Job overview
Working Monday - Friday 09:00 - 17:00
To provide a comprehensive administrative function to the Healthcare team and to work professionally and diplomatically with colleagues, management and staff employed by partner agencies. The post-holder will be expected to work without immediate supervision and to ensure that all duties are carried out to a high standard in liaison with clinical and managerial staff.
Main duties of the job
To be responsible for the day-to-day management of administrative services for CNWL’s healthcare services. This includes the implementation, development and maintenance of office and administrative procedures to ensure all requirements of the team are met.
1. To identify to the Business and Administration Lead and relevant healthcare leads any administrative problems that arise.
2. To ensure administrative support for meetings is delivered, including timely preparation and distribution of papers, effective management of calendars and bookings, minute taking and maintenance of action plans and risk registers.
3. 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 Primary matters to relevant members of the medical team.
4. Deal with outgoing and incoming correspondence, ensuring that incoming mail is distributed as quickly as possible.
5. To provide administrative support to members of the senior management team including correspondence, diary management, travel arrangements and event coordination.
6. To ensure the maintenance of adequate clinical stock and stationery used within the service and place orders on the Trust procurement system.
7. To ensure that information leaflets are up to date, identifying new literature that is appropriate for the service and ensuring stocks are maintained at all times.
Working for our organisation
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.
Providing top quality care depends on our ability to employ the best people.
We’re always looking to recruit outstanding people who 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 a diverse 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.
Detailed job description and main responsibilities
8. To coordinate all aspects of administrative work across all services, delegating own work as appropriate and monitoring the completion of work and the performance of individuals.
9. To manage junior administrative staff carrying out regular supervision and appraisal and ensure development needs and opportunities are identified.
10. To support the Business and Administration Lead in ensuring adequate contingency cover for essential administrative tasks.
11. To participate in the development of a local induction programme for new employees to the team which outlines the policies and practices relating to administrative matters.
12. To prepare the monthly annual leave returns as required for Team Manager.
13. To have an understanding of health and safety regulation and assist in maintaining a safe environment for clients and visitors to the department in accordance with fire, health and safety procedures
Vaccination
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.
14. Due to the high response levels we receive for some vacancies, we may expire any of them prior to the advertised closing date and advise you to submit your application as soon as possible.
15. Applications from job seekers who require sponsorship to work in the UK are welcome and will be considered alongside all other applications. Before submitting your application and to avoid disappointment please check that you are eligible under the
16. Our Agenda for Change employment contracts are subject to a contractual 13 week probationary period.