Job summary
The Admin Manager for the ADHD Referral Service is responsible for leading and coordinating the administrative team that supports clinical service delivery. Based at Queen Mary's Hospital, Sidcup, this Band 5 role involves managing staff performance, overseeing office systems, and ensuring efficient use of resources and facilities. The post holder plays a key role in maintaining data quality, implementing administrative procedures, and supporting service improvement. They act as the central point for operational issues including health and safety, data protection, and facilities management. This role requires strong leadership, organisational skills, and the ability to work independently while supporting a busy clinical environment.
Main duties of the job
- Lead and supervise the admin team, including recruitment, induction, appraisals, and performance management.
- Implement and maintain effective office systems and procedures to support clinical operations.
- Manage clinical records, data quality, and electronic systems (e.g., RiO).
- Coordinate room bookings, equipment maintenance, and health and safety compliance.
- Handle escalated communications and complaints professionally.
- Ensure adequate secretarial cover during absences and manage bank/agency staff.
- Liaise with estates and contractors to maintain a safe and functional environment.
- Monitor and report on service activity and support change initiatives.
About us
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
- We're Kind
- We're Fair
- We Listen
- We Care
Job description
Job responsibilities
- Provide leadership and supervision to administrative staff, ensuring adherence to policies and procedures.
- Maintain accurate records of staff attendance, leave, and performance.
- Ensure the smooth running of reception and customer-facing services.
- Act as authorised signatory for agreed financial transactions.
- Support service planning by managing resources, rotas, and recruitment.
- Promote effective communication across teams and external partners.
- Uphold confidentiality, equality, and health and safety standards.
- Contribute to service development and ensure administrative systems meet evolving needs.
Job description
Job responsibilities
- Provide leadership and supervision to administrative staff, ensuring adherence to policies and procedures.
- Maintain accurate records of staff attendance, leave, and performance.
- Ensure the smooth running of reception and customer-facing services.
- Act as authorised signatory for agreed financial transactions.
- Support service planning by managing resources, rotas, and recruitment.
- Promote effective communication across teams and external partners.
- Uphold confidentiality, equality, and health and safety standards.
- Contribute to service development and ensure administrative systems meet evolving needs.
Person Specification
Education/Qualifications
Essential
- GCSEs in English and Mathematics
- NVQ Level 4 in Administration or equivalent experience
- Experience working in NHS, Local Authority, or similar large organisation
Desirable
- Degree-level qualification in a relevant field
- Experience managing staff and supervising teams
- Experience organising and servicing meetings
Experience
Essential
- Minimum 3 years' experience in a senior secretary or senior office administrator role
- Experience working within the NHS, Local Authority, or similar large organisation
- Experience in staff management and supervision
Desirable
- Experience organising and servicing meetings
- Experience working without direct supervision
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Skills/Abilities/Knowledge
Essential
- Strong written and verbal communication skills
- Ability to manage and supervise staff, including appraisals and development plans
- Proficient in modern office administration practices and IT systems (e.g., data reporting, filing)
Desirable
- Ability to resolve conflict and handle sensitive situations
- Knowledge of health and safety, confidentiality, and equality policies
- Experience dealing with complaints and service improvement initiativ
Person Specification
Education/Qualifications
Essential
- GCSEs in English and Mathematics
- NVQ Level 4 in Administration or equivalent experience
- Experience working in NHS, Local Authority, or similar large organisation
Desirable
- Degree-level qualification in a relevant field
- Experience managing staff and supervising teams
- Experience organising and servicing meetings
Experience
Essential
- Minimum 3 years' experience in a senior secretary or senior office administrator role
- Experience working within the NHS, Local Authority, or similar large organisation
- Experience in staff management and supervision
Desirable
- Experience organising and servicing meetings
- Experience working without direct supervision
- Proficiency in Microsoft Office (Word, Excel, PowerPoint)
Skills/Abilities/Knowledge
Essential
- Strong written and verbal communication skills
- Ability to manage and supervise staff, including appraisals and development plans
- Proficient in modern office administration practices and IT systems (e.g., data reporting, filing)
Desirable
- Ability to resolve conflict and handle sensitive situations
- Knowledge of health and safety, confidentiality, and equality policies
- Experience dealing with complaints and service improvement initiativ
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
