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.

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.

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.

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.