Job summary
An exciting opportunity has arisen for an administrator with project experience to join the Nursing Development Team (NDT) at South West London and St George's Mental Health NHS Trust.
We are looking for an enthusiastic, confident, and highly motivated individual to join and complement our friendly team.
This post offersa unique opportunity for an administrator with experience of being involved in healthcare/educational projects to step into a role that will be supporting with nursing workforce professional development projects and initiatives.
The post holder will work closely with theAssociate Director of Nursing Education, Development & Quality and Development Nurses, and will be responsible for diary management and administrative duties as required across a variety of work streams within the NDT.
The post holder will be responsible to the NDT Admin Lead and will support with the ongoing evaluation, development, and review of educational programmes within the NDT.The post holder will work across the nursing clinical areas at SWLSTG and in partnership with Higher Education Institutions. This role will primarily centre around supporting the Continuous Professional Development (CPD) and Advanced Clinical Practice (ACP) projects and portfolios within the Wider NDT.
Main duties of the job
- The post holder will play a pivotal role in project coordination and administrative support, creating, sustaining and managing the administrative and communication support systems for specific NDT workstreams.
- To provide an effective and comprehensive range of project management and administrative service to support NDT work streams, senior NDT members and maintain the operational working of these streams when required.
- To undertake a wide and varied number of project coordination and administrative duties to ensure that all projects and wider responsibilities of the relevant NDT workstreams are managed as effectively and efficiently as possible.
- The post holder will ensure that these workstreams deliver excellent customer service to various internal and external stakeholders, including clinical services, senior managers and leads, NDT Members, outside agencies and university partners, ensuring good communication and joint working across the organisation as well as the workstreams current external relationships.
- They will ensure that core workstream and wider NDT functions contribute towards the Trust's objectives and drive the continuous improvement in the quality of services it provides.
- The post holder will be responsible and accountable for supporting specific allocated projects/areas/workstreams within the NDT
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Tolworth Hospital, Surbiton
To create the very best environment to care for our patients, this site's layout will be transformed by 2027 to create a new central plaza and caf, plus modern facilities for five new wards. Tolworth is a bus ride from Surbiton station, with fast connections to Clapham Junction and London Waterloo.
Job description
Job responsibilities
- To facilitate the smooth running of the office and timely completion of allocated projects coordination and administrative work. This includes day-to-day liaison with the senior NDT members and other administrators/project coordinators and when necessary other employees across the organisation.
- To manage diary appointments and organise new meetings as and when required in order to support the project leads within the NDT.
- To manage allocated shared email inboxes and ensure timely response and escalation/re-direction process at all times.
- Liaise with designated trainers/SMEs to ensure that sufficient training events are on offer and that regular subject matter and quality assurance reviews are undertaken.
- In collaboration with the project leads, to ensure information relative to their allocated workstreams, including any comms/publicity materials are produced using a range of approaches and methods and are disseminated across the organisation to the relevant audience.
- To participate in relevant Trust and departmental meetings to support NDT service planning and any new/existing developments.
- To oversee the reception of visitors to the NDT office and deal with all queries in a responsive and professional manner to ensure a positive image at all times.
- To establish and maintain an office management and administrative systems for the wider team/workstreams where relevant.
- To ensure that the team is prioritising all incoming and outgoing correspondence and initiating timely responses.
- To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
- To ensure that all purchase orders are raised and invoices are authorised and processed/stored correctly and in a timely manner.
- To maintain accurate and robust electronic filing systems for allocated projects/workstreams.
- To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
- To ensure messages and information is passed to the appropriate person in a timely and effective manner.
- To co-ordinate the various agencies and consultancies supporting the department as appropriate.
- Maintain an up to date knowledge of policies including policies relating to NDT and administration, ensuring that all requirements are adhered to at all times.
- To support the implementation of the Trust/departmental policies/procedures and contribute to policy and NDT service development in relation to own area.
- To lead or advise on the work of the NDT department, which includes developing templates, creating new protocols and reviewing existing office procedures.
- To support with regular departmental meetings when required.
- To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
- To ensure formal preparations and minutes of meetings covered in Trust/departmental governance structure are accurate and produced as required, including preparing papers for meetings.
- The post-holder will be required to work flexibly across the NDT administrative team as required.
