Administration Manager - Offender Personality Disorder Services

Central and North West London NHS Foundation Trust is a Top Employer Award Winner and works in partnership to provide responsive and dependable primary care, mental health, intellectual disability and substance misuse services to the diverse and culturally rich communities we serve.

An exciting opportunity has arisen to appoint a highly motivated, enthusiastic part time 22.5 hrs p/w band 5 Administrative Manager. The postholder will provide administrative support to the Options team alongside professional and operational support to the OPD administrators based within our OPD services.

The postholder will be based with, and be a member of, the Options team at HMP Downview, a Dialectical Behaviour Therapy (DBT) based therapies and workforce development service designed to meet the complex needs of women with custodial sentences. HMP Downview is a Womens prison based in Sutton, Surrey and has good bus and rail links into London and surrounding areas. The service is primarily for women who have difficulties with emotional dysregulation.

As the B5 Administration lead, the postholder will provide professional administrative leadership, working alongside local site based managers to support our recently expanded administration team. Currently this will involve professional supervision and support to three OPD administrators based in HMP High Down, HMP Send and HMP Bronzefield. The post involves regular contact with our service users.

Main duties of the job

The postholder will:

• Cover a range of admin tasks, which require the exercise of initiative operating within broad guidelines.
• Provide a responsive & efficient admin & PA service to meet the needs of the service & clinical leads.
• Support & where appropriate take the lead on projects relevant to the department, e.g., organising events.
• Attend meetings, taking and distributing minutes & agendas as appropriate.
• Prepare documents by using the prison admin system (CNOMIS), the patient admin system (Systmone), & MS office software ensuring that all policies and procedures are adhered to.
• Use NHS procurement & finance systems, under direction of OPD service line manager, hold responsibility for timely procurement of resources & account finalisation as required.
• Process referrals received, both on the referral database & clinical systems, running weekly, monthly & quarterly reports.
• Use own intellect & judgement to work on their own initiative to deal with matters on behalf of their Manager.
• Be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions.
• Be expected, within reason, to provide cover in other areas of the OPD service to cover absence, which may include cross-area working.
• Be responsible for a comprehensive local induction of new employees to the admin team & to participate in the local induction for all new staff, being the professional lead for the OPD admin team, contributing to annual appraisals & the professional development of the team.

About us

Central and North West London NHS Foundation Trust offers its staff ongoing career progression through:

• Monthly supervision
• Annual personal development plans/appraisals
• Access to exciting internal and external training opportunities.

Excellent progression through various career pathway opportunities such as but not limited to:

• Preceptorship Programme
• Support and guidance with Revalidation
• Hidden Gem and annual award ceremonies

Excellent staff benefits, our benefit packages are amongst the best in London and include:

• Health and wellbeing services
• Season ticket loans
• Cycle to work scheme
• Relocation package

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.

All of our sites in Surrey offer free use of the onsite leisure facilities and free parking for staff.

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.

Job description

Job responsibilities

Administrative:

• 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 support and where appropriate take the lead on projects relevant to the department, for example organising Conferences.
• To work as part of a Team within the department and liaise with the Business and Administration Lead to manage and oversee all pooled administrative work for the OPD service line.
• To provide administrative and personal assistant support to the OPD leads, including management of diaries, co-ordination of meetings, drafting correspondence, photocopying and filing.
• To support the co-ordination of training programmes including assisting in the development and implementation of the comprehensive training needs.
• Develop and maintain the departments shared drive ensuring that information is up to date and circulated to staff as appropriate.
• To carry out a range of administrative tasks and be able to provide cover for other team members as and when required.
• To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times.
• The post holder will be responsible for recruitment (jointly with service managers), training, professional line management, supervision and annual appraisal of administrative staff.
• The post holder will take responsibility for their own workload, and those of accountable admin staff and work with minimal supervision.
• To prioritise own workload according to service needs and to manage conflicting priorities. Examples of this include: processing all referrals received, both on the referral database and clinical systems, running weekly, monthly & quarterly reports.
• To oversee the provision of the administration function, ensuring that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
• To ensure a full range of administrative services are available on the site.
• To organise and co-ordinate meetings and training events for the team as and when required.
• To act as secretary at meetings, taking and distributing minutes and agendas as appropriate.
• To prepare documents by using the prison administration system (CNOMIS), the patient administration system (Systmone), and Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to.
• To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer clinical matters to relevant members of the clinical team.
• Using NHS procurement and finance systems, under direction of OPD service line manager, hold responsibility for timely procurement of resources and account finalisation as required.

All duties and responsibilities must be carried out in accordance with statutory legislation, CNWL Standing Orders and Health and Safety regulations.

Person Specification

Education and Qualifications

Essential

• Educated to a diploma level or NVQ level 4 or equivalent experience

Desirable

• Educated to an undergraduate or postgraduate level

Previous Experience

Essential

• Experience of working in the NHS, in an administrative capacity with relevant experience at a Band 4 level.
• Experience of staff supervision/management/coordination of staff duties and responsibilities
• Experience of site management including procurement
• Experience with working with Senior Staff

Desirable

• Work within multidisciplinary teams
• Experience of using a trauma informed approach
• Experience of recruiting & using TRAC

Skills & Knowledge

Essential

• A comprehensive working knowledge of the use of Microsoft Office software - Word, Excel, PowerPoint and Access
• Must be numerate and able to provide statistical data clearly and accurately
• Must have good organisational skills and ability to work on own initiative
• Ability to maintain confidentiality appropriately and understand the issues involved

Desirable

• Knowledge of managing non-clinical contracts
• Comprehensive knowledge of health and Safety regulations
• Ability to demonstrate good customer relations
• Experience of using System One and CNOMIS IT systems
• Experience of using health roster and SBS procurement system

Other

Essential

• The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job.
• Ability to promote anti-discriminatory and anti-racist practices.
• Able to travel to other sites within the service line

Employer details

Employer name

Central and North West London NHS Foundation Trust

Address

HMP Downview
Sutton
SM2 5PD

Any attachments will be accessible after you click to apply.

333-D-HJ-1723