Central and North West London NHS Foundation Trust
Admin office manager CMHH (12 month secondment)
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Job Overview
We are looking for an enthusiastic and motivated Administration Manager to lead and co-ordinate administrative services across our North Westminster community mental health hub, this is for a 12 month period. The successful candidate will provide day-to-day leadership and supervision to administrative staff, ensuring effective systems and processes are in place to support clinical teams and service delivery.
Working closely with Clinical Team Managers and service leads. You will oversee administrative resources, support workforce planning and staff development, and help maintain high standards of performance across the service. You will also play a key role in data management, performance reporting, governance processes, meeting co-ordination and the delivery of efficient administrative support to both clinical and managerial teams.
This is an excellent opportunity for someone with previous supervisory or management experience who is confident in managing competing priorities, improving administrative processes and supporting teams across multiple sites. Strong communication, IT and problem-solving skills are essential, along with the ability to build positive working relationships with a wide range of stakeholders.
If you are an organised, motivated leader with a passion for delivering excellent administrative services, we would welcome your application.
Main duties of the job
- Day-to-day site administration and coordination
- Organising and managing staff rosters
- Supervising and supporting administrative staff
- Ordering and controlling stationery and site supplies
- Financial administration (invoices, purchase orders,)
- HR administration and staff records
- Liaison with clinical staff, management, and Head Office
- Maintaining confidentiality and compliance at all times
Working for our organisation
We are delighted that you are interested in working with us here at CNWL. Our Trust is an exciting place to work, offering a wealth of continuing professional development (CPD) opportunities for all our staff. Westminster Mental Health service is an established team with a friendly, supportive culture. There is a visible and supportive management team and a strong emphasis on training and professional development opportunities.
CNWL is recognised locally, nationally, and internationally for providing high-quality, innovative healthcare. We are a Trust committed to staff personal development, with a Trust-wide culture change and leadership programme that has staff wellbeing at its core. We encourage staff input and ideas related to moving services forward, improving care pathways, and meeting the needs of our client group.
Detailed Job Description And Main Responsibilities
Please note: This vacancy does not meet the criteria for Skilled Worker sponsorship, unless you meet the criteria by temporary exemption from current changes to immigration rules put in force on 22/07/2025. “Separate provisions are applied to workers who have been sponsored and held continuously Skilled Worker visa since prior to 04/04/2024."As such, if you don’t meet the Transitional Provision (above) we are unable to consider your application unless you can provide documentary evidence of your right to work in the United Kingdom. If you believe you are eligible for sponsorship or already hold a valid right to work in the UK, please ensure you provide full details of your immigration status in the Pre-Screening Immigration section of your application form. Please note role eligibility also depends on whether the role meets the salary threshold for the relevant occupational code (SOC CODE).
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Detailed Job Description
We are seeking an experienced and highly organised Administration Manager to lead and coordinate administrative services in the North Westminster community mental health hub. The post holder will play a key role in ensuring that high-quality administrative support is provided to clinical services, supporting operational effectiveness and the delivery of safe, responsive patient care.
Working closely with Clinical Team Managers and service leads, the Administration Manager will provide day-to-day leadership and professional supervision to administrative staff across the service. The post holder will be responsible for overseeing administrative processes, managing workloads and resources, maintaining service standards, and ensuring effective administrative systems are in place to support clinical teams.
The successful candidate will provide a wide range of operational and administrative support, including diary management, meeting coordination, minute-taking, preparation of reports and correspondence, and supporting service improvement initiatives. They will also contribute to workforce management activities, staff development, induction programmes and recruitment processes, working collaboratively with managers across the borough.
The role includes responsibility for supporting data management and performance reporting, providing data and IT support to staff, overseeing Subject Access Requests and ensuring compliance with Trust policies relating to governance, confidentiality, safeguarding, health and safety, and information management.
This is an excellent opportunity for a proactive and motivated individual who is confident in leading teams, managing competing priorities, and driving continuous improvement in administrative services.
Main Responsibilities
Leadership and Staff Management
- Provide day-to-day supervision, support and professional leadership to administrative staff across the service.
- Monitor and coordinate administrative workloads, ensuring resources are deployed effectively to meet service demands.
- Support staff development through regular supervision, appraisal, training and coaching in line with Trust policies.
- Assist managers with recruitment, induction and retention of administrative staff.
- Ensure adequate administrative cover is maintained during periods of annual leave, sickness absence and vacancies.
Operational and Administrative Support
- Provide high-level administrative support to senior managers, including diary management, organising meetings and events, and coordinating communications.
- Prepare agendas, reports, presentations, correspondence and meeting papers using Microsoft Office applications.
- Attend meetings and provide accurate minute-taking and action tracking as required.
- Develop, implement and maintain effective administrative systems, processes and office procedures.
- Provide administrative cover across services and locations within the borough when required.
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Data, Information and Performance Management
- Support the collection, monitoring and reporting of performance and operational data.
- Undertake data-related projects and provide information to support service management and decision-making.
- Oversee and coordinate Subject Access Requests, ensuring requests are managed appropriately and within required timescales.
- Provide IT and data support to administrative and clinical staff.
- Utilise Excel and other reporting tools to produce reports, charts and performance information.
Service Improvement and Governance
- Support service evaluations, audits and surveys to help improve service delivery and administrative effectiveness.
- Work collaboratively with managers to review administrative systems and identify opportunities for improvement.
- Ensure compliance with Trust policies relating to information governance, confidentiality, safeguarding, equality and diversity, and health and safety.
- Assist in maintaining a safe working environment for staff, service users and visitors.
Communication and Stakeholder Engagement
- Act as a key point of contact for clinical teams, service users, carers, families, GPs, external agencies and other stakeholders.
- Build effective working relationships across services to ensure smooth and efficient administrative support.
- Provide professional, responsive and customer-focused communication at all times.
Person specification
Experience
Essential criteria
- Significant experience in an administrative role
- Experience of diary management, meetings coordination and minute taking
- Experience supporting a team or service in an administrative capacity
- Experience handling confidential information appropriately
- Experience managing complex workloads and competing priorities
- Experience working in a mental health environment
Desirable criteria
- Experience in facilities or office management
- Experience supporting senior managers or clinical teams
Skills
Essential criteria
- Excellent organisational skills with ability to prioritise and manage competing demands
- Strong verbal and written communication skills
- Proficient IT skills including Microsoft Word, Excel, PowerPoint
- Ability to work independently and use initiative within procedures
- Ability to supervise or support administrative staff
Desirable criteria
- Experience producing reports, spreadsheets and data analysis
Knowledge
Essential criteria
- Knowledge of general administrative processes and procedures
- Knowledge of the administrational requirements of a CMHH
- Confident with the use of SystmOne
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