We are seeking an Administration Team Leader to provide support to the Wandsworth CAMHS Administration Hub.
An opportunity has arisen for a Band 5 Administration lead to provide support to the Wandsworth CAMHS Service (including tier 3, tier 2 teams and SPA teams).
You will work closely with the current band 5 administrative lead to jointly develop and improve the administration function across the service.
Main duties of the job
The purpose of the job is to provide an effective and comprehensive range of administrative services to support each team and the Service / Operational Manager.
There is reliance on the post holder to undertake a wide and varied number of duties to ensure that the work of the department is managed as effectively and efficiently as possible.
The successful candidate must be a good team player, with a focus on ensuring that an effective administration service is provided across the service.
The successful candidate will have previous experience of administration roles within an NHS Trust setting, you must also be flexible and able to work under pressure, possess excellent organisational skills, communication and interpersonal skills, together with the ability to prioritise a busy workload.
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 of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
Job responsibilities
Key Result Areas
1. To facilitate the smooth running of the office and timely completion of administrative work at both sites. This includes day-to-day liaison with the consultants and directorate management and supervision of the administration team, whenever necessary.
2. To manage diary appointments and organise new meetings as and when required.
3. To oversee the reception of visitors to the department and deal with telephone calls in a responsive and professional manner to ensure a positive image at all times.
4. To establish and maintain an office management and administrative system for the department.
5. To ensure that the admin team are prioritising all incoming and outgoing correspondence, initiating responses where appropriate.
6. To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
7. To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
8. To ensure all invoices for the relevant teams are authorised and processed correctly and in a timely manner.
9. To maintain electronic filing systems for the team.
10. To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
11. To ensure messages and information are passed to the appropriate person in a timely and effective manner.
12. To co-ordinate the various agencies and consultancies supporting the department as appropriate.
13. Maintain an up-to-date knowledge of policies including policies relating to administration and Health and Safety ensuring that all requirements are adhered to.
14. To implement Trust and team policies/procedures and contribute to policy and service development in relation to own area.
15. To lead or advise on the work of the department which includes developing templates, creating new protocols and reviewing existing office procedures.
16. To co-ordinate monthly departmental meetings.
17. To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
18. To ensure formal preparations and minutes of meetings covered in Trust governance structure, including preparing papers for the operational meetings, are accurate and produced as required.
19. Plan Admin Teams annual leave in accordance with the needs of the service.
20. Maintain HR records including sickness and annual leave through the E-roster system.
21. Ensure the designated Admin Team have regular PADRs, regular supervision and take an active role in this process.
Information Management
1. To update and adapt existing data collection and information systems to the needs of the service as necessary and to facilitate the sharing of data resources.
2. To monitor the collation of monthly staff information and is responsible for completing E-roster.
3. To participate in the auditing of various aspects of the Service and the work of the team, supporting the gathering and interpretation of information.
4. To be responsible for the department databases as required.
5. To ensure the Performance Analyst is supported in receiving information in a timely fashion to meet deadlines for quarterly and annual reports.
Person Specification
Training & Qualifications
Essential
1. GCSE standard or equivalent in English.
2. A Levels or equivalent level of competence.
3. NVQ Level 3 Business Administration or willingness to work towards achieving it.
4. ECDL or willingness to work to achieve this.
5. Evidence of continuing personal and professional development.
6. Willingness to undertake training as appropriate to the job role and duties.
Desirable
1. Educated to degree level or equivalent experience.
Experience
Essential
1. Demonstrable and strong experience of administrative & secretarial work, managing a busy and deadline demanding workload.
2. Experience of dealing with people at a senior level.
3. Experience of taking formal minutes.
4. Experience of electronic diary management.
5. Intermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages.
6. Experience of providing effective front line customer service.
7. Experience of developing and improving administrative procedures and practices.
8. Experience of using initiative and enthusiasm to problem solve/develop the service with minimum disruption to the office.
Desirable
1. Experience of operating and maintaining a management information system, database or similar.
2. Experience of working in an NHS/hospital setting.
3. Supervisory experience in an administrative/clerical environment.
4. Experience of organising events and conferences.
Employer details
Employer name
South West London and St Georges Mental Health NHS Trust
Address
Springfield Hospital
Tooting
SW17 7DJ
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