Job Overview The post holder will be responsible for the day-to-day operational management and supervision of the administration team, supporting and implementing administrative processes that ensure that the service runs effectively and efficiently. The post holder will be required to work with minimum supervision as their Line Manager may be based off site, taking initiative in prioritising their own and the team’s workload. They will make decisions in relation to administration staffing and site support services to ensure service objectives and deadlines are met. This will include recruitment, supervision and appraisal of accountable administrative staff and management of delegated budgets. Main duties of the job To co-ordinate responsibility within the administration and clinical team for opening and securely closing buildings in line with service needs, if applicable to their site(s). To maintain a clean, pleasant and fully functioning environment by regular monitoring of quality standards ensuring that maintenance, decoration and refurbishments are carried out with minimal disruption to the site and completed to a satisfactory standard. To work with Clinical Leads to prepare yearly Capital Bids (as appropriate to need) To manage room booking and allocation of other bookable space ensuring optimum use and functioning of available space. To provide support to any day-to-day capital / major work projects on the site To act as a Nominated Office Fire, ensuring regular checks of fire control panel, alarm activation points and firefighting equipment are completed and documented by the service provider. To instigate fire training and fire evacuation for the site as per statutory requirements To complete a monthly Health and Safety audit of the building. Completing audit sheets, implementing remedial action by staff where necessary and ensuring all necessary works are reported and completed by the Maintenance Department to a satisfactory standard and within an acceptable timescale Working for our organisation Values Central and North West London NHS Trust expects all Band 5 administrators to act in a way which shows they understand our core values and are willing to put them into practice with patients, their friends, family and carers and also other staff members. We expect you to show COMPASSION, contribute to a caring and kind environment and recognise that what you do and say helps can make the lives of others better. We expect you to RESPECT everyone and acknowledge and welcome people’s differences rather than ignore them or see them as problematic. We expect you to EMPOWER others and continually try to provide information, resources and support to help others make their own decisions and meet their own needs. We expect you to work in PARTNERSHIP and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and pay for our work. We expect you to role model these values and contribute to ensuring that they are embedded in the practice of the team. Detailed Job Description And Main Responsibilities To be responsible for the day-to-day management of the office and the implementation, development and maintenance of office practices to ensure all non-clinical requirements of the team are met. To be responsible for the provision of a welcoming and efficient reception service to the site, greeting visitors, parents, children and tradesmen To deal with incoming telephone calls, all incoming and outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff To ensure local team meetings are supported in terms of minute taking e.g. Local Care Quality Meetings To take clear and precise messages dealing with all queries as appropriate in a professional manner To be responsible for the ordering of all stock items for the site, maintaining stocks of all clinical items, stationary, to include the supplies of standard forms and letters used in the administration and clinical processes of the site. To be responsible for ensuring that day-to-day maintenance requirements for equipment are reported and rectified satisfactorily To collate and maintain Trust and Site Policy and Procedure files To type correspondence, reports and minutes as agreed with the team manager To ensure all patient correspondence, and all other patient related information is scanned in a timely manner To liaise with other Hospitals and Departments to obtain previous medical records when appropriate To carry out an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage To request return of files from off-site archives within agreed procedure To keep an up to date record of all care files that have been sent to other departments or to other hospitals and ensure that they are logged out and back in on their return Person specification Education And Qualifications Essential criteria Educated to Diploma Level or NVQ Level 4 GCSE Maths & English (Grade C or above) or equivalent Desirable criteria Recognised qualification in the use of computer software e.g. ECDL Experience Essential criteria Demonstrable previous administrative experience, to include some budget management responsibility i.e. petty cash Substantial experience of staff supervision/management Experience of working as part of a team Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public Desirable criteria Experience of working within a CAMHS EDS setting Skills and Knowledge Essential criteria A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and Outlook Diary with the ability to create and manage Excel spreadsheets Numerate and able to present statistical data clearly and accurately Fast accurate audio and copy typing skills Able to take and summarise minutes of complex meetings Good organisational skills and ability to work on own initiative Ability to delegate tasks to colleagues Able to develop and implement systems and processes to increase service efficiency Able to manage own workload, with an ability to prioritise and plan a number of complex tasks, often to working to competing and conflicting deadlines Ability to demonstrate good customer relations Ability to treat service users with respect and dignity at all times, adopting a culturally sensitive approach which considers the needs of the whole person Actively engages in supervision and professional development opportunities Desirable criteria Able to work with minimal supervision Additional knowledge and training relevant to the post (e.g. Fire, Health & Safety, Infection Control etc); Knowledge and understanding of mental health or medical terminology Attitude, Aptitude and Personal Characteristics Essential criteria Able to treat service users with respect and dignity at all times, with a culturally sensitive approach An enthusiastic, flexible and confident approach to working Able to build constructive relationships with warmth and empathy, using good communication skills Willingness and ability to learn new skills and adapt to change Able to maintain professionalism in an often emotionally challenging environment