Job summary The Senior Administrator is responsible for managing of day-to-day administrative functions within the Adult ADHD Service. This includes supervising administrative staff, oversight of prescription audit and administrative tasks around ensuring safe prescribing and NICE Guidance. Main duties of the job Team Supervision and Support: Provide day-to-day guidance and support to the administrative team under the direction of the Operational and Clinical Leads. Administrative Management: Assist in the coordination of daily administrative tasks to support the smooth running of the service. Ensure the administrative team operates effectively to support the achievement of service Key Performance Indicators (KPIs), escalating any significant issues to the Operational Lead. Collaboration and Communication: Work closely with the prescription administration team to coordinate tasks and ensure service requirements are met. Compliance and Reporting: Assist the Operational and Clinical Leads in ensuring compliance with NICE guidelines and organisational policies. Provide administrative support for audits, reporting, and quality improvement initiatives as required General Duties: Provide cover for absent team members to ensure continuity of administrative support. Actively participate in training sessions, meetings, and service development initiatives as required. Problem Solving and Service Improvement: Identify and suggest areas for administrative process improvements, providing feedback to the Operational Lead. Support the team in responding to urgent requests or operational challenges, escalating issues where necessary. About us Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people. Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values: We're Kind We're Fair We Listen We Care Date posted 24 March 2025 Pay scheme Agenda for change Band Band 4 Salary £31,081 to £33,665 a year pa inc Contract Permanent Working pattern Full-time Reference number 277-7097348-CMH Job locations Carlton Parade Orpington BR6 0JB Job description Job responsibilities Act as a point of contact for administrative staff to provide support and resolve queries as directed. Support the induction, training, and ongoing development of administrative staff, including assisting with supervision and appraisals as required. Maintain and oversee the use of IT systems and records, ensuring compliance with data protection and governance policies. Support the implementation of efficient administrative processes as directed by the Operational and Clinical Leads. Escalate complex queries or issues to the Operational or Clinical Lead for resolution. Exchange information with patients relatives and staff on a variety of departmental issues, taking into consideration cultural or language difficulties/communication needs. Communicating and sensitive information with a range of stakeholders. Assist with compiling reports on admin team performance and service KPIs to support the Operational Leads decision-making. Maintain a professional and approachable manner in all interactions with staff, service users, and external stakeholders. Overseeing and providing support to implementing financial procedures and documentation (e.g. queries relating to purchaser services), ordering of stocks and supplies, liaising with relevant finance departments and Directorate Business Manager as required. Petty cash, ordering office equipment and ordering supplies and updating health roster Job description Job responsibilities Act as a point of contact for administrative staff to provide support and resolve queries as directed. Support the induction, training, and ongoing development of administrative staff, including assisting with supervision and appraisals as required. Maintain and oversee the use of IT systems and records, ensuring compliance with data protection and governance policies. Support the implementation of efficient administrative processes as directed by the Operational and Clinical Leads. Escalate complex queries or issues to the Operational or Clinical Lead for resolution. Exchange information with patients relatives and staff on a variety of departmental issues, taking into consideration cultural or language difficulties/communication needs. Communicating and sensitive information with a range of stakeholders. Assist with compiling reports on admin team performance and service KPIs to support the Operational Leads decision-making. Maintain a professional and approachable manner in all interactions with staff, service users, and external stakeholders. Overseeing and providing support to implementing financial procedures and documentation (e.g. queries relating to purchaser services), ordering of stocks and supplies, liaising with relevant finance departments and Directorate Business Manager as required. Petty cash, ordering office equipment and ordering supplies and updating health roster Person Specification Education and Qualifications Essential GCSEs (or equivalent) in English and Mathematics at Grade C or above Desirable NVQ Level 3 in Business Administration or equivalent qualification Evidence of ongoing professional development and willingness to gain relevant qualifications Skills, Abilities and Knowledge Essential Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint). Excellent communication and interpersonal skills, both verbal and written Strong organisational and time-management skills, with the ability to prioritise workloads effectively. Desirable Ability to work collaboratively as part of a team and independently when required Problem-solving skills with a proactive approach to identifying and resolving issues. Approachable, professional, and supportive, with a positive attitude Experience Essential Experience in a senior administrative role, including supervising or managing staff. Experience of working with IT systems and managing databases Desirable Proven ability to manage competing priorities in a fast-paced environment. Experience in healthcare or mental health settings. Experience implementing process improvements or supporting audits Person Specification Education and Qualifications Essential GCSEs (or equivalent) in English and Mathematics at Grade C or above Desirable NVQ Level 3 in Business Administration or equivalent qualification Evidence of ongoing professional development and willingness to gain relevant qualifications Skills, Abilities and Knowledge Essential Proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint). Excellent communication and interpersonal skills, both verbal and written Strong organisational and time-management skills, with the ability to prioritise workloads effectively. Desirable Ability to work collaboratively as part of a team and independently when required Problem-solving skills with a proactive approach to identifying and resolving issues. Approachable, professional, and supportive, with a positive attitude Experience Essential Experience in a senior administrative role, including supervising or managing staff. Experience of working with IT systems and managing databases Desirable Proven ability to manage competing priorities in a fast-paced environment. Experience in healthcare or mental health settings. Experience implementing process improvements or supporting audits 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. Certificate of Sponsorship 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. Certificate of Sponsorship 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). Employer details Employer name Oxleas NHS Foundation Trust Address Carlton Parade Orpington BR6 0JB Employer's website http://oxleas.nhs.uk/ (Opens in a new tab)