Job summary
To provide clear leadership in the Administration service within KCW, ensuring efficient and robust processes exist to support the requirements of service users, reporting directly to the KCW Borough Directors.
The post holder will work as part of a dynamic team in delivering an effective service supporting managers across the Acute services.
To provide a high quality service, providing administrative support including information and analysis to Acute services.
To undertake reporting and analysis of information to support service delivery.
To recruit, lead and manage a team KCW Management team administrators who are responsible for delivering a high quality efficient administration service to support the smooth running of a large and diverse range of clinical services in KCW. Services include: adults wards, older adult wards, psychiatric liaison service, crisis team, health psychology, medical staff support, reception.
The post holder will be an active member of the Senior Management Team and contribute towards the overall management and planning of the Acute services.
Main duties of the job
The main responsibilities include the following duties:
1- PA to K&C Clinical and Borough Directors.
2 - Lead the administration team and process management.
3- Identify and facilitate training amongst ward administrators.
4- Communicate complex or sensitive information both internally and externally in line with the information governance policy.
5- Performance Management - planning with administrative staff to ensure they are entering accurate and timely performance data enabling accurate reports.
6 - Financial Responsibilities - authorised signatory for administration budget, ensuring that expenses are claimed accurately and additional hours, on-call payments, bank hours, sick leave, maternity leave and and study leave are entered into the pay system correctly.
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.
About us
There's a place for you at CNWL.We're passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home. Patients are at the heart of everything we do.Providingtop quality caredepends on our ability to employ the best people.
We're always looking torecruit outstanding peoplewho will go the extra mile to support our patients, colleagues, teams and the Trust. With every new employee we're hoping to find our future leaders and we'll support our staff by providing opportunities to develop your career.With adiverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more - whatever stage of your career you're at, there's always a place for you at CNWL.
Job description
Job responsibilities
Main Responsibilities
- To be responsible for the continual review and evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made.
- To ensure ward administrators are focused on the delivery and maintenance of quality customer care and services at all times within clinical Services.
- To be responsible for ensuring clear communication to clinical and administration services.
Administration team and process management
- Plan, co-ordinate and manage the work load within the administration team, monitoring delivery of the workflow ensuring an efficient and effective admin service is provided to all clinical services in a timely manner.
- Manage the process of rota planning and flexible working within the team to ensure that work flow is managed at all times.
- Create a staffing plan to recruit & develop admin staff in line with changing business needs and budget, undertaking all recruitment tasks; sitting on interview panels and inducting new members of staff. Ensure all vacancies are reviewed and all documentation promptly completed for vacancy panel, followed by processes to recruit as efficiently as possible to avoid the need to use agency staff.
- Plan and manage effectively and efficiently administrative processes and information requests/cascades on behalf of clinical managers and clinical team leaders. Coordinating actions and reporting as appropriate.
Training
- To identify and take responsibility for own learning requirements in relation to the provision of an efficient service
- To maintain and continually advance own knowledge of and skills in using Microsoft Office software packages.
- To keep up to date with relevant developments in administrative systems, processes and clinical services.
Communication
- Responsible for communication and information cascade to administrators within KCW Health Unit via team meetings and other communication methods.
- Communicate complex or sensitive information both internally and externally in line with the information governance policy. For example, liaise with CNWL Trust to arrange honorary contracts for medical staff on rotation. Liaise with procurement and external suppliers regarding ordering of supplies not in catalogue and set up PO numbers. As part of the Acute Senior management team, attend monthly Operational meeting, where sensitive information is discussed. Take minutes for disciplinary/sickness hearings. Manage staff through the Trust policies on sickness, capability and disciplinary, motivating staff through times of change.
Performance Management
- Planning with administrative staff to ensure they are entering accurate and timely performance data enabling accurate reports. This involves regular planning, monitoring and issuing of reminders to clinical staff
- To ensure accurate and clear records are maintained by the team.
- To work autonomously within departmental and CSH guidelines, seeking advice when necessary.
Please see attached JD for more information.
Job description
Job responsibilities
Main Responsibilities
- To be responsible for the continual review and evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made.
- To ensure ward administrators are focused on the delivery and maintenance of quality customer care and services at all times within clinical Services.
- To be responsible for ensuring clear communication to clinical and administration services.
Administration team and process management
- Plan, co-ordinate and manage the work load within the administration team, monitoring delivery of the workflow ensuring an efficient and effective admin service is provided to all clinical services in a timely manner.
- Manage the process of rota planning and flexible working within the team to ensure that work flow is managed at all times.
- Create a staffing plan to recruit & develop admin staff in line with changing business needs and budget, undertaking all recruitment tasks; sitting on interview panels and inducting new members of staff. Ensure all vacancies are reviewed and all documentation promptly completed for vacancy panel, followed by processes to recruit as efficiently as possible to avoid the need to use agency staff.
- Plan and manage effectively and efficiently administrative processes and information requests/cascades on behalf of clinical managers and clinical team leaders. Coordinating actions and reporting as appropriate.
Training
- To identify and take responsibility for own learning requirements in relation to the provision of an efficient service
- To maintain and continually advance own knowledge of and skills in using Microsoft Office software packages.
- To keep up to date with relevant developments in administrative systems, processes and clinical services.
Communication
- Responsible for communication and information cascade to administrators within KCW Health Unit via team meetings and other communication methods.
