- To facilitate the smooth running of the office and timely completion of allocated projects coordination and administrative work. This includes day-to-day liaison with the senior NDT members and other administrators/project coordinators and when necessary other employees across the organisation.
- To manage diary appointments and organise new meetings as and when required in order to support the project leads within the NDT.
- To manage allocated shared email inboxes and ensure timely response and escalation/re-direction process at all times.
- Liaise with designated trainers/SMEs to ensure that sufficient training events are on offer and that regular subject matter and quality assurance reviews are undertaken.
- In collaboration with the project leads, to ensure information relative to their allocated workstreams, including any comms/publicity materials are produced using a range of approaches and methods and are disseminated across the organisation to the relevant audience.
- To participate in relevant Trust and departmental meetings to support NDT service planning and any new/existing developments.
- To oversee the reception of visitors to the NDT office and deal with all queries in a responsive and professional manner to ensure a positive image at all times.
- To establish and maintain an office management and administrative systems for the wider team/workstreams where relevant.
- To ensure that the team is prioritising all incoming and outgoing correspondence and initiating timely responses.
- To establish and maintain effective, accurate and where appropriate, confidential filing systems, ensuring files and specific information can be easily retrieved.
- To demonstrate a high level of discretion and confidentiality while ensuring that responses to deadlines are met.
- To ensure that all purchase orders are raised and invoices are authorised and processed/stored correctly and in a timely manner.
- To maintain accurate and robust electronic filing systems for allocated projects/workstreams.
- To monitor the purchase and distribution of office supplies of stationery and equipment for the team.
- To ensure messages and information is passed to the appropriate person in a timely and effective manner.
- To co-ordinate the various agencies and consultancies supporting the department as appropriate.
- Maintain an up to date knowledge of policies including policies relating to NDT and administration, ensuring that all requirements are adhered to at all times.
- To support the implementation of the Trust/departmental policies/procedures and contribute to policy and NDT service development in relation to own area.
- To lead or advise on the work of the NDT department, which includes developing templates, creating new protocols and reviewing existing office procedures.
- To support with regular departmental meetings when required.
- To monitor the issuing of agenda and meeting papers as well as minute taking of meetings.
- To ensure formal preparations and minutes of meetings covered in Trust/departmental governance structure are accurate and produced as required, including preparing papers for meetings.
- The post-holder will be required to work flexibly across the NDT administrative team as required.
- The post holder will be responsible for room bookings.
- Supporting other staff with VC equipment.
- To update and adapt existing data collection and information systems to the needs of the NDT service as necessary, and to facilitate the sharing of data resources.
- To participate in and support with the auditing of various aspects of the NDT service and the work of the team, support the gathering and interpretation of information.
- To be responsible and accountable for relevant NDT department databases, various files and documents, shared drives and shared email inboxes as appropriate.
- To ensure the project leads are supported in receiving relevant information in a timely fashion.
- Be responsible for developing and maintaining own knowledge, skills and professional awareness in accordance with the requirements of relevant and appropriate professional registration bodies (if applicable).
- Participate in own appraisal process using reflective practice.
- Critically reflect on own performance through one-to-one meetings, coaching or mentorship.
- Keep up to date with professional issues in practice, research and the wider NHS landscape.
- Maintain standards of conduct and dress to sustain the public confidence in accordance with the relevant Professional codes of Conduct, SWLSTG Trust Vision, Values and Policies.
- Abide by legal requirements and statutory rules relating to practice.
- Represent the Trust at local, regional and national forums/networks to identify and share best practice.
- Maintain awareness and good understanding of all Trust initiatives and policies, especially those relating to NDT department functions.
- Carry out any other associated duties as requested by the line manager. Person Specification
- oNVQ Level 3 Business Administration.
- oProject management qualification or willingness to undertake further training in project management (PRINCE 2).
- oEvidence of continuing personal and professional development.
- oECDL or willingness to work to achieve this
- oWillingness to undertake training as appropriate to the job role and duties.
