Job summary
- Main area
- Office Manager
- Grade
- Band 5
- Contract
- Permanent
- Hours
- Part time - 30 hours per week
- Job ref
- 334-NCL-6658582-TA
- Employer
- South London and Maudsley NHS Foundation Trust
- Employer type
- NHS
- Site
- Jeanette Wallace House
- Town
- Croydon
- Salary
- £34,521 - £41,956 per annum inclusive of HCAS (pro rata)
- Salary period
- Yearly
- Closing
- 19/11/2024 23:59
Employer heading
Office Manager
Band 5
South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark, Bexley, Bromley, Greenwich, Wandsworth and Richmond.
We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.
We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.
The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.
Our Values
We take pride in providing specialist care to our service users where our Trust values and our promise to be caring, kind, polite, prompt, honest, listen and do what I say I’m going to do is at the heart of everything we do. When you join us, you’ll be part of something special.
As a Trust we are happy to talk flexible working.
Job overview
This is an exciting and unique opportunity to join the newly developed Forensic Intellectual and Neurodevelopmental Disabilities (FIND) Community Team in South London and Maudsley (SLaM).
The FIND Team will provide safe transition for inpatients discharged from the inpatient Forensic Services to the community providing specialist assessment, treatment and consultation to the Forensic Service in order to ensure a smooth, safe and clinically justified pathway to individuals with mental illness, offending history and learning disability with or without neurodevelopmental disorder.
The three forensic services of SLaM, South West London and St Georges( SWLSTG), and Oxleas together comprise the South London Mental Health and Community Partnership (SLP). The SLP’s overarching goals centre on bringing care closer to home, improving patient pathways and outcomes by delivering excellent care in better environments. The SLP has a track record of delivering highly effective, clinically informed service developments in order to better meet the needs of service-users. The FIND provision is one such development and the SLaM FIND Team will therefore work closely with the FIND Teams in each of the other Trusts in order to expedite service-user’s transition through inpatient settings to community provision.
Main duties of the job
The post holder will be a key point of contact to the offices of the FIND team from a wide range of people both within and outside the organisation. It requires a high level of discretion and the ability to work unsupervised and to take the initiative.
The role will require preparing for and attend team and external meetings, stakeholder meetings, various workshops and sessions, taking minutes and following up on actions. The post holder with need excellent IT literacy and an ability to work effectively, utilising Office 365 is necessary. The post involves coordinating office supplies, maintaining offices and assisting in the administration of resources.
The post requires someone who is articulate, personable, motivated, methodical, well organised and able to work under pressure. The post requires someone who can be forward thinking in the approach to work, paying close attention to detail and with a proactivity while working in a fast- paced environment. An ability to communicate with a wide range of people at different levels both within and outside the Trust is essential.
The post holder will provide administrative and data management support to the MDT. Support the co-ordination of the service, validating and submitting mandatory patient and activity data, as required. The MDT team is a team of multi professionals with specialist skills and experience with the client group.
Working for our organisation
South London and Maudsley NHS Foundation Trust has a rich history, well-established community links and an international reputation. We deliver specialist services in the London boroughs of Croydon, Lambeth, Lewisham and Southwark.
We are committed to provide a high quality and specialist care to our service users and we are recognised for our care and treatment we provide. The Care Quality Commission already rates our services as ‘good’.
We launched our five-year strategy, Aiming High; Changing Lives in 2021 together with Our Care Improvement System as our quality management system methodology to make a positive impact on patient care, outcomes and staff experience. By joining SLaM, all staff will get the opportunity to be part of this exciting improvement journey supported with learning and development to harness everyone’s potential as change makers.
The trust recognises the unique and valuable contribution that people with lived experience of mental illness can bring to a role. We therefore welcome applications from people with lived experience and consider them as an asset to the Trust.
Detailed job description and main responsibilities
Management:
(a) To develop, implement and continually review systems and standards for good practice, in conjunction with the Business Manager.
(b) To perform analysis of business performance information, decisions on meeting business targets, highlighting performance information.
(c) To assist in the co-ordination of the FIND Team in SLaM.
(d) Co-ordinating and managing the data within the team and contributing to timely data submissions to SLP or NHSE.
(e) Validating and submitting mandatory patient and activity data, as required.
(f) To assist in the development of operational policies with the team.
Administrative:
(a) Ensure all telephone calls both internal and external are redirected as appropriate/or messages relayed as required.
(b) To handle telephone enquiries, some of which could potentially be sensitive, and liaise with a variety of sources within and outside the Trust on behalf of the Find team.
(c) To undertake projects on behalf of the FIND team when required.
(d) Handling private and confidential information in a professional manner.
(e) Open and screen emails and post which will include generating own correspondence and undertaking intermediary action.
(f) Organise, maintain and update electronic diaries and contacts or distribution lists.
(g) Maintaining a grip on diary commitments, including proactively sourcing alternative attendees and/or cover when necessary.
(h) Attend meetings as required both internally and externally and ensure papers are prepared and circulated in good time; take accurate minutes and record attendance.
(i) Produce and circulate agendas, minutes and papers and follow up action points for a range of different meetings both internal and external.
(j)
(k) Arrange away days, ensuring the appropriate preparation i.e. book venues, organise equipment, order refreshments, reserve accommodation and make travel arrangements.
(l) On behalf of the FIND team co-ordinate and be responsible for timely and accurate responses to complaints.
(m) To obtain and maintain a working knowledge of ePJS in order to ensure that data is recorded accurately across the outpatient service so that information can be retrieved for activity reporting and monitoring.
(n) Plans and organises meetings / prioritises own project work / organises a range of events and conferences.
(o) To participate in weekly clinical team meetings and monthly team business meetings.
Person specification
experience
Essential criteria
- Experience of managing diaries and organising meetings/events
- Experience of servicing meetings, including minute taking.
- Experience of practical problem-solving and to be able to demonstrate own initiative and the capability to deal with unusual or urgent circumstances
Knowledge
Essential criteria
- Excellent organisational skills.
- Ability to communicate effectively, orally and in writing at all levels within and outside the organisation.
- Understanding of confidentiality within the NHS.
- Ability to prioritise, work to deadlines but also have a flexible approach in areas or work.
- Ability to use initiative without close supervision and suggest alternative methods of working if appropriate.
skills
Essential criteria
- Good self-awareness and judgement.
- The ability to communicate with all levels of staff within the Trust both verbally and in writing.
- The ability to forward plan.
- Proficient knowledge of Microsoft software packages, and a willingness to learn new techniques and software packages quickly.
- Negotiating and influencing skills – willingness to problem solve.
- Excellent interpersonal skills and the ability to build strong professional relationships with key stakeholders.
- Excellent time management.
- Ability to work on own initiative.
- Ability to work effectively.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Tracey Lewis
- Job title
- General Manager Community Teams
- Email address
- [email protected]
- Additional information
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