Office Manager

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West London NHS Trust provides a full range of mental health, community and physical healthcare services for children, adults and older people living in the London boroughs of Ealing, Hammersmith & Fulham and Hounslow.

We also provide some specialist services that are commissioned regionally, such as our medium secure services; and nationally, such as the Cassel Hospital for people with complex and severe personality disorder and our high secure services at Broadmoor Hospital.

Job overview

The Admin Lead will offer supportive leadership to the administration team, ensuring good quality, effective and efficient administration support is provided to the CAMH Service. They will also be responsible for assisting in the provision of a high standard of physical environment in clinical and non-clinical spaces within the service.

This is great opening for anyone with excellent organisational skills, exceptional communications and leadership qualities.

We are on a significant journey of transformation in the quality of services provided, through greater co-production with service users and carers, and addressing long-standing inequalities. Increasingly, we are leading and collaborating closely with Integrated Care Partnerships and at the wider system level, as a strong voice for integrated services and the most vulnerable in society.

Main duties of the job

To supervise and manage a team of Administrators, Receptionist and Administration Assistants in the Service. This will include liaising closely with the Operational Manager.

Office Management:

The Admin Lead will have responsibility to:
• Co-ordinate administrative workloads to ensure, as far as practicable, standardised systems of work and administrative support for all teams.
• Ensure adequate administrative cover is maintained in all teams at all times and to delegate work load where necessary to cover absences.
• Supervise the day-to-day work of the administrators.
• Advise and liaise with the team on matters relating to key administrative tasks and to ensure accuracy of data input on RiO.
• Supervise orders on Integra for stock and non-stock office supplies for all CAMHS Teams. Non stock only when requested.
• Support team administrators to use Integra to order supplies for their local teams, including phones for new starters.
• Assist in the management of non-clinical issues, facilities, buildings, supplies, and ensure all equipment is set up and maintained in good order.
• Ensure the Operational Manager is kept informed of any issues arising from Clinical Administration, requiring attention.

Working for our organisation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation.

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and Hammersmith & Fulham). We employ 4,500 staff, of whom 56% are BME. Our turnover for 2023-24 is £426m.

The Trust is rated as 'Good' overall by the Care Quality Commission. Forensic services are rated as 'Outstanding'.

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.

Detailed job description and main responsibilities

The Candidate Pack provides an overview of the key tasks and responsibilities of the role, and the person specification outlines the qualifications, skills, experience and knowledge required. Please view as attached

The person specification below is not the full person specification, but outlines the criteria against which your application form will be assessed.

Person specification

Qualifications

Essential criteria

• To general GCSE standard, including Maths and English

Experience

Essential criteria

• Minimum of three years' administration experience.
• Previous experience of supervision of administration staff.

Desirable criteria

• Previous experience in an NHS or other public sector setting

Knowledge

Essential criteria

• Intermediate knowledge of MS Office Word & Excel
• Understanding of Data Protection and Confidentiality laws applicable to the NHS

Desirable criteria

• Knowledge of RiO (electronic patient record system).

Skills

Essential criteria

• Ability to communicate effectively to a wide range of people.
• Good standard of verbal and written communication.
• Excellent interpersonal skills.
• Ability to prioritise a busy workload.
• Able to work without close supervision and use own initiative.
• Able to work under pressure and to cope with unanticipated demands.
• Handling sensitive information without compromising confidentiality or trust.
• Good standard of administrative skills including typing.
• Able to delegate to other members of the team.
• Sensitive and supportive leadership of a team.

Other Requirements

Essential criteria

• Willingness and demonstrable ability to work as part of a team.
• Self-motivated to produce high quality work and to encourage others to do the same.
• Demonstrable evidence of personal and professional development.

Desirable criteria

• Demonstrable understanding of the needs of a multi-disciplinary team.

As an employee of West London NHS Trust, you have a responsibility to maintain a sound understanding of, and a commitment to uphold the National Health Service values and principles set out in the NHS Constitution.

We reserve the right to close adverts prior to the closing date stated should we receive a high volume of applications.

By applying for this post you are agreeing to West London NHS Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, you will be required to undergo a pre-employment checks which can take between 4-8 weeks . After which your information will also be transferred into the national NHS Electronic Staff Records system (ESR ).

Please ensure you include email addresses for your referees which MUST be at supervisory or managerial capacity covering the last 3 years of employment to date to avoid delay in the recruitment process.

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).

West London NHS Trust is committed to safeguarding all children and vulnerable adults and expects all staff and volunteers to share this commitment.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• JD & PS (PDF, 1.3MB)