Office Manager

South West London & St George's Mental Health NHS Trust; City Of London; On-site; GBP 26,000 - 34,000; Full time

Job summary

A London-based mental health organization is seeking a full-time Office Manager for their Talking Therapies service. The ideal candidate will lead the administrative team, ensuring efficient support and management of office operations. Key responsibilities include team management, maintaining office systems, and handling confidential information. A strong administrative background is essential for this role, which offers an opportunity to advance into leadership within the organization.

Benefits

Disability Confident Employer

Support for Armed Forces Community

Qualifications

• Strong administrative background.
• Ability to manage office tasks effectively.
• Experience in leading a team.

Responsibilities

• Line-manage the office administrators.
• Establish and maintain office management systems.
• Manage effective communication within the team.
• Handle complex and confidential information.

Skills

Leadership

Administrative support

Team management

Budget management

Communication

Tools

IAPTus

RiO

eProcurement system

Job description

Position Summary

Are you keen to progress into an office manager, leadership position? Are you passionate, able to use your initiative and motivated to lead the admin team to provide support for Talking Therapies? If so, then you could be the person we are looking for. An exciting opportunity has become available for a Band 5 office manager position within Merton Talking Therapies. This is a full‑time role for 37.5 hours per week, leading an admin team who provide admin and clerical support for the Merton Talking Therapies Service. The candidate will need to possess a strong administrative background enabling them to support the service to a high standard, providing efficient and professional administrative support. This is a busy and varied role.

Responsibilities

• To line-manage the Merton Talking Therapies office administrators, which includes responsibility for interviewing, appraisal and sickness absence following disciplinary procedures if required.
• To manage all office tasks to meet operational needs and work within budget constraints.
• To establish and maintain all office management and administrative systems for Merton Talking Therapies, including IAPTus, RiO and eProcurement system documentation.
• To be responsible for setting up landline logins for new staff.
• To undertake duty of a designated Fire Warden of the department.
• To manage Office Administration staff ensuring the office is manned during operational hours.
• To implement and contribute to policy and service development in relation to own area of work.
• To pay heed to keeping abreast of policies and procedures relating to administration and Health and Safety.
• To be responsible for receiving complex and confidential information in regards to a range of matters and ensuring that this is dealt with in a professional manner.
• To manage a process of effective communication/team briefings, with staff under sphere of responsibility.
• To communicate with all disciplines in an effective manner using tact and diplomacy in often difficult situations ensuring confidentiality is maintained when appropriate.
• To communicate with various agencies, consultancies and staff ensuring prompt acknowledgement of referrals.
• Where necessary, identify new systems to improve efficiency within administration task and team.
• To ensure all complaints are dealt with professionally and resolved within appropriate timescales.
• To oversee the reception of visitors to the various hubs of the Merton Talking Therapies Service and ensuring that all calls are handled politely and appropriately.
• To be responsible for raising, where appropriate, any administration and/or staffing concerns to the senior management team.
• To manage Merton Talking Therapies Administration Staff and office tasks to ensure effective communication between staff, service users, departments and a variety of external agencies/organizations and referrers.
• To support the Merton Talking Therapies Service Manager in pathway management of the Kingston Talking Therapies caseload.
• To work closely with and liaise with all internal teams to ensure referrals are navigated appropriately to and from the Merton Talking Therapies Service.
• To manage all administration tasks including coordination of scheduling appointments, managing referral and discharge communications, room bookings, responding to calls, disseminating key information across administrative team, collating statistics and returns as required by the Trust, word‑processing as well as developing and maintaining filing systems adhering to Data Protection and Good Information governance practices.

Equal Opportunities

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 have signed the Armed Forces Covenant. We provide reasonable adjustments to the interview process for any candidates with a disability.

Please note:

• That the closing date listed is a guide only and that the vacancy may close earlier should sufficient number of applicants have been 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
• That priority consideration for applications may be given to at‑risk NHS employees
• That 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
• That 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