Hospital Administrator

NHS; London Borough of Harrow; On-site; GBP 25,000 - 35,000; Full time

Job summary

A public health service in London is looking for a Hospital Administrator to provide crucial administrative support, manage finance operations, and ensure compliance with standards. Applicants should have strong organizational abilities and at least 2 GCSEs including English and Maths. Experience in customer service and knowledge of IT systems are essential. The role offers an opportunity to work in a dynamic healthcare environment.

Qualifications

• Experience working with the public.
• Knowledge of IT systems.
• Understanding of office procedures and clerical work.

Responsibilities

• Provide comprehensive administrative support for unit's daily operations.
• Serve as the first point of contact for visitors.
• Manage petty cash and staff expenses.
• Support financial operations including invoice handling.
• Document and coordinate governance activities.

Skills

Administration

Customer service

Financial numeracy

Organizational skills

Education

At least 2 GCSEs/ O levels (English and Maths)

Standard keyboard skills (RSA2, ECDL)

Tools

Microsoft Excel

Database software

Job description

To provide administrative support to the clinical and support servicesteams. Deal with queries from the residents, public, staff, other businesses over thephone, via email or face to face. The Hospital Administrator is responsible fordelivering a wide range of administrative support across the unit, includingreception duties, finance support, and support for the Senior Management Team(SMT). This role requires a high level of administrative competence andattention to detail across all aspects of the role. The post holder will play akey role in ensuring the smooth operation of the unit.

Main duties of the job

Provide comprehensive administrative servicesto support the unit's daily operations.

Support the reception area by serving as thefirst point of contact for visitors and inquiries.

Order supplies as required

Control and regularly reconcile pettycash/residents funds held on trust by the Company/staff expenses

Supports finance operations through effectiveadministrative tasks, including invoice handling, data entry, reconciliation,and reporting. Ensures timely and compliant execution of financial procedures.Attention to detail and organisational skills in managing financialdocumentation, processing transactions, and maintaining accurate records.

Proficient in financial numeracy and elementaryuse of Excel, with the ability to process supplier invoices, liaise withapprovers, and accurately record transactions within the accounting system.

Oversee end-to-end time-recording operationsfor payroll and other purposes, respond to payroll-related inquiries, andensure timely and precise submission of payroll information (including hoursworked etc.) to the payroll processor.

Assist in the coordination and documentationof governance activities, including the preparation of meeting minutes, andaction logs.

Support the Hospital Director and SMT to collectand collate evidence for CQC inspections and compliance with CQC standards.

About us

Ashness House is a 26-bed inpatient service for males with severe and enduring mental health illness, co-morbid physical health problems and complex needs.

It provides specialist MDT assessment, treatment and support to stabilise a persons symptoms and help them gain or regain the skills and confidence to live successfully in the community. A holistic approach to care and treatment by a multi-disciplinary team will facilitate assessment, monitoring and review of both mental and physical wellbeing.

Once service users have stabilised, the recovery goal is to move on to a pathway of community rehabilitation, supported living and then independent living. Our aim is to reduce the length of stay, improve functional wellbeing and general quality of life.

Job responsibilities

GeneralAdministrative Support:

Provide comprehensive administrative servicesto support the unit's daily operations.

Support the reception area by serving as thefirst point of contact for visitors and inquiries.

To make judgements resolving problems of acustomer service or administrative nature within appropriate limits, referringanything or a more complex nature to more senior staff

Order supplies as required

Control and regularly reconcile pettycash/residents funds held on trust by the Company/staff expenses

Accurate recording of information.

Contribute to team meetings.

Supports finance operations through effectiveadministrative tasks, including invoice handling, data entry, reconciliation,and reporting. Ensures timely and compliant execution of financial procedures.Attention to detail and organisational skills in managing financialdocumentation, processing transactions, and maintaining accurate records.

Proficient in financial numeracy and elementaryuse of Excel, with the ability to process supplier invoices, liaise withapprovers, and accurately record transactions within the accounting system.

Oversee end-to-end time-recording operationsfor payroll and other purposes, respond to payroll-related inquiries, andensure timely and precise submission of payroll information (including hoursworked etc.) to the payroll processor.

Assist in the coordination and documentationof governance activities, including the preparation of meeting minutes, andaction logs.

Support the Hospital Director and SMT to collectand collate evidence for CQC inspections and compliance with CQC standards.

Manage databases related to incidents.

Provide administrative assistance to the HospitalDirector and SMT including scheduling, meeting coordination, and reportpreparation.

Assist in the preparation and circulation ofgovernance meeting agendas, minutes, and supporting documents.

Provide routine information to residents andcarers e.g. in relation to appointments, correspondence, information,venues/security

Establish and maintain effective communicationnetworks within the unit and with external stakeholders.

Liaise with all levels of staff.

Provide cover for colleagues, working flexiblyto meet the needs of the service

Assist with the recruitment and induction ofnew staff

Participate in and support staff training.

Keep updated on all relevant policies,procedures, and best practices to ensure compliance and continuous professionaldevelopment.

Ensure adherence to health and safetyregulations within the unit

Support the maintenance of a safe workingenvironment, contributing to risk assessments and incident preventionstrategies.

Be aware of and abide by all relevant policiesand procedures e.g. Fire, Health & Safety, Infection Control, InformationGovernance and Confidentiality.

To plan and organise own day-to-day taskswithin the parameters set out by the Hospital Director

To plan and organise a range ofstraightforward tasks as directed by the Hospital Director/SMT

Person Specification

Experience

• Experience of working with the public.
• Knowledge of IT systems.

Qualifications

• At least 2 GCSEs/ O levels (or equivalent) to include English and Maths.
• Standard keyboard skills e.g. RSA2, ECDL or demonstrable experience within A&C field at standard level.
• To have some knowledge of office procedures, clerical/reception work.
• Literate and numerate.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.