Operational Administrative Lead

National health service; City Of London; On-site; GBP 37,000 - 45,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking a proactive operational lead for Sexual Health Hounslow. The post involves managing three reception areas, supervising staff, and coordinating recruitment and training of administrative teams across three sites.

You will work with the Clinic Manager to optimise slot efficiency, reduce DNAs, and support service development while attending meetings across the directorate.

Qualifications

• Educated to degree level or equivalent experience.
• Supervisor or management course/qualification, or relevant experience.
• Evidence of ongoing personal development or training.

Responsibilities

• Ensure collaborative working and clear communication between clinical and administrative staff.
• Work with the Clinic Manager to meet and improve quality standards including patient experience (Friends and Family test).
• Manage administrative resources in conjunction with the Clinic Manager.
• Place requisitions for orders using the Trust's IT, Procurement and Estates systems.
• Attend and participate in meetings within Sexual Health Hounslow and across the Directorate.
• Act as first point of contact for environmental issues including IT support.
• Ensure the clinic is clean and staff operate in a fully functional environment.
• Keep the Clinic Manager and Clinic Lead informed of potential or emerging issues and participate in monthly one-to-one meetings.
• Maintain and update room usage and booking of the Seminar Room.

Skills

IT literacy

Communication skills

Teamwork

Stress management

Financial awareness

Education

Degree or equivalent experience

Job description

Job summary

Job summaryThe post holder will be a key member of the Sexual Health, HIV and Contraception service and will have an important role in ensuring delivery of the services within Sexual Health Hounslow.Operating within a fast-paced environment, the role involves providing comprehensive operational and administrative support to the Sexual Health Hounslow team.This role requires a professional operational lead with a proactive and composed approach, capable of multitasking effectively and can contribute strategically to utilisation and development of the service.Key responsibilities include managing the Deputy Administrative Lead and Patient Care Coordinators across three sites. The post holder oversee the running of the three reception areas to maintain continuity of cover at all times. The post holder will be responsible for recruitment and training of new administrative staff, co-ordinating the day to day management of the administrative and reception team and creating rotas according leave. The post holder will overseeing the implementation of clinic design and changes to maximise slot efficiency, reducing DNAs and promoting attendances. The post holder to assess priorities around workload in conjunction with the Clinic Manager and wider strategic priorities. The role requires attending virtual and in-person meetings within Sexual Health Hounslow and across the HIV, Sexual Health and Dermatology Directorate when required.

Main duties of the job

• To ensure collaborative working and clear communication pathways between clinical and administrative staff
• To work with the Clinic Manager to ensure quality standards are being met and improved upon including service user satisfaction (Friends and Family test)
• Manage administrative resources in conjunction with the Clinic Manager
• Place requisitions for orders using the Trusts system (IT, Procurement, Estates)
• Attend and participate in meetings within Sexual Health Hounslow and across the Directorate
• To be the first point of contact for all environmental issues including IT
• Ensure the clinic is clean and the clinical and administrative staff are in a fully functional working environment
• To ensure that the Clinic Manager and Clinic Lead are kept informed of any potential or emerging issues and to participate in monthly one to one meetings
• To maintain and update the room usage including the booking of the Seminar Room

About us

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London.Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.We continually invest in our facilities, including a 30m expansion of critical care at Chelsea and Westminster and an 80m Ambulatory Diagnostic Centre at West Middlesex.We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed.

If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period. Some roles may require weekend shifts at multiple sites.

Pay scheme

Pay schemeAgenda for changeBandBand 5Salary36,943 to 44,900 a year

Person Specification

Essential

• Educated to Degree level or equivalent experience
• Supervisor or Management Course/qualification /or experience relevant to post
• Evidence of further personal development / training

Desirable

• Working with the Public/customer service

Trust values

• Putting patients first
• Responsive to patients and staff
• Open and honest
• Unfailingly kind
• Determined to develop

Experience

Essential

• Experience of Building management /or equivalent
• Experience working within multidisciplinary team

Desirable

• Experience of Human resources management
• Experience working to deadlines

Skills and knowledge

• Appropriate technical skills and abilities
• Computer skills and IT literacy
• Non-judgmental attitude
• Able to work within a multidisciplinary team
• Knowledge of Clinical Governance
• Empathy and cultural sensitivity
• Good oral and written communication skills
• Ability to delegate and ensure jobs are completed
• Work with Clinic Manager to deliver quality outcomes
• Good customer care abilities
• Demonstrate Knowledge of Stress Management
• Understanding of financial management with regards budgetary control
• Detailed preparation of presentations and briefing papers

Personal qualities

• A conscientious, committed and approachable team worker
• Demonstrable evidence of being able and willing to understand our Trust values of respect, kindness, excellence and safety, with behaviour which reinforces these values
• Self-motivated
• Commitment to high professional standards
• Flexible and responsive to changing demands
• High levels of accuracy and attention to detail
• A courteous approach to colleagues and members of the public
• Ability to deal with complex, confidential and sensitive issues

Disclosure and Barring Service CheckThis 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.

Employer details

Employer name Chelsea and Westminster Hospital NHS Foundation Trust Address West Middlesex Hospital, Heart of Hounslow and Feltham The Centre London Borough of Hounslow TW7 6AF United Kingdom Employer's website Employer details