SK&C Admin Lead

at  Central and North West London NHS Foundation Trust

“An exciting opportunity has arisen to join our K&C community Mental Health Hubs, located in the Royal Borough of Kensington & Chelsea.
As a Lead Administrator, you will be responsible for the day-to-day operational management and supervision of the administration team, supporting and implementing administrative processes that ensure that the service runs effectively and efficiently, working with minimum supervision, taking initiative in prioritising their own and the team’s workload, making decisions in relation to administration staffing and site support services to ensure service objectives and deadlines are met. This will include recruitment, supervision and appraisal of accountable administrative staff.

You will be required to provide high quality, comprehensive administrative support to the team using your excellent communication, organisational and IT skills. You should be able to work independently, using discretion, judgement and critical analysis where appropriate. In addition, the post holder will provide cross cover for other HUB colleagues during periods of staff absence within the department, as and when required. The post holder must have excellent organisational and communication skills and be comfortable working in a busy and fast-moving environment.

• Referrals registering & recording, making sure each referral is allocated to the right PCN and put in the screening waiting list, making appts ensuring they are booked within the 28days, sending electronic dialog+ to clients & once response is received it gets allocated to CC.
• Attending & taking minutes, and actioning outcome from meeting, (daily zoning meeting, daily triage meeting, business meeting, seniors meeting, CQC meeting, building meeting, physical health meeting.

3 generic PCN emails, which generate work, i.e. transfers from other services, queries from outside agencies, uploading safeguarding/merlin and sending to SAMS & clinicians if known to team,

• SAR, Subject access request, coordinating request and ensuring that all docs have been redacted for third part information before sending to requester within the specified time.

Central and North West London NHS Trust expects all staff to act in a way which shows they understand trust core values and are willing to put them into practice with patients, their friends, family and carers and also other staff members.
We expect you to show COMPASSION, contribute to a caring and kind environment and recognise that what you do and say helps can make the lives of others better.
We expect you to RESPECT everyone and acknowledge and welcome people’s differences rather than ignore them or see them as problematic.
We expect you to EMPOWER others and continually try to provide information, resources and support to help others make their own decisions and meet their own needs.
We expect you to work in PARTNERSHIP and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and pay for our work.
We expect you to role model these values and contribute to ensuring that they are embedded in the practice of the team.
The successful applicant may have contact with patients or service users. As an NHS Trust we strongly encourage and support vaccination as this remains the best way to protect yourself, your family, your colleagues and of course patients and service users when working on our healthcare settings.

To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the team are met.

• To supervise the registration of all patients referred to the service and to co-ordinate the smooth operation of all community Outpatient Clinics.
• To set up, manage and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust and Local Authority information systems (including clinical and operational) ensuring that all information is readily available for presentation and use for statistical returns.
• To attend meetings as required, take minutes and circulate afterwards.
• To be responsible for ordering all stationery, printed matter, equipment and furniture within budgetary limits ensuring adequate levels are maintained and expenditure monitored. To organise the repair and recycling of office resources including equipment, furniture, fittings and fixture requirements.
• To ensure that all visitors and telephone calls to the office are dealt with efficiently, promptly and courteously.
• To carry out a range of administrative tasks and be able to provide cover for other team members as and when required.
• To be responsible for the various data extraction queries for the Trust. To gather this information and be able to manipulate it in order to produce meaningful reports.
• To record all invoices received, obtain appropriate authorisation and send to the appropriate finance officer for payment.
• To organise and co-ordinate meetings and training events for the Hub as and when required.
• To act as secretary at meetings, taking and distributing minutes as appropriate.
• To prepare documents by copy or audio typing using a range of appropriate computer software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
• To ensure that a central diary is maintained for all staff.
• Handling and processing the cash float according to the organisation’s procedures

Performance

• To assist the hubs in the monitoring and recording of key team and individual performance targets
• To run regular Tableau reports showing team performance against these targets.
• To identify where the team or individual staff members are failing to meet these targets
• To disseminate this information to PCN managers and individual staff members as required.
• To assist PCN manager and staff members in the proper recording of activity and the setting up of systems to ensure this activity meets key targets

Client Administration

• To supervise the quality of and input data to the team’s information systems ensuring that they are in line with agreed procedures.
• To participate in the administration of the Care Programme Approach process in liaison with professional and medical staff.
• To oversee the administration and co-ordination of team-based clinics and services.
• To devise and implement a filing system and ensure that there are systems in place to record the movement of any paper-based service user or team records in line with Trust/Local Authority policies and procedures.

Offic

• To supervise the registration of all patients referred to the service and to co-ordinate the smooth operation of all community Outpatient Clinics.
• To set up, manage and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust and Local Authority information systems (including clinical and operational) ensuring that all information is readily available for presentation and use for statistical returns.
• To attend meetings as required, take minutes and circulate afterwards.
• To be responsible for ordering all stationery, printed matter, equipment and furniture within budgetary limits ensuring adequate levels are maintained and expenditure monitored. To organise the repair and recycling of office resources including equipment, furniture, fittings and fixture requirements.
• To ensure that all visitors and telephone calls to the office are dealt with efficiently, promptly and courteously.
• To carry out a range of administrative tasks and be able to provide cover for other team members as and when required.
• To be responsible for the various data extraction queries for the Trust. To gather this information and be able to manipulate it in order to produce meaningful reports.
• To record all invoices received, obtain appropriate authorisation and send to the appropriate finance officer for payment.
• To organise and co-ordinate meetings and training events for the Hub as and when required.
• To act as secretary at meetings, taking and distributing minutes as appropriate.
• To prepare documents by copy or audio typing using a range of appropriate computer software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
• To ensure that a central diary is maintained for all staff.
• Handling and processing the cash float according to the organisation’s procedure