Support Services Administrator

Central and North West London NHS Foundation Trust; Uxbridge; On-site; GBP 40,000 - 55,000; Full time

Job summary

Central and North West London NHS Foundation Trust is seeking a Site Services Operational Lead to oversee estates, facilities, front-of-house and wider support services across inpatient and community settings.

You will coordinate operational activities, escalate urgent matters and deputise for the manager during absences, contributing to safe, efficient service delivery and good patient and staff experience.

Qualifications

• Essential criteria: NVQ Level II or RSA Level II or equivalent; substantial admin/operational experience in a complex org.
• Experience supervising staff and allocating workloads; managing attendance.
• Good understanding of administrative systems, record keeping and audit requirements.

Responsibilities

• Coordinate estates, facilities, front-of-house and support services across inpatient and community settings.
• Act as key operational point of contact for estates, facilities, support services, procurement and security.
• Independently coordinate and monitor operational activities, prioritise and escalate issues.
• Supervise Front Office, Portering and Security; line-manage Petty Cash and Patient Property Administrator.
• Deputise for the Support Services and Medical Staffing Manager during absences.

Skills

Supervising staff

Minute taking

Health and safety procedures

Service improvement

Financial reconciliation

Budget tracking

Risk management

Education

NVQ Level II / RSA Level II or equivalent

Tools

NHS systems

Electronic procurement systems

Financial reconciliation software

Job description

Job Overview

Hillingdon Mental Health looking for an experienced, organised and proactive

Job Overview

Hillingdon Mental Health looking for an experienced, organised and proactive Site Services Operational Lead to provide comprehensive operational, administrative and supervisory support across Hillingdon Mental Health Services.

The postholder will play a key role in ensuring the effective coordination and delivery of estates, facilities, front-of-house and wider support services across both inpatient and community settings.

You will have responsibility for identifying and resolving routine operational issues, prioritising competing demands and ensuring that complex, urgent or high-risk matters are appropriately escalated. The role requires someone who can work independently, use sound judgement and build effective working relationships with clinical, corporate and support service teams.

The postholder will also deputise for the Support Services and Medical Staffing Manager during periods of planned or unplanned absence, working within delegated authority and ensuring continuity of operational support and appropriate escalation of significant issues.

This is an excellent opportunity for a confident and capable operational professional who is able to manage multiple priorities, supervise staff effectively and contribute to the safe, efficient and well-coordinated delivery of support services within a mental health environment.

Main duties of the job

The postholder will provide comprehensive operational, administrative and supervisory support for site services across Hillingdon Mental Health Services, ensuring the effective coordination and delivery of estates, facilities, front-of-house and wider support services across inpatient and community services.

The postholder will act as a key operational point of contact for estates, facilities, support services, procurement, maintenance, security, front-of-house and other site-related matters. They will independently coordinate and monitor a range of operational activities, identify and resolve routine issues, assess priorities, and elevate complex, urgent or high-risk matters to the Support Services and Medical Staffing Manager or relevant service lead.

The postholder will have day-to-day supervisory responsibility for Front Office, Portering and Security staff and direct line-management/supervisory responsibility for the Petty Cash and Patient Property Administrator.

The postholder will deputise for the Support Services and Medical Staffing Manager during periods of planned and unplanned absence, within their level of delegated authority, ensuring continuity of operational support and escalation of significant issues.

Working for our organisation

Hillingdon Mental Health Services provides a range of specialist mental health services to support people across inpatient and community settings. Our services are delivered by dedicated multidisciplinary teams who work together to provide safe, effective and compassionate care to service users and their families.

Our operational and support services play a vital role in creating safe, welcoming and well-managed environments for patients, visitors and staff. From estates and facilities through to security, portering, front-of-house and administrative support, these teams ensure that our clinical services are able to operate effectively and without disruption.

We are committed to providing high-quality services, promoting a positive experience for our service users and staff, and continuously improving the way we work. We value teamwork, accountability, professionalism and a proactive approach to solving problems.

Joining our team provides an opportunity to make a meaningful contribution to the effective running of mental health services, working alongside colleagues across clinical, operational and corporate teams to support safe and efficient service delivery.

Detailed Job Description And Main Responsibilities

Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and continuously held a Skilled Worker visa since prior to 04/04/2024.”

As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form.

Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).

For further info please visit: Skilled Worker visa: Overview - GOV.UK

Please see attached Job Description and Person's spec for more detailed information of job role and responsibilities

Person specification

Education And Qualifications

Essential criteria

• NVQ Level II, RSA Level II or equivalent qualification
• Relevant experience in Soft and Hard FM management

Desirable criteria

• Previous experience in an NHS or public sector finance environment

Previous Experience

Essential criteria

• Significant administrative and/or operational experience within a complex organisation, preferably within a healthcare or public-sector environment.
• Experience of coordinating multiple operational activities and managing competing priorities.
• Experience of supervising or supporting staff and allocating workloads.
• Ability to provide effective first-line supervision and address routine performance and attendance matters
• Experience of working with internal departments, external contractors and service providers
• Good understanding of administrative systems, record keeping and audit requirements
• Ability to work with financial and procurement processes within established procedures.
• Ability to monitor expenditure, maintain accurate records and identify discrepancies.

Desirable criteria

• Experience working within an NHS, healthcare, or other public sector organisation.
• Experience of supporting estates, facilities, or hard and soft FM services in a large or complex organisation.
• Experience of supervising or providing day-to-day coordination of staff in a front line service environment (e.g. reception, front office, security or customer service teams).
• Experience of working in a mental health, inpatient, or community healthcare setting.
• Experience of administering petty cash, financial reconciliation, purchase orders, or other basic finance processes in line with organisational procedure
• Experience of managing patient property, belongings, or similar secure storage systems in a care or custodial environment.
• Experience of taking minutes and supporting operational, facilities, or contract meetings.
• Experience of working with contractors and external service providers to coordinate maintenance or service delivery.
• Experience of using electronic systems for estates, facilities, procurement, or financial administration.
• Experience of contributing to service improvement initiatives or supporting changes to administrative or operational processes

Skills and Knowledge

Desirable criteria

• Experience of supervising or supporting staff in a reception, front office, facilities or security environment
• Experience of using NHS systems or similar electronic systems for estates, facilities, procurement or financial processes.
• Ability to take minutes and produce accurate meeting notes for operational or contract meetings.
• Experience of supporting estates, facilities or hard/soft FM services in a healthcare or large complex organisation
• Understanding of basic financial processes including petty cash reconciliation, purchase orders or budget tracking.
• Knowledge of health and safety procedures, including fire safety, incident reporting or risk management systems.
• Ability to contribute to service improvement initiatives and suggest practical improvements to administrative processes