Operational Administrative Lead

Chelsea and Westminster Hospital NHS Foundation Trust; Isleworth; On-site; GBP 22,000 - 29,000; Full time

Job summary

Chelsea and Westminster Hospital NHS Foundation Trust is seeking an Operational Lead to provide comprehensive administrative and operational support to the Sexual Health Hounslow team. The role will coordinate Deputy Administrative Lead and Patient Care Coordinators across three sites, oversee reception operations, and drive improvements in clinic efficiency and patient attendance.

The post holder will recruit and train administrative staff, manage day-to-day staffing and rotas, and participate

Qualifications

• Experience in coordinating reception and admin teams.
• Ability to manage multi-site operations and staffing requirements.
• Strong organisational and communication skills.
• Proactive approach to service improvement and patient experience.

Responsibilities

• Lead and support Deputy Administrative Lead and Patient Care Coordinators across three sites.
• Oversee three reception areas to ensure continuous cover.
• Recruitment and training of new administrative staff; create staff rotas including leave.
• Support clinic design changes to maximise slot efficiency and reduce DNAs.
• Attend meetings within Sexual Health Hounslow and across the Directorate as required.

Skills

Operational leadership

Staff management

Administrative coordination

Communication

Tools

Trust IT systems

Procurement systems

Room booking systems

Job description

The 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 to 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. Operational

• 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

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.

Some roles may require weekend shifts at multiple sites.

Other Responsibilities

• To take part in regular performance appraisal
• To undertake any training required in order to maintain competency including mandatory training, e.g. Manual Handling
• To contribute to and work within a safe working environment
• The post holder is expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection