Administration Team Leader

Central and North West London NHS Foundation Trust; Greater London; On-site; GBP 28,000 - 34,000; Full time

Job summary

Central and North West London NHS Foundation Trust is seeking an Administration Team Leader to manage the day-to-day non-clinical operations of the Kensington and Chelsea Mental Health Services. You will lead the administrative team, maintain robust office systems and ensure busy workflows run smoothly to support clinical staff and service users.

The role requires strong Microsoft Office skills, data handling, KPI monitoring, and health & safety oversight.

Qualifications

• Diploma level or NVQ Level 4 or equivalent experience (4 years).
• English and Maths at GCSE level.
• Recognised qualification in computer software e.g. Word, Excel, Access, ECDL (Desirable).
• 3 years administrative experience in a senior post at Band 4 or equivalent with some financial responsibility.
• Experience supervising and managing staff.
• Experience in a busy administrative environment with diary management, dealing with senior staff and service users.

Responsibilities

• Oversee day-to-day management of the office and development, implementation and maintenance of office practices and procedures to meet non-clinical team needs.
• Set up, administer and supervise maintenance of statistical information using spreadsheets, databases or Trust information systems (including Tableau/system one).
• Review LDZ data and KPI on Tableau and flag breaches or approaching breach dates.
• Deputise for the admin lead and arrange cover for admin tasks, supporting the South Hub and potentially other admin service areas.

Skills

Communication

Organisational skills

Staff management

Confidentiality

Numeracy

Data analysis

Time management

Prioritisation

Education

Diploma or NVQ Level 4

GCSE English & Maths

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Job description

Job Overview

The post holder will be responsible for managing the non-clinical aspects of the team including ensuring the provision of comprehensive administrative and site support services. He/she will establish, maintain and monitor excellent office and information systems. He/she will be responsible for the operational management of the administrative team. The post holder will have specific responsibility for health and safety.

The post holder will be responsible for managing the non-clinical aspects of the team including ensuring the provision of comprehensive administrative and site support services. He/she will establish, maintain and monitor excellent office and information systems. He/she will be responsible for the operational management of the administrative team. The post holder will have specific responsibility for health and safety.

This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Main duties of the job

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. Wherever you wish to work and whatever stage of your career you're at, there's always a place for you at CNWL

• To be responsible for the day-to-day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the team are met.
• To set up, administer and supervise the maintenance of statistical information using a spreadsheet, database or dedicated Trust and Local Authority information systems (including clinical and operational) ensuring that all information is readily available for presentation and use for statistical returns. Use of Tableau /system one
• To review LDZ data and KPI on Tableau and flag to the team when there is a breach or when it is approaching breach date.
• To deputise for the admin lead and this also includes arranging necessary cover for admin tasks when required by the team. This includes support for the South Hub. Staff can be asked to support other parts of the admin service when needed.

Working for our organisation

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.

Values

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

The Administration Team Leader plays a pivotal role in ensuring the effective day-to-day operation of administrative and non-clinical services within Kensington and Chelsea Mental Health Services. The post holder provides leadership and supervision to the administrative team, ensuring the delivery of a high-quality, efficient and responsive service that supports clinical teams, service users and wider stakeholders. They are responsible for developing and maintaining robust office systems, managing administrative resources, and ensuring that administrative processes are delivered in line with Trust policies and operational requirements.

The post holder oversees a broad range of administrative functions, including data management, performance monitoring, meeting coordination, financial administration, diary management and site support services. Working closely with clinical and operational colleagues, they ensure the accurate maintenance of information systems, monitor key performance indicators and compliance data, and provide operational support to facilitate the effective delivery of patient services.

In addition, the Administration Team Leader is responsible for the management, supervision and development of administrative staff, including recruitment, induction, performance management, appraisal and workforce planning. The role requires proactive leadership to maintain service standards, manage workloads, coordinate resources and promote a safe, effective and well-organised working environment in support of the Trust’s objectives and the delivery of high-quality patient care.

Person specification

Education And Qualifications

Essential criteria

• Educated to a diploma level or NVQ level 4 or equivalent experience (4 years).
• English and Maths at GCSE level.

Desirable criteria

• Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL.

Previous Experience

Essential criteria

• Relevant qualification/experience plus 3 years administrative experience in a senior administrative post at Band 4 or equivalent to include some financial responsibility.
• Experience of and/or demonstrated aptitude for supervising and managing staff.
• Experience of working in a busy administrative environment where required to manage diaries, deal with senior staff, service users; develop and maintain robust office systems.

Desirable criteria

• Experience of working within the Public Sector.

Skills and Knowledge

Essential criteria

• A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint and Access.
• Must be numerate and able to provide statistical data clearly and accurately.
• Knowledge of financial/budgetary monitoring and recording systems.
• Must have good organisational skills and ability to work on own initiative.
• Able to manage workload and work within broad policies and procedures. Can demonstrate ability to prioritise and plan a number of complex and conflicting work demands.
• Clear communicator, both verbally and in written work.
• Effective interpersonal and influencing skills
• Ability to learn new skills and adapt to change.
• Ability to manage staff.
• Understanding of confidentiality issues.
• Accurate typing skills with minimum typing speed of 40 wpm.
• Ability to identify and sole problems using sound judgement.
• Ability to work as a member of a team.
• Able to deal with staff and service users in a courteous, professional manner.

Desirable criteria

• Knowledge of managing non-clinical contracts.
• Comprehensive knowledge of health and Safety regulations.
• Experience of managing database information system and ability to analyse data