- Communicate complex or sensitive information both internally and externally in line with the information governance policy. For example, liaise with CNWL Trust to arrange honorary contracts for medical staff on rotation. Liaise with procurement and external suppliers regarding ordering of supplies not in catalogue and set up PO numbers. As part of the Acute Senior management team, attend monthly Operational meeting, where sensitive information is discussed. Take minutes for disciplinary/sickness hearings. Manage staff through the Trust policies on sickness, capability and disciplinary, motivating staff through times of change.
Performance Management
- Planning with administrative staff to ensure they are entering accurate and timely performance data enabling accurate reports. This involves regular planning, monitoring and issuing of reminders to clinical staff
- To ensure accurate and clear records are maintained by the team.
- To work autonomously within departmental and CSH guidelines, seeking advice when necessary.
Please see attached JD for more information.
Person Specification
Qualifications
Essential
- Evidence of further education degree/diploma level or equivalent relevant experience
Experience
Essential
- Significant PA experience at director/senior level including two years experience working either in the NHS or a large complex multi-sited organisation.
- Experience of working independently on non routine matters and exercising judgement and decision making skills across the work area.
- Experience of working on own initiative
- Experience of handling complex enquiries from the public, service users and carers
- Experience of working in a busy office and meeting deadlines
- Experience of full diary management and problem solving
- Experience of project, events or conference management
- Experience of project support and monitoring of a budget
- Experience of producing reports and statistical data for senior management
- Experience of the delivery of objectives and priorities within a constantly changing environment
- Experience dealing with people at all levels including external agencies, stakeholders and partners
- Evidence of robust decision making with an ability to act on own initiative and independently
Desirable
- Understanding of the structure of the NHS and current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
Skills
Essential
- Ability to draft complex and sensitive correspondence on behalf of the Borough Director
- Excellent knowledge of Microsoft Office packages including Outlook, PowerPoint, Excel
- Knowledge of data protection requirements and information governance issues
- Excellent communication skills both verbal and written
- Ability to assess complex information to elicit key factual information to be recorded and reported
- Ability to communicate and work with professionals and other staff at all levels across all services and directorates
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes
- Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressured situations
- Ability to effectively organise diary management and resolve conflicting commitments
- Excellent time management skills with the ability to organise and prioritise conflicting demands
- Knowledge of issues of confidentiality
- Able to work autonomously and proactively in area of responsibility and proactively suggests improvements in own and others area of responsibility
- Provide leadership within defined situations in own area of responsibility
- Ability to research and draft reports
- Good numeracy skills with ability to interpret and understand financial concepts
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team
- Ability to independently exercise own initiative and judgement in a fair and consistent manner interpreting available standards and guidance and be accountable for decisions made
- Professional, flexible attitude, adaptable, diligent, diplomatic, proactive, motivational and an innovative team player
- Ability to analyse situations and problem solve as required
Desirable
- A comprehensive understanding of the structure of the NHS and the role of ICBs and CCB
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust: to be checked at interview, and subject to consideration through relevant legislation.
- Declared medically fit by the Occupational Health Department to perform the duties of the post
- Ability to travel between bases and the geographical areas covered by CNWL
Person Specification
Qualifications
Essential
- Evidence of further education degree/diploma level or equivalent relevant experience
Experience
Essential
- Significant PA experience at director/senior level including two years experience working either in the NHS or a large complex multi-sited organisation.
- Experience of working independently on non routine matters and exercising judgement and decision making skills across the work area.
- Experience of working on own initiative
- Experience of handling complex enquiries from the public, service users and carers
- Experience of working in a busy office and meeting deadlines
- Experience of full diary management and problem solving
- Experience of project, events or conference management
- Experience of project support and monitoring of a budget
- Experience of producing reports and statistical data for senior management
- Experience of the delivery of objectives and priorities within a constantly changing environment
- Experience dealing with people at all levels including external agencies, stakeholders and partners
- Evidence of robust decision making with an ability to act on own initiative and independently
Desirable
- Understanding of the structure of the NHS and current issues facing NHS Trusts
- Line management or supervisory experience
- Understanding of commissioning intentions and key performance indicators and their correlation to business aims and objectives
Skills
Essential
- Ability to draft complex and sensitive correspondence on behalf of the Borough Director
- Excellent knowledge of Microsoft Office packages including Outlook, PowerPoint, Excel
- Knowledge of data protection requirements and information governance issues
- Excellent communication skills both verbal and written
- Ability to assess complex information to elicit key factual information to be recorded and reported
- Ability to communicate and work with professionals and other staff at all levels across all services and directorates
- Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes
- Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressured situations
- Ability to effectively organise diary management and resolve conflicting commitments
- Excellent time management skills with the ability to organise and prioritise conflicting demands
- Knowledge of issues of confidentiality
- Able to work autonomously and proactively in area of responsibility and proactively suggests improvements in own and others area of responsibility
- Provide leadership within defined situations in own area of responsibility
- Ability to research and draft reports
- Good numeracy skills with ability to interpret and understand financial concepts
- Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team
- Ability to independently exercise own initiative and judgement in a fair and consistent manner interpreting available standards and guidance and be accountable for decisions made
- Professional, flexible attitude, adaptable, diligent, diplomatic, proactive, motivational and an innovative team player
- Ability to analyse situations and problem solve as required
Desirable
- A comprehensive understanding of the structure of the NHS and the role of ICBs and CCB
Other
Essential
- Sickness (or attendance) record that is acceptable to the Trust: to be checked at interview, and subject to consideration through relevant legislation.
- Declared medically fit by the Occupational Health Department to perform the duties of the post
- Ability to travel between bases and the geographical areas covered by CNWL
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).
