Administrator/Project Coordinator

at  South West London and St Georges Mental Health NHS Trust

KEY TASKS AND RESPONSIBILITIES To facilitate the smooth running of the office and timely completion of allocated projects coordination and administrative work. This includes day-to-day liaison with the senior NDT members and other administrators/project coordinators and when necessary other employees across the organisation. To manage diary appointments and organise new meetings as and when required in order to support the project leads within the NDT. To manage allocated shared email inboxes and ensure timely response and escalation/re-direction process at all times.
Liaise with designated trainers/SMEs to ensure that sufficient training events are on offer and that regular subject matter and quality assurance reviews are undertaken. In collaboration with the project leads, to ensure information relative to their allocated workstreams, including any comms/publicity materials are produced using a range of approaches and methods and are disseminated across the organisation to the relevant audience. To participate in relevant Trust and departmental meetings to support NDT service planning and any new/existing developments. To oversee the reception of visitors to the NDT office and deal with all queries in a responsive and professional manner to ensure a positive image at all times.
To establish and maintain an office management and administrative systems for the wider team/workstreams where relevant. To ensure that the team is prioritising all incoming and outgoing correspondence and initiating timely responses. To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved. To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
To ensure that all purchase orders are raised and invoices are authorised and processed/stored correctly and in a timely manner. To maintain accurate and robust electronic filing systems for allocated projects/workstreams. To monitor the purchase and distribution of office supplies of stationery and equipment for the team. To ensure messages and information is passed to the appropriate person in a timely and effective manner.
To co-ordinate the various agencies and consultancies supporting the department as appropriate. Maintain an up to date knowledge of policies including policies relating to NDT and administration, ensuring that all requirements are adhered to at all times. To support the implementation of the Trust/departmental policies/procedures and contribute to policy and NDT service development in relation to own area. To lead or advise on the work of the NDT department, which includes developing templates, creating new protocols and reviewing existing office procedures.
To support with regular departmental meetings when required. To monitor the issuing of agenda and meeting papers as well as minute taking of meetings. To ensure formal preparations and minutes of meetings covered in Trust/departmental governance structure are accurate and produced as required, including preparing papers for meetings. The post-holder will be required to work flexibly across the NDT administrative team as required.
The post holder will be responsible for room bookings. Supporting other staff with VC equipment. INFORMATION MANAGEMENT To update and adapt existing data collection and information systems to the needs of the NDT service as necessary, and to facilitate the sharing of data resources. To participate in and support with the auditing of various aspects of the NDT service and the work of the team, support the gathering and interpretation of information.
To be responsible and accountable for relevant NDT department databases, various files and documents, shared drives and shared email inboxes as appropriate. To ensure the project leads are supported in receiving relevant information in a timely fashion. PERSONAL AND PROFESSIONAL DEVELOPMENT Be responsible for developing and maintaining own knowledge, skills and professional awareness in accordance with the requirements of relevant and appropriate professional registration bodies (if applicable). Participate in own appraisal process using reflective practice.
Critically reflect on own performance through one-to-one meetings, coaching or mentorship. Keep up to date with professional issues in practice, research and the wider NHS landscape. Maintain standards of conduct and dress to sustain the public confidence in accordance with the relevant Professional codes of Conduct, SWLSTG Trust Vision, Values and Policies. Abide by legal requirements and statutory rules relating to practice.
Represent the Trust at local, regional and national forums/networks to identify and share best practice. Maintain awareness and good understanding of all Trust initiatives and policies, especially those relating to NDT department functions. Carry out any other associated duties as requested by the line manager

Please refer the Job description for details