About this role
Job summary
I'm really excited to offer this opportunity to a forward thinking, proactive and experienced Administrator who is able to bring an energy and drive to the role and wider service
In 2021, the service was nationally recognised and received a 'highly commended' accolade from the National Pharmacy Awards. In 2022 we reached the finals at the National Learning Disability and Autism Awards and later that year received the Trust's 'Outstanding Clinical Team of the year. We are rightly proud of what we have achieved so working in innovative ways is the standard we always aim for!
From my years of working with Administrative professionals, I have deeply valued the contribution Administrators make to the smooth running of clinical services. In short, they are the 'glue' that binds us together
The Lead Team Administrator is a pivotal role and is responsible for leading the administrative function of the services. The post holder works closely with the Clinical services manager and other senior clinicians in the delivery of the teams' activities
The Lead Team Administrator is responsible for the day-to-day supervision of band 3 team administrator to ensure work is prioritised and delivered on time. You will also be responsible for their respective appraisal
Main duties of the job
The post holder will provide a comprehensive support to the Clinical Services Manager and Consultant Psychiatrist (and supporting the wider clinical team).
The post holder will also manage the service user booking system/ local appointment system. This includes an efficient referral and appointment management service via an electronic patient database system (systmone), to ensure the smooth running of clinical service delivery
The post holder will be expected to work autonomously and use their initiative in meeting their responsibilities whilst working closely with the clinical and administrative team
The Lead Team Administrator will have overall responsibility for the supervisory management of all service user booking systems via an electronic service user database system and the smooth running of the administrative teams within these specified clinical areas
About us
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 over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.
The Trust is rated as 'Good' overallby 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.
Job description Job 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
Educated to A Level/NVQ3 level or equivalent experience
Desirable
Appropriate secretarial/ administrative qualification ECDL qualification Customer care training
Experience Essential
Understanding of service user confidentiality Working knowledge of office procedures, structure and workings of a large organisation Ability to manage electronic booking systems and manage patient flow Supervision of junior staff Use of office equipment (electronic systems, photocopier etc) Experience of Healthroster, systmone, finance (SBS), Business Intelligence and wider systems Understanding of service user confidentiality
Desirable
Ability to manage electronic booking systems and manage patient flow Understanding of health & social care processes
Knowledge Essential
Ability to collate data and produce reports in a timely fashion (e.g. use of Business Intelligence) Excellent knowledge of a variety of software packages including power point. Teams, Microsoft, spreadsheets creation etc
Desirable
Knowledge and experience of how to provide advice and signposting to service users, families & carers Knowledge of local care systems
Skills Essential
Ability to draft routine correspondence Ability to note take detailed notes/minutes in a range of settings Proven record of high quality written and verbal communication skills Excellent organisational and time management skills Ability to work in a multi-disciplinary setting Ability to deal with service users sensitively Analytical skills and ability to interpret information and present in a clear concise manner
Other requirements Essential
Excellent interpersonal skills Able to work under pressure and to deadline
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.
Employer details Employer name West London NHS Trust
Address Heart of Hounslow Health Centre
92 Bath Road
Hounslow
TW3 3LN
United Kingdom
Employer's website https://www.westlondon.nhs.uk (Opens in a new tab)