Job summary
West London NHS Trust is working in partnership with Central London Community Healthcare NHS Trust (CLCH) to develop a new property management shared service.
The Team Co-ordinator will be responsible for the delivery of all local administrative functions to support the smooth running of the service to support the achievement of key performance indicators/targets including communication with a broad range of stakeholders including Clinical managers and teams, corporate services and external agencies including Facilities Management suppliers, landlords and NHS/system partners , management of stock and use of digital procurement systems, maintenance of accurate records, effective use of data from within electronic records,
The post holder is responsible for leading and managing delivery of high quality of administrative support to the Team. They will be an ambassador for the service; will be motivated to provide first class administration; in a professional manner in order to support the work of the service and meet strategic and business objectives.
This is an exciting opportunity to part of a newly formed team, requiring a dynamic person centred approach with an ability to deal with a varied and complex portfolio of properties, as well as an ability to understand a broad range of specialist information with experts and non-experts.
There are approximately 350 properties that the team will be responsible for covering eleven London Boroughs and Hertfordshire.
Main duties of the job
- Lead the customer service function of the service, maintaining a detailed and accurate message recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent / early attention.
- Constantly review the administration process ensuring they remain efficient and cost effective.
- Work with the service to manage local paperwork and documentation in line with the requirements of the Trust and the team
- Work with colleagues to ensure service information provided to referrers and patients is correct and up to date.
- Responsible for data entry on electronic CAFM (Computer Aided Facilities Management) record system.
- Work with colleagues to design and manage processes to collate satisfaction feedback from users.
- Undertake audits and surveys as requested.
- Participate and be a driver for any project work.
- Manage the office systems and equipment (photocopiers, telephones, franking machines, etc), ensuring these are working correctly and arranging maintenance engineers when necessary.
- Support the locality leadership team with diary management, email management, roster management
- Complete the production of reports and data as required, including supporting with administration of meetings and collation of local data sets
- Deliver the administration of meetings as requested, including sending invites, circulating required documents, producing minutes and action logs, following up tasks delegated to you for completion.
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.
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
Education/Qualification
Essential
- 5 GCSE at A-C or equivalent, to include maths and English
- NVQ Level 3 equivalent - 2 A Levels or equivalent
- Evidence of continuous personal and professional development
- Educated to degree level or equivalent level combination of diploma level education, further short courses/ training and experience.
Experience
Essential
- Experience of working in a senior administrative role
- Experienced of dealing with enquiries from the public, staff, and other organisations.
- Experience of managing databases, filing systems, and stock levels
- Experience of prioritising workload to meet conflicting demands
- Experience of leading or managing a diverse team
- Experience with IT systems including MSOffice and Outlook
- Experience in service development.
- Experience of managing projects.
- Experience of developing, implementing and reviewing of policies, guidelines, protocols, processes and administrative systems.
Desirable
- Experience of working in and Estates and Facilities Function.
- Experience of budgetary management and of monitoring financial management and control procedures.
- Experience of audit.
- Experience of and risk assessment and management.
- Experience of managing change programmes.
- Experience of leading, introducing and managing organisational development programmes.
- Experience of business planning.
Skills & Knowledge
Essential
- Ability to work in partnership at all levels both within the organization and with key stakeholders and groups across professional and inter-agency boundaries.
- Excellent problem-solving skills, including the ability to resolve conflict and handle difficult situations effectively.
- Excellent stakeholder management skills and the ability to influence negotiate and build relationships at all levels.
- Ability to effectively co-ordinate project activities, to internal and externally set timelines.
- Able to draft, type, format, prepare and produce a wide range of high-quality documentation, letters, emails, memos, statistical information, graphics, presentations and short reports.
- Numerate and able to analyse, calculate and produce statistical and financial information accurately.
- Developed knowledge of Microsoft Office applications - Word, Excel, Outlook, PowerPoint, Publisher and Access.
Desirable
- Understanding of the drivers for public sector reform, and specifically of the NHS policy agenda.
- Ability to use electronic record systems eg Concerto CAFM
Person Specification
Education/Qualification
Essential
- 5 GCSE at A-C or equivalent, to include maths and English
- NVQ Level 3 equivalent - 2 A Levels or equivalent
- Evidence of continuous personal and professional development
- Educated to degree level or equivalent level combination of diploma level education, further short courses/ training and experience.
Experience
Essential
- Experience of working in a senior administrative role
- Experienced of dealing with enquiries from the public, staff, and other organisations.
- Experience of managing databases, filing systems, and stock levels
- Experience of prioritising workload to meet conflicting demands
- Experience of leading or managing a diverse team
- Experience with IT systems including MSOffice and Outlook
- Experience in service development.
- Experience of managing projects.
- Experience of developing, implementing and reviewing of policies, guidelines, protocols, processes and administrative systems.
Desirable
- Experience of working in and Estates and Facilities Function.
- Experience of budgetary management and of monitoring financial management and control procedures.
- Experience of audit.
- Experience of and risk assessment and management.
- Experience of managing change programmes.
- Experience of leading, introducing and managing organisational development programmes.
- Experience of business planning.
Skills & Knowledge
Essential
- Ability to work in partnership at all levels both within the organization and with key stakeholders and groups across professional and inter-agency boundaries.
- Excellent problem-solving skills, including the ability to resolve conflict and handle difficult situations effectively.
- Excellent stakeholder management skills and the ability to influence negotiate and build relationships at all levels.
- Ability to effectively co-ordinate project activities, to internal and externally set timelines.
- Able to draft, type, format, prepare and produce a wide range of high-quality documentation, letters, emails, memos, statistical information, graphics, presentations and short reports.
- Numerate and able to analyse, calculate and produce statistical and financial information accurately.
- Developed knowledge of Microsoft Office applications - Word, Excel, Outlook, PowerPoint, Publisher and Access.
Desirable
- Understanding of the drivers for public sector reform, and specifically of the NHS policy agenda.
- Ability to use electronic record systems eg Concerto CAFM
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
