Administrator

Cardiff and Vale University Health Board; Erith; On-site; GBP 26,000 - 34,000; Full time

Job summary

South London and Maudsley NHS Trust provides a full range of mental health services to the people of Croydon, Lambeth, Southwark and Lewisham, and Addiction and recovery services in Bexley. The Pier Road Project delivers Substance Misuse Services to adults in Bexley.

The role focuses on clerical and administrative support, frontline contact with service users and external professionals, and the development of robust administrative procedures to support service delivery and compliance.

Qualifications

• Administration qualifications or equivalent experience.
• Educational attainment equivalent to A level; leadership qualification or equivalent experience.
• ICT/ data management qualification and experience in a client facing busy office environment.
• Experience of managing client centred information systems, such as the Trust Electronic Patient Journey System.
• Understanding of NHS and addictions/mental health service issues.
• Experience of producing clear, accurate reports.
• Knowledge and application of databases.
• Experience of confidentiality in a professional context.
• Experience of managing diaries and organising meetings/events.
• Ability to communicate effectively at all levels within the organisation and with external stakeholders.
• Ability to produce clear reports for internal and external audiences.
• Support production of policies/guidelines to support clear processes.
• Presentation skills and minute taking.
• Advanced IT skills including Word and Excel.
• Project and change management skills.
• Ability to prioritise workload and take ownership of delegated work streams.
• Understanding of needs of service users with substance use issues.

Responsibilities

• Provide administrative and data support to underpin delivery of clinical services.
• Lead and supervise junior administrative staff and volunteers with monthly one-to-one supervision.
• Develop and implement efficient administrative procedures and data collection.
• Represent the service at external and internal meetings.
• Support Health and Safety structures within the service.
• Manage diaries and coordinate meetings/events.
• Produce concise reports for internal and external audiences.
• Contribute to policy/guideline development for clear partnership processes.
• Provide training and professional leadership as required.
• Maintain client confidentiality and manage information systems.

Skills

Clear communication

Diary management

Report writing

Data handling

Confidentiality

Meeting coordination

Education

Administration qualifications/experience

A level equivalent

Management/Leadership qualification

ICT/data management qualification

Tools

Trust Electronic Patient Journey System

Databases

Microsoft Word

Microsoft Excel

Job description

To be a key resource to Bexley community drug and alcohol service providing clerical and administrative support to the team. This role involves front line work and regular contact with service users, carers, staff, and other external professionals. This post will support the Office Manager/ Business and Performance support Manager on ensuring information is available and processes are in place to support compliance requirements, service delivery in line with contract, performance management and service development. To provide administrative and data support that underpins the effective delivery of clinical services within the borough of Bexley., To provide professional leadership, development and line management to junior administrative staff, volunteers including monthly one to one supervision. To be involved in the development and implementation of effective administrative procedures, systems, and data collection, including the direct provision of training as required. To provide comprehensive administration support to the team. To act as representative for the service as appropriate at both external and internal meetings. To support the maintenance of appropriate Health and Safety structures in the service. o provide professional leadership, development and line management to junior administrative staff, volunteers including monthly one to one supervision. To be involved in the development and implementation of effective administrative procedures, systems, and data collection, including the direct provision of training as required. To provide comprehensive administration support to the team. To act as representative for the service as appropriate at both external and internal meetings. To support the maintenance of appropriate Health and Safety structures in the service.

• Administration qualifications, or equivalent experience. (A)
• Educational attainment equivalent to A level. (A), Management/ Leadership Qualification or equivalent experience (A)
• ICT/ data management qualification., Experience of working within a client facing busy office environment
• Experience of managing client centred information systems, such as the Trust Electronic Patient Journey System (A)
• Understanding of key issues effecting service provision in the NHS and Addictions and mental health services (I)
• Experience of producing clear, accurate, concise reports (A)
• Knowledge and application of databases (A)
• Experience of working within a framework of confidentiality (A/I)
• Experience of managing diaries and organising meetings/ events (A/I), Able to communicate effectively both verbally and in writing at all levels within the organisation and with external stakeholders. (A/I/T)
• Able to produce clear reports setting out information for internal and external audiences (A/T)
• Ability to support the production of policies/guidelines to support clear processes within partnership (A)
• Presentation skills: able to provide clear concise updates for meetings (I/T)
• Clear and readable minute taking (A/T)
• Advanced IT Skills including Microsoft Word and Excel (A/T)
• Project and change management skills (A/I)
• Able to work in a challenging and demanding environment and prioritise workload (A/I)
• Able to take responsibility for delegated work streams and demonstrate a high level of ownership and professionalism (A/T)
• Able to use initiative and to prioritise workload without close supervision (A/I)
• Understanding of the needs of service users with substance use issues and a commitment to deliver the best possible service (A/I) This post is based in Bexley Erith with The Pier Road Project, Bexley Drug and Alcohol Service.

South London and Maudsley NHS Trust provides a full range of mental health services to the people of Croydon, Lambeth, Southwark and Lewisham as well Addiction and recovery services in Bexley, Lambeth, Richmond and Wandsworth and across a number of hospitals. The Pier Road Project provides Substance Misuse Services to adults living in the borough of Bexley.