Job summary
- Main area
- Administration
- Grade
- NHS AfC: Band 5
- Contract
- Fixed term: 6 months (On site role)
- Hours
- 37.5 hours per week (Full time)
- Job ref
- 363-FOR6742469
- Employer
- East London NHS Foundation Trust
- Employer type
- NHS
- Site
- John Howard Centre
- Town
- London
- Salary
- £34,521 - £41,956 Per Annum
- Salary period
- Yearly
- Closing
- 05/12/2024 23:59
Employer heading
Operational Services Lead
NHS AfC: Band 5
ELFT has long been recognised as a centre of excellence for mental and health care, innovation and improvement. So it is a very exciting time for you to come and work for us. Our mission is to make a positive difference to people's lives by improving 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.
Job overview
Responsible for managing a comprehensive support service to the Forensic Service. This involves leading on procurement and a close working relationship with external stakeholders, such as Telecoms and maintenance of equipment. The post holder will also be responsible for the postal and delivery system in place.
The post holder will ensure an efficient and effective provision to the Service area to ensure service delivery in partnership with local management teams. Management and monitoring of service area performance objectives and targets via the formulation and implementation of effective in-house systems to ensure accurate capturing of data/record keeping and to revise as and when the need arises ensuring the use of data quality reports.
To be responsible for the line management of staff.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
Main duties of the job
Responsible for managing a comprehensive support service to the Forensic Service. This involves leading on procurement and a close working relationship with external stakeholders, such as Telecoms and maintenance of equipment. The post holder will also be responsible for the postal and delivery system in place.
The post holder will ensure an efficient and effective provision to the Service area to ensure service delivery in partnership with local management teams. Management and monitoring of service area performance objectives and targets via the formulation and implementation of effective in-house systems to ensure accurate capturing of data/record keeping and to revise as and when the need arises ensuring the use of data quality reports.
To be responsible for the line management of staff.
To work alongside and to cover, when appropriate, other administration staff across several locations in some instances.
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
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1. To work primarily at the John Howard Centre, providing cover at Wolfson House site or other sites as required. 2. To lead a comprehensive support service to the Forensics Service. 3. To lead the Operational Services team across all sites. 4. To innovate and suggest ways of working/systems to improve operational services 5. To lead on projects (eg office/building moves) 6. To understand Procurement, Knowledge of Trust Standing Financial, Tenders & Waivers 7. To lead on procurement for the service and use Trust procurement systems, especially having an indepth understanding of Oracle 8. To train staff in Trust procurement systems as required. 9. To be point of contact responsible for coordinating and seeing through to completion of IT and telecoms faults, and to communicate Service or Trust-wide the statuses of such faults as required. 10. To liaise with third party clients to plan and receive orders and plan their delivery service to all wards 11. To lead on postal systems and responsible for the service’s post rooms 12. To lead service-wide audits, eg of IT equipment, phones, as required 13. To lead or support implementation of new systems in the service, eg service-wide contract for hardware. 14. To maintain service vehicles, and driver lists, including health checks for authorised drivers 15. To raise orders on Oracle, or other systems as required 16. To lead on maintaining training records of all admin staff in the service and report to Trust as required 17. To issue service-wide support-services comms as required 18. To maintain Operational Services intranet pages 19. To work with Security department as required to maintain systems and site security 20. To ensure regular maintenance of non-clinical equipment within the team, ensuring that equipment is reported for repair as necessary and that the office is kept clean and tidy at all times. 21. To undertake the in-putting of activity data on to the appropriate Information Systems, and to assist in the collation of statistical information for the purpose of contract and quality monitoring. 22. As an Operational Support Services Team leader to work flexibly in order that essential priority tasks are covered and dealt with. 23. To liaise with Estates and Facilities regarding facilities used by Forensics Service 24. To report to the Head of Admin any issues that are of concern relating to health and safety of the building. 25. To communicate effectively with a wide range of people from different backgrounds. Dealing sensitively and tactfully with clients and their parents/carers in person, or on the telephone. 26. To take and relay clear messages. This includes handling queries from other professionals and obtaining information to enable these to be dealt with as effectively and speedily as possible. 27. To deal sensitively with service users or their carers/relatives who may be distressed. To exercise judgment when dealing with inquiries and resolve patient problems by providing information and advice regarding appointments or the service as appropriate, or by passing on to the appropriate team member. 28. To induct new staff to appropriate filing and administration systems 29. To have the ability to remain calm and sensitive in difficult and stressful situations 30. To assist senior staff in dealing with personnel issues and staff grievances in relation to own service area in line with Human Resources policies and procedures. 31. To be responsible for the administration process within the service area, identifying areas for improvement and implementing changes. 32. To deliver local induction to directly managed staff and assist in induction especially around databases and local procedures for new staff. 33. Implement KPIs. Review and re-structure job descriptions with senior administrators in line with Agenda for Change policy and service developments. 34. Responsible for developing and conducting a regular individual review system for managed staff, ensuring that personal, professional and training needs are identified and met in line with Trust policy and Directorate objectives. 35. Chair regular Administration Team Meetings to disseminate key information and to ensure that there is effective and efficient communication within the service area. 36. Selection, recruitment and retention of Admin and Clerical staff in own service area. 37. Ensure compliance of Trust Human Resources policies, monthly absence monitoring and annual leave. 38. Ensure that all staff are made aware of the requirements of the Data Protection Act, Health Record keeping policy and assist staff in its interpretation, seeking advice when necessary. 39. To ensure confidentiality and professionalism is maintained in carrying out personal duties as well as in line management responsibilities. 40. To participate, organise, take minutes in meetings and any other functions that may arise. 41. To oversee, if required, the domestic service in the Unit, liaise with Domestic Supervisor, and report any outstanding problems to the Team Manager. |
Person specification
Education
Essential criteria
- GCSE English Grade C
- GCSE Maths Grade C
- Required to be educated to degree level or postgraduate level education or equivalent highly significant management experience in the NHS
Desirable criteria
- Diploma in Management Studies or equivalent level of experience
- NVQ level 4 or equivalent
- Appropriate level of NHS experience
- Proven supervisory and management skills at Band 6 level or equivalent
Personal Characteristics
Essential criteria
- Ability to work autonomously and make decisions
- Evidence of excellent organisational skills
- Self-motivated
- Ability to use initiative
Experience
Essential criteria
- Experience in operational services role
- Relevant administrative experience
- Excellent communication & interpersonal skills within multidisciplinary team
- Ability to work to deadlines with proven time management skills
Desirable criteria
- Supervisory/management experience at Band 5
- Financial experience
- Knowledge or experience of current NHS/LA database systems
- Healthroster experience
- Experience of working closely with senior managers
- Report writing
- Experience of working in a mental health setting
- Rio Experience
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- Gurminder Tooray
- Job title
- Admin Manager
- Email address
- [email protected]
- Telephone number
- 02085102145
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