Administrator - London, United Kingdom - Central and North West London NHS Foundation Trust

Central and North West London NHS Foundation Trust

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

To be responsible for providing administrative, secretarial and reception support to a team, which will include word processing, post distribution, receiving and disseminating information, maintaining electronic database/s, general reception duties and other administrative tasks to assist Operational Team in carrying out a range of clinical/ non-clinical activity efficiently and effectively.

Reception staff are the initial point of contact for all those entering the building, as such they are an integral part of the management of the services and the maintenance of security.

This includes the admission of staff, patients and visitors to the building as well as their egress.

You will manage the team that offer this input and be expected to cover these duties in the absence of reception staff.

It is necessary for the reception area to be staffed from 06:30 hours to 21:30 hours therefore staff will be expected to work a mixture of day/weekend shifts, working long days.

You will manage this team.

Your working pattern will be Monday - Friday 9-5pm, however a degree of flexibly would be needed to ensure that the reception area is covered adequately.

To support the Senior Administrator with the day to day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all nonclinical requirements of the team are met

Examples of this include:
leading on key TRAKA System & the induction of the management of keys to all new staff.

To support the Senior Administrator where appropriate, take the lead on projects relevant to the department, for example organising Conferences.
To work as part of a Team within the department and liaise with the Senior Administrator to manage and complete all pooled work for the management offices.
To support the Senior Administrator in providing administrative and personal assistant support to the Senior Management team, including management of diaries, coordination of meetings, drafting correspondence, photocopying and filing.
To support the coordination of training programmes including assisting in the development and implementation of the comprehensive training needs.

We are passionate about delivering first-class patient-centred, safe and effective care, whether it is in a hospital setting, in a community clinic or in the patient's own home.

Patients are at the heart of everything we do. Providing top quality care depends on our ability to employ the best people.

We're always looking to recruit outstanding people who will go the extra mile to support our patients, colleagues, teams and the Trust.

With every new employee were hoping to find our future leaders and well support our staff by providing opportunities to develop your career.

With a diverse culture and equally diverse range of opportunities across mental health, community services, addictions, eating disorders, learning disabilities and more whatever stage of your career you're at, there's always a place for you at CNWL.

Site Administration

To have a comprehensive knowledge of health and safety regulation and maintain a safe environment for clients and visitors to the site in accordance with fire, health and safety procedures.
To ensure that related legislation is implemented across the site, whilst monitoring, promoting and developing new practice and initiatives.
To be responsible for managing and monitoring day to day maintenance of the building (including repairs and cleaning and gardening) and the implementation of appropriate system

Secretariat

To ensure that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff.
To ensure a full range of administrative services are available on the site.
To organise and coordinate meetings and training events for the team as and when required.
To act as secretary at meetings, taking and distributing minutes and agendas as appropriate.
To prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to
To ensure that a central diary is maintained for all staff.

Security

Ensure security it maintained at all times. If any concerns noted you are to ensure that you inform Maintenance team, Management & Nursing team.
To maintain keys as per the designated procedures
To report any discrepancies of the storage and management of Keys to Ward or Operational Manager, to Key Traka Team and/or IT.
To ensure that all visitors book in at reception, are issued with the relevant identification and adhere to all security procedures.
To facilitate access via the air lock system and ensure that doors are only unlocked in adherence to the