- The post holder will be responsible for room bookings.
- Supporting other staff with VC equipment.
Job description
Job responsibilities
- To facilitate the smooth running of the office and timely completion of allocated projects coordination and administrative work. This includes day-to-day liaison with the senior NDT members and other administrators/project coordinators and when necessary other employees across the organisation.
- To manage diary appointments and organise new meetings as and when required in order to support the project leads within the NDT.
- To manage allocated shared email inboxes and ensure timely response and escalation/re-direction process at all times.
- Liaise with designated trainers/SMEs to ensure that sufficient training events are on offer and that regular subject matter and quality assurance reviews are undertaken.
- In collaboration with the project leads, to ensure information relative to their allocated workstreams, including any comms/publicity materials are produced using a range of approaches and methods and are disseminated across the organisation to the relevant audience.
- To participate in relevant Trust and departmental meetings to support NDT service planning and any new/existing developments.
- To oversee the reception of visitors to the NDT office and deal with all queries in a responsive and professional manner to ensure a positive image at all times.
- To establish and maintain an office management and administrative systems for the wider team/workstreams where relevant.
- To ensure that the team is prioritising all incoming and outgoing correspondence and initiating timely responses.
- To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
- To ensure that all purchase orders are raised and invoices are authorised and processed/stored correctly and in a timely manner.
- To maintain accurate and robust electronic filing systems for allocated projects/workstreams.
- To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
- To ensure messages and information is passed to the appropriate person in a timely and effective manner.
- To co-ordinate the various agencies and consultancies supporting the department as appropriate.
- Maintain an up to date knowledge of policies including policies relating to NDT and administration, ensuring that all requirements are adhered to at all times.
- To support the implementation of the Trust/departmental policies/procedures and contribute to policy and NDT service development in relation to own area.
- To lead or advise on the work of the NDT department, which includes developing templates, creating new protocols and reviewing existing office procedures.
- To support with regular departmental meetings when required.
- To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
- To ensure formal preparations and minutes of meetings covered in Trust/departmental governance structure are accurate and produced as required, including preparing papers for meetings.
- The post-holder will be required to work flexibly across the NDT administrative team as required.
- The post holder will be responsible for room bookings.
- Supporting other staff with VC equipment.
Person Specification
Training & Qualifications
Essential
- oNVQ Level 3 Business Administration.
- oProject management qualification or willingness to undertake further training in project management (PRINCE 2).
- oEvidence of continuing personal and professional development.
Desirable
- oWillingness to undertake training as appropriate to the job role and duties.
- oFoundation Certificate in People Practice (CIPD) Level 3 or willingness to undertake this qualification.
Experience
Essential
- oDemonstrable and strong experience of project administrative, managing a busy and deadline demanding workload.
- oExperience of dealing with people at a senior level
- oExperience of taking formal minutes
- oExperience of learning and development services coordination
- oExperience of electronic diary management.
- oIntermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key Microsoft Office packages
- oExperience of providing effective front-line customer service.
- oExperience of developing and improving administrative procedures and practices
Desirable
- oExperience of operating and maintaining a management information system, database or similar
- oExperience of working in an NHS/hospital setting
- oSupervisory experience in an administrative/clerical environment.
- oExperience of organising events and conferences
Person Specification
Training & Qualifications
Essential
- oNVQ Level 3 Business Administration.
- oProject management qualification or willingness to undertake further training in project management (PRINCE 2).
- oEvidence of continuing personal and professional development.
Desirable
- oWillingness to undertake training as appropriate to the job role and duties.
- oFoundation Certificate in People Practice (CIPD) Level 3 or willingness to undertake this qualification.
Experience
Essential
- oDemonstrable and strong experience of project administrative, managing a busy and deadline demanding workload.
- oExperience of dealing with people at a senior level
- oExperience of taking formal minutes
- oExperience of learning and development services coordination
- oExperience of electronic diary management.
- oIntermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key Microsoft Office packages
- oExperience of providing effective front-line customer service.
- oExperience of developing and improving administrative procedures and practices
Desirable
- oExperience of operating and maintaining a management information system, database or similar
- oExperience of working in an NHS/hospital setting
- oSupervisory experience in an administrative/clerical environment.
- oExperience of organising events and conferences
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).
