Senior Administrator

at  Central and North West London NHS Foundation Trust

We are looking to recruit a highly motivated, innovative and enthusiastic Senior Administrator to join our Healthcare Service at Oasis Restore Secure School (ORSS).
Post holder will be based on site at Oasis Restore Secure School, Rochester, Monday – Friday 9pm-5pm.
ORSS is the first Secure School in the UK and will hold 12-18 year-old children. All staff work in line with ‘Child First’ principles to create a developmentally appropriate and trauma informed healthcare service. By joining our team, you will have the opportunity to be involved in developing a new service that will have a real impact on promoting health and well-being for this vulnerable population and impact on their future life orientation.
Central and North West London NHS Foundation Trust is a Top Employer Award Winner. We have a Health and Justice Services Directorate, within which sits the ‘Children and Young People’ Service line working in partnership with ‘Youth Custody Service’ colleagues to provide responsive, trauma-informed primary care, mental health, neuro-developmental and substance misuse services to the young people and young adults within our care.
To be responsible for the day-to-day management of administrative services for the ORSS CNWL healthcare services including subcontracted teams e.g. GP’s and other allied health professionals. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the teams are met.
To ensure administrative support for meetings is delivered,
To supervise the administration team’s use of a variety of software packages
To oversee procurement using Trust procurement system.
To support administration of recruitment events, away days and training events
To prepare reports and presentations for the senior healthcare managers
To deal with incoming telephone calls and incoming/outgoing correspondence as appropriate,
To provide administrative support to members of the Senior Management Team
To line manage the administrator team and undertake management supervision of junior administration staff
Central and North West London NHS Foundation Trust is a Top Employer Award Winner. We have a Health and Justice Services Directorate, within which sits the ‘Children and Young People’ Service line working in partnership with ‘Youth Custody Service’ colleagues to provide responsive, trauma-informed primary care, mental health, neuro-developmental and substance misuse services to the young people and young adults within our care.
Central and North West London NHS Foundation Trust offers its staff ongoing career progression through monthly supervision, annual personal development plans/appraisals and access to exciting internal and external training opportunities.
The trust also values its staff and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.
Please see attached JD&PS for full details of duties and responsibilities.
To be responsible for the day-to-day management of administrative services for the ORSS CNWL healthcare services including subcontracted teams e.g. GP’s and other allied health professionals. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the teams are met.
To ensure daily admin tasks are assigned to named administrator and ensure accountability structure in place within the team.
To identify to the Business and Performance Manager and relevant healthcare leads any administrative problems that need addressing.
To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and the maintenance of action plans and risk registers.
To supervise the administration team’s use of a variety of software packages (primarily MS Word, MS Excel, ClearCare, SystmOne, BromCom, SBS, Datix, IQUIVA, FFT) to ensure the needs of the senior management team are met.
To ensure the maintenance of adequate clinical stock and stationery used within the service, and place orders on the Trust procurement system.
To support administration of recruitment events, away days and training events by booking venues and providing reception services at the event.
To prepare small items of information/research for members of the Team and to assist in the preparation of reports/presentations as appropriate.
To support health promotion and assistant practitioners in procurement processes of information leaflets that are up-to-date, identifying new literature that is appropriate for the Service and ensuring that stocks are maintained at all times.
Develop and maintain systems to organise one’s own workload and the workload of the team.
To deal with incoming telephone calls and incoming/outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are identified to the most relevant member of staff available.
To provide administrative support to members of the Senior Management Team including incoming telephone calls and correspondence, diary management and travel arrangements, arrange meetings, recording minutes, production of agendas and arrange training event.
To produce own routine correspondence as required and prioritise own workload according to service needs and to manage conflicting priorities.
To be fully conversant with computer packages, promoting good presentation, including word processing and spreadsheets.
To devise and implement office-filing systems which meet the requirements of all staff on the sites

Please refer the Job description for details