- oFoundation Certificate in People Practice (CIPD) Level 3 or willingness to undertake this qualification.
- oDemonstrable and strong experience of project administrative, managing a busy and deadline demanding workload
- oExperience of dealing with people at a senior level
- oExperience of taking formal minutes
- oStudent placement coordination and experience
- oExperience of electronic diary management
- oIntermediate, recent and demonstrable IT software experience - internet based, databases, information systems and key MS office packages
- oExperience of developing and improving administrative procedures and practices
- oExperience of providing effective front-line customer service.
- oExperience of operating and maintaining a management information system, database or similar
- oExperience of working in an NHS/hospital setting
- oSupervisory experience in an administrative/clerical environment
- oExperience of organising events and conferences
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Administrator/Project Coordinator - Surbiton, United Kingdom - South West London and St Georges Mental Health NHS Trust
Description
Job summary
An exciting opportunity has arisen for an administrator with project experience to join the Nursing Development Team (NDT) at South West London and St George's Mental Health NHS Trust.
We are looking for an enthusiastic, confident, and highly motivated individual to join and complement our friendly Band 4 post offers a unique opportunity for an administrator with experience of being involved in healthcare/educational projects to step into a role that will be supporting with nursing workforce professional development projects and initiatives.
The post holder will work closely with theAssociate Director of Nursing Education, Development & Quality and Development Nurses, and will be responsible for diary management and administrative duties as required across a variety of work streams within the NDT. The post holder will be responsible to the Admin Lead and will support with the ongoing evaluation, development, and review of educational programmes within the NDT. The post holder will work across the nursing clinical areas at SWLSTG and in partnership with Higher Education Institutions.
Main duties of the job
The post holder will play a pivotal role in project coordination and administrative support, creating, sustaining and managing the administrative and communication support systems for specific NDT workstreams.
The purpose of the job is to provide an effective and comprehensive range of project management and administrative service to support NDT work streams, senior NDT members and maintain the operational working of these streams when required.
There is reliance on the post holder to undertake a wide and varied number of project coordination and administrative duties to ensure that all projects and wider responsibilities of the relevant NDT workstreams are managed as effectively and efficiently as possible.
The post holder will ensure that these workstreams deliver excellent customer service to various internal and external stakeholders, including clinical services, senior managers and leads, NDT Members, outside agencies and university partners, ensuring good communication and joint working across the organisation as well as the workstreams current external relationships.
They will ensure that core workstream and wider NDT functions contribute towards the Trust's objectives and drive the continuous improvement in the quality of services it provides.
The post holder will be responsible and accountable for supporting specific allocated projects/areas/workstreams within the NDT
About us
We are Proud to Belong at South West London and St George's Mental Health NHS Trust.
We have expert services, a rich history and a clear commitment to providing the best quality care for those with mental ill-health. The Care Quality Commission already rates our services as 'good' - we aspire to be 'outstanding'.
This is a great time to join us. We are transforming the way we care for our communities to support our mission of Making Life Better Together. We have built two brand new mental health facilities at Springfield University Hospital, which are amongst the best in the world. More developments are planned across our sites and services.
We are inclusive and diverse and strive to be actively anti racist. We want to attract people from all backgrounds and experiences to enrich the work we do together. We are proud to co-produce and involve our local communities in all that we do.
We offer flexible working, career development and a variety ofbenefits to enable a positive, welcoming environment in which our people and their careers can thrive.
About our locations:
Tolworth Hospital, Surbiton
To create the very best environment to care for our patients, this site's layout will be transformed in 2026 to add a number of wards to the existing three. Tolworth has a canteen and is near shops, the A3, Tolworth station, and is a bus ride from Surbiton station, with fast connections to Clapham Junction and London Waterloo.
Job descriptionJob responsibilities
KEY TASKS AND RESPONSIBILITIES
INFORMATION MANAGEMENT
PERSONAL AND PROFESSIONAL DEVELOPMENT
Qualifications
Essential
Desirable
Experience
Essential
Desirable
