Lead Administrator
Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Job overview
Responsible for the administrative management of the CIMHS Service North, ensuring efficient and effective administrative and reception support that meets the service needs.
In conjunction with the Operational Team Lead, Community Administration Manager & Head of Administration; develop, manage and monitor the service operations. Formulate and implement effective in-house Administrative systems to ensure accurate capturing of data and record keeping and to revise as and when the need arises ensuring the use of quality data reports including activity and outcome data.
To facilitate the coordination of all referrals to the service and ensure that patients pass through the service pathway including the management of all clinical diaries.
To manage the administration provision for the team, ensuring that regular supervisions and appraisals are carried out; managing sickness and absences within the team; providing supervisions and appraisals and ensuring that the Administration team is fully resourced and that there is cover within the service at all times.
To work closely with your peers & the Administration Manager Community & Specialist services; to ensure Administration strategic plans are implemented, and followed through.
To carry out training sessions with other Lead Administrators in the community setting; to ensure that all Administrators are fully trained on the requirements of their role and to ensure that Administrators within your team work to the standards required.
Main duties of the job
To coordinate all incoming referrals and track these as they pass through the service pathway
Ensure local performance systems are in place to provide accurate service information and data such as numbers of referrals, sources, number of sessions given, discharges
Be a prolific user of RiO. Ensure that Key Performance Indicators (KPIs) are consistently met. Monitor the team’s progress utilizing the “Live RiO Reporting” Tool to plan ahead to prevent breaches.
To provide day to day lead operational management and coordination of the administration of the service to meet the needs of the service area and taking appropriate action and escalating issues as
To line manage all Admin and Clerical staff within the Service area; whilst developing and training them in the Administrative systems designed for the service.
To undertake projects within the service as and when required as part of over all development of the post and personal skills.
To develop and manage effective administration system for the collection and dissemination of outcome measures and to keep abreast of
To be responsible for the administration process within the service area, identifying areas for improvement and implementing changes.
To deliver local induction to directly managed staff and assist in induction especially around databases and local procedures for new staff.
Working for our organisation
Our mission is to make a positive difference to people's lives by improving the quality of life for all we serve. Our values are: We Care, We Respect, We are Inclusive – so we are looking for people who live and breathe these qualities when supporting service users and carers, and in their relationships with colleagues in the Trust and our partner organisations.
Detailed job description and main responsibilities
Kindly refer to the job description and person specification that is attached to the vacancy profile.
Person specification
Education/ Qualification/ Training
Essential criteria- • Good level of education GCSE or equivalent in English and Maths
- • NVQ LEVEL 3 or equivalent
- • Evidence of Continual Professional Development
- • Degree educated
Experience
Essential criteria- • Experience of working in a Community Mental Health or health Team for a minimum of 4 years
- • Experience of managing more than 5 members of staff for more than 3 years
- • Financial experience
Knowledge and Skills
Essential criteria- • Advanced RiO User
- • Understanding of Key Performance Indicators; and Commissioners’ targets
- • Ability to navigate the “Reporting Services” to filter team reports
- • Proven management responsibilities; including managing sickness/absence and performance processes
- • Excellent communication & interpersonal skills within Experience of working within a multidisciplinary team
- • Ability to work to deadlines with proven time management skills
- • Intermediate or Advanced Microsoft Office package user
- • Experience of relevant NHS Databases systems
- • Evidence of customer care skills
- • Knowledge of current Human Resources policies and Trust initiatives
Making Things Better
Quality Improvement is a key part of our work to improve our services and refine how we do things. We have a global reputation for our quality improvement work and we don’t stand still! So we offer a fantastic opportunity for our staff to learn, lead and contribute towards improving our services.
We launched our Five Year Strategy in April 2018, which identified four main strategic outcomes to improve: population health outcomes, experience of care, staff experience and improve value. This complements the NHS Long Term Strategy and sets out our direction of travel.
Our Community
We provide a wide range of community health and mental health inpatient services to children, young people, adults of working age, and older adults in The City of London, Hackney, Newham, Tower Hamlets, Bedfordshire and Luton. We also provide psychological therapy services to the London Borough of Richmond, and provide Forensic services to the whole of North East London.We provide services in urban and rural settings, sometimes in our inpatient units, but mostly in the community close to where people live. Integrated care is key in making the best use of resources and providing effective care.
Aiming High
We were rated ‘Outstanding’ by the CQC in 2016, were proud to be rated ‘Outstanding’ again in 2018 and continue to be rate 'Outstanding' in 2021.. We were named in the HSJ’s Top 10 best places to work in healthcare and were voted Provider Trust of the Year in 2018.
Staff and Service Users United
We strive to ensure that staff feel valued by the Trust and as they are truly pivotal in delivering better outcomes for our patients and service users. Our aspiration is to help to make ELFT the best place to work. This Trust is clinician-led and provides the highest possible level of clinical expertise throughout its services.We pride ourselves on our service user involvement. A service user will be on your assessment centre and interview panel if you are invited to meet us.
We especially welcome people with lived experience of health difficulties, with insight and understanding of different backgrounds, cultures and lifestyles in our population as we believe that this will equip staff to deliver a high standard of care to our service users and patients.
Diversity
ELFT Is committed to being a diverse organisation and our workforce is reflective of the population and communities we serve. We believe that having colleagues with a range of backgrounds and life experiences enriches and adds value to the outcomes we have set out to achieve.Having partnered and endorsed by organisations who are representative and experts in various areas of equality and diversity, we can ensure we are meeting the pre-set standards all the way from recruitment stage throughout the career journey of our employees by being accessible, having fair inclusive practices and a host of staff networks to support, nurture and celebrate our valued staff in the workplace.
Other reasons to apply
As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that’s job share, part time or another flexible pattern.
As part of the relocation scheme we presently have, the Trust could support you with offering up to £10,000 for removal and associated expenses. This is subject to change and terms and conditions apply.
What Next?
If you like the sound of ELFT, don’t waste a moment. We sometimes close adverts early if there is a high response, so apply now!
As part of our recruitment process we may be required to share information you provide on the application form with NHS Counter Fraud Authority (NHSCFA) and/or other organisations for the purpose of the prevention, detection, investigation and prosecution of fraud or any other unlawful activity affecting the NHS.We also use third party providers to check and verify your qualifications who may be contacting you on our behalf to verify the same..
If you do not hear from us within four weeks of the closing date, please consider that you have not been shortlisted on this occasion. You must provide professional email addresses for all referees as we will contact them as soon as an offer has been made.Please note we do not request references prior to interviews. All applications made through NHS Jobs account will be processed by TRAC System. Please note that some emails may go to your spam/junk mailbox so make sure you check this regularly.
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