Administrator / Project Coordinator

South West London & St George's Mental Health NHS Trust; London; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading mental health trust in London seeks a motivated administrator to support nursing workforce development projects. This role includes diary management, project coordination, and administrative duties across various work streams. Ideal candidates have a background in healthcare or education, strong organizational skills, and the ability to manage confidential information. The position offers a chance to contribute to essential mental health services.

Benefits

Flexible working options

Career development opportunities

Inclusive working environment

Qualifications

• Experience in healthcare or educational projects.
• Ability to manage multiple work streams effectively.
• Proficient in administrative duties and project management.

Responsibilities

• Manage diary appointments and organize meetings.
• Support project leads within the NDT.
• Ensure effective office management and administrative systems.

Skills

Project coordination

Diary management

Administrative skills

Effective communication

Confidentiality

Education

Relevant healthcare or educational background

Job description

Overview

This post offers a unique opportunity for an administrator with experience of being involved in healthcare/educational projects to step into a role that will be supporting with nursing workforce professional development projects and initiatives. The post holder will work closely with the Associate Director of Nursing Education, Development & Quality and Development Nurses, and will be responsible for diary management and administrative duties as required across a variety of work streams within the NDT. The post holder will be responsible to the NDT Admin Lead and will support with the ongoing evaluation, development, and review of educational programmes within the NDT. The post holder will work across the nursing clinical areas at SWLSTG and in partnership with Higher Education Institutions. This role will primarily centre around supporting the Continuous Professional Development (CPD) and Advanced Clinical Practice (ACP) projects and portfolios within the Wider NDT.

To provide an effective and comprehensive range of project management and administrative service to support NDT work streams, senior NDT members and maintain the operational working of these streams when required.

Responsibilities

• To undertake a wide and varied number of project coordination and administrative duties to ensure that all projects and wider responsibilities of the relevant NDT workstreams are managed as effectively and efficiently as possible.
• To facilitate the smooth running of the office and timely completion of allocated projects coordination and administrative work, including day-to-day liaison with the senior NDT members and other administrators/project coordinators and when necessary other employees across the organisation.
• To manage diary appointments and organise new meetings as and when required in order to support the project leads within the NDT.
• To manage allocated shared email inboxes and ensure timely response and escalation/re-direction process at all times.
• Liaise with designated trainers/SMEs to ensure that sufficient training events are on offer and that regular subject matter and quality assurance reviews are undertaken.
• In collaboration with the project leads, to ensure information relative to their allocated workstreams, including any comms/publicity materials are produced using a range of approaches and methods and are disseminated across the organisation to the relevant audience.
• To participate in relevant Trust and departmental meetings to support NDT service planning and any new/existing developments.
• To oversee the reception of visitors to the NDT office and deal with all queries in a responsive and professional manner to ensure a positive image at all times.
• To establish and maintain an office management and administrative systems for the wider team/workstreams where relevant.
• To ensure that the team is prioritising all incoming and outgoing correspondence and initiating timely responses.
• To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
• To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
• To ensure that all purchase orders are raised and invoices are authorised and processed/stored correctly and in a timely manner.
• To maintain accurate and robust electronic filing systems for allocated projects/workstreams.
• To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
• To ensure messages and information is passed to the appropriate person in a timely and effective manner.
• To co-ordinate the various agencies and consultancies supporting the department as appropriate.
• Maintain an up to date knowledge of policies including policies relating to NDT and administration, ensuring that all requirements are adhered to at all times.
• To support the implementation of the Trust/departmental policies/procedures and contribute to policy and NDT service development in relation to own area.
• To lead or advise on the work of the NDT department, which includes developing templates, creating new protocols and reviewing existing office procedures.
• To support with regular departmental meetings when required.
• To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
• To ensure formal preparations and minutes of meetings covered in Trust/departmental governance structure are accurate and produced as required, including preparing papers for meetings.
• The post-holder will be required to work flexibly across the NDT administrative team as required.
• The post holder will be responsible for room bookings.
• Supporting other staff with VC equipment.

Equality, Diversity and Inclusion

At South West London St Georges Mental Health Trust we are committed to providing services which embrace diversity and that promote equality of opportunity. We are a Disability Committed Employer, and welcome applications from all sections of the community and people of all protected characteristics. We are Members of Stonewall Diversity Champions and Employers Network for Equality and Inclusion.

As part of the Trust's commitment to Equalities and Diversity, the Trust supports the establishment of Staff Networks groups to promote diversity in the workplace:
BME (Evolve) Staff Network
Christian Staff Network
DiverseAbility
Deaf Staff Network
Mental Health Staff Forum
Women's Staff Network
LGBTQIA+

We are committed to supporting the Armed Forces Community and has signed the Armed Forces Covenant.

We provide reasonable adjustments to the interview process for any candidates with a disability.

Notes

Please note: The closing date listed is a guide only and the vacancy may close earlier should sufficient number of applicants be received. That once you have submitted your application you agree to your application being transferred to a 3rd party e-recruitment system. That should you not have heard from us within three weeks from the closing date your application has not been successful. Priority consideration for applications may be given to at-risk NHS employees. Should you be successful and appointed, you authorise South West London and St George\'s Mental Health NHS Trust to confirm your previous NHS service via an Inter Authority Transfer (IAT) process. Your employment is offered subject to successful completion of a Probationary Period depending on your Band (except medical roles). That we are a smoke-free Trust.

We are looking for an enthusiastic, confident, and highly motivated individual to join and complement our friendly team. NHS AfC: Band 4.

South West London and St George\'s Mental Health NHS Trust has a rich history, well-established community links and an international reputation. We provide a full range of local mental health services to the Kingston, Merton, Richmond, Sutton and Wandsworth London boroughs, as well as specialist forensic mental health services, including specialised services such as national deaf adults and CAMHS inpatients and OCD. We are committed to providing high quality integrated health and social care for local people with mental health problems in South West London and more specialist mental health services for people throughout the UK. The Care Quality Commission already rates our services as 'good' however we aim to be 'outstanding'.

Our Values: we take pride in providing specialist care to our service users where our Trust values; being consistent, compassionate, collaborative, respectful and open is at the heart of everything we do. Our mission is "making life better together". When you join us, you\'ll be part of something special - an innovative and rapidly growing organisation that is helping to redefine the Mental Health, education and social care landscape in the UK.

As a Trust, we are happy to talk flexible working. We are Proud to Belong at South West London and St George\'s Mental Health NHS Trust. We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services as we invest a further £120m to upgrade and modernise our estate by 2027. We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do. We offer flexible working, career development and a variety of benefits to enable a positive, welcoming environment in which our people and their careers can thrive.

About our locations: Tolworth Hospital, Surbiton. To create the very best environment to care for our patients, this site\'s layout will be transformed by 2027 to create a new central plaza and café, plus modern facilities for five new wards. Tolworth is a bus ride from Surbiton station, with fast connections to Clapham Junction and London Waterloo.