Central and North West London NHS Foundation Trust
Senior Site Administrator
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Job Overview
The post holder will be responsible for the day-to-day operational management and supervision of the administration team, supporting and implementing administrative processes that ensure that the service runs effectively and efficiently.
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).
For further info please visit: Skilled Worker visa: Overview - GOV.UK
Main duties of the job
We’re 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. Wherever you wish to work and whatever stage of your career you're at, there's always a place for you at CNWL
To find out more about working for CAMHS, Click here to watch our video
Main duties:
- To co-ordinate responsibility within the administration and clinical team for opening and securely closing buildings in line with service needs, if applicable to their site(s).
- To maintain a clean, pleasant and fully functioning environment by regular monitoring of quality standards ensuring that maintenance, decoration and refurbishments are carried out with minimal disruption to the site and completed to a satisfactory standard.
- To work with Clinical Leads to prepare yearly Capital Bids (as appropriate to need)
- To manage room booking and allocation of other bookable space ensuring optimum use and functioning of available space.
- To provide support to any day-to-day capital / major work projects on the site
- To act as a Nominated Office Fire, ensuring regular checks of fire control panel, alarm activation points and firefighting equipment are completed and documented by the service provider.
- To instigate fire training and fire evacuation for the site as per statutory requirements
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Working for our organisation
Values
Central and North West London NHS Trust expects all Band 5 administrators to act in a way which shows they understand our core values and are willing to put them into practice with patients, their friends, family and carers and also other staff members.
- We expect you to show COMPASSION, contribute to a caring and kind environment and recognise that what you do and say helps can make the lives of others better.
- We expect you to RESPECT everyone and acknowledge and welcome people’s differences rather than ignore them or see them as problematic.
- We expect you to EMPOWER others and continually try to provide information, resources and support to help others make their own decisions and meet their own needs.
- We expect you to work in PARTNERSHIP and behave in a way that shows that you recognise that commissioners and users of our services are the people who generate and pay for our work.
- We expect you to role model these values and contribute to ensuring that they are embedded in the practice of the team.
Detailed Job Description And Main Responsibilities
- To be responsible for the day-to-day management of the office and the implementation, development and maintenance of office practices to ensure all non-clinical requirements of the team are met.
- To be responsible for the provision of a welcoming and efficient reception service to the site, greeting visitors, parents, children and tradesmen
- To deal with incoming telephone calls, all incoming and outgoing correspondence as appropriate, using judgement and discretion to ensure that items needing urgent attention are brought to the attention of relevant staff
- To ensure local team meetings are supported in terms of minute taking e.g. Local Care Quality Meetings
- To take clear and precise messages dealing with all queries as appropriate in a professional manner
- To be responsible for the ordering of all stock items for the site, maintaining stocks of all clinical items, stationary, to include the supplies of standard forms and letters used in the administration and clinical processes of the site.
- To be responsible for ensuring that day-to-day maintenance requirements for equipment are reported and rectified satisfactorily
- To collate and maintain Trust and Site Policy and Procedure files
- To type correspondence, reports and minutes as agreed with the team manager
- To ensure all patient correspondence, and all other patient related information is scanned in a timely manner
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- To liaise with other Hospitals and Departments to obtain previous medical records when appropriate
- To carry out an annual audit of all care files, identify files that should be archived in line with CNWL Trust policy and ensure they are sorted, indexed and sent to central off-site storage
- To request return of files from off-site archives within agreed procedure
- To keep an up to date record of all care files that have been sent to other departments or to other hospitals and ensure that they are logged out and back in on their return
Person specification
Education And Qualifications
Essential criteria
- Educated to Diploma Level or NVQ Level 4
- GCSE Maths & English (Grade C or above) or equivalent
Desirable criteria
- Recognised qualification in the use of computer software e.g. ECDL
Experience
Essential criteria
- Demonstrable previous administrative experience, to include some budget management responsibility i.e. petty cash
- Substantial experience of staff supervision/management
- Experience of working as part of a team
- Experience of working in NHS/SS or similar environment with day to day contact with both professionals and members of the general public
Desirable criteria
- Experience of working within a CAMHS EDS setting
Skills and Knowledge
Essential criteria
- A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel and Outlook Diary with the ability to create and manage Excel spreadsheets
- Numerate and able to present statistical data clearly and accurately
- Fast accurate audio and copy typing skills
- Able to take and summarise minutes of complex meetings
- Good organisational skills and ability to work on own initiative
Desirable criteria
- Able to work with minimal supervision
- Additional knowledge and training relevant to the post (e.g. Fire, Health & Safety, Infection Control etc);
- Knowledge and understanding of mental health or medical terminology
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