are Proud to Belong at South West London and St George's Mental Health NHS Trust.

We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.

This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.

We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.

We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.

We reserve the right to close this vacancy early if we receive sufficient applications for the role.Therefore, if you are interested, please submit your application as early as possible

Job description

Job responsibilities


  • To provide effective, consistent administration support to the Clinical Director, Head of Service Delivery and the Head of Nursing & Quality.
  • To review meeting action logs and prompt those responsible, particularly the Clinical Director, Head of Service Delivery and the Head of Nursing & Quality about impending deadlines.
  • To advise, help and induct other team administrators.
  • To proactively seek opportunities for personal development within the role, with the support of the Clinical Director, Head of Service Delivery and Headof Nursing & Quality.
  • To participate in shared administrative support arrangements, such as that for Trustwide ward and team managers meetings.
  • To develop a working knowledge of the Trusts governance systems and assist the Clinical Director, Head of Service Delivery and Head of Nursing & Quality with escalation when necessary.
  • To support the development of operational systems, including (for example) virtual risk, incident reporting and KPI/SOP development systems.
  • Ensure that all visitors to the SLM offices are greeted in a responsive and professional manner to ensure a positive image of the department at all times.
  • Ensure that all phone calls to the SLM offices are answered in a responsive and professional manner to ensure a positive image of the department at all times make arrangements for calls received outside of core service access times (eg by ensuring that messages left on answerphones are picked up and receive a timely response).
  • To be able to direct or re-direct personal and telephone callers appropriately according to the perceived urgency of their concern and knowledge of who else might be in a position to help.

Person Specification

Training & Qualifications

Essential


  • Educated to graduate calibre or able to demonstrate significant senior administrative or secretarial experience

Desirable


  • Evidence of continuing professional development that demonstrates theoretical and practical knowledge

Experience

Essential


  • Extensive administration, minute taking and diary management experience
  • Extensive administration, minute taking and diary management experience

Desirable


  • Extensive administration, minute taking and diary management experience
  • Experience in supervising staff

Knowledge & Skills

Essential


  • Skills in the following areas: - Delivering administration services - Emotional intelligence - Relationship building - Tackling difficult issues
  • Demonstrate the ability in communication skills for delivering key messages to a range of stakeholders both internal and external (including outside the NHS) to the organisation
  • Good presentational skills
  • Ability to use informed persuasion to influence others.
  • Strong oral and written communication skills
  • Ability to identify risks, anticipate issues and create solutions and to resolve problems in relation to service delivery
  • Ability to work on own initiative and organise own workload with minimal supervision working to tight and often changing timescales
  • Skills for managing aspects of projects ensuring they meet targets.
  • Advanced keyboard skills

Desirable


  • Negotiating and Influencing skills.
  • Ability to understand a broad range of complex information quickly and making decisions where opinions differ/no obvious solution.

Employer details

Employer name

South West London and St Georges Mental Health NHS Trust

Address

Springfield University Hospital

15 Springfield Drive

London

SW17 0YF

Any attachments will be accessible after you click to apply.

294-COMM-6243696-JB #J-18808-Ljbffr

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