Senior Divisional and Project/Contract Administrator Band 5
| Posting date: | 22 May 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £34,089 - £41,498 incl. HCAS |
| Hours: | Full time |
| Closing date: | 21 June 2024 |
| Location: | London, SW10 9NH |
| Company: | Chelsea and Westminster Hospital NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6306759/289-PL-1288 |
Summary
A Vacancy at Chelsea and Westminster Hospital NHS Foundation Trust.
Senior Divisional and Project/Contract Administrator - Band 5
Cross-site: Chelsea and West Middlesex
We are looking for an enthusiastic and experienced Administrator to support the Divisional Triumvirate and other elements across the Planned Care Division.
The successful applicant will provide administrative support to the Divisional Director of Operations, the Divisional Director of Nursing and the Divisional Medical Director. We are looking for a proactive individual who can manage an interesting and varied workload.
You will have strong communication skills, both written and verbal, and will work collaboratively with key stakeholders within the division. You will have excellent IT skills including a good knowledge of the Outlook and Office systems. You will have good experience of working within a team and will demonstrate the Trust values.
PLEASE NOTE VACANCY WILL CLOSE ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED
The post holder will be required to provide senior administrative support within the Planned Care Divisional Management Team in an efficient, effective and high quality manner. The post functions as the Personal Assistant to the senior Divisional Management Team. They will act as a conduit between Directors and senior management and to ensure effect communication is in place at all times. The post holder will also provide administrative support on projects and contract administration within the Planned Care Division
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people. Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We’re one of the safest and best performing Trusts in the country. We’re also one of the top trusts to work for – our staff say they’re engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as ‘Good’ in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of ‘Good’. We’ve also been awarded an ‘Outstanding’ rating for ‘use of resources’ by an NHS Improvement inspection..
Our facilities are some of the best in the country. We have been investing around £10 million a year in our estate. We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
· To provide administrative support as required, including the production of routine correspondence, typing, data input and maintenance of a confidential, effective and efficient filing and retrieval system.
· To manage the team’s diaries, looking after meeting bookings and transport arrangement as required, using Outlook to maintain dairies and meeting management.
· To supervise and support any temporary or bank administrative staff working within the team.
· To be proactive in managing a varied workload including efficient time management, prioritisation and achievement of daily, weekly and monthly tasks.
· Respond to all queries into the office in a timely and professional manner, initiating actions and follow-ups and reporting progress as appropriate, using judgement to ensure that messages and actions are prioritised and brought to the attention of the management team.
· To act as an interface between the team and their key contacts both internal and external, answering calls, taking messages, arranging meetings. These contacts will include, but are not limited to: other members of the team, the nursing team, divisional management, site management, the patient affairs and quality teams and any of other staff. External contacts may also include other trusts, NHS England, NWL ICS, private healthcare providers, the Care Quality Commission, and numerous other organisations and individuals.
· Ensure that all stock and stationery supplies are maintained and that any goods ordered are of the best value without going over agreed spend.
· Assist with project work for the Managers within the Division e.g. events.
· Recognise and respond appropriately to urgent and emergency situations.
· Collate and present documentation and reports received in a professional format as necessary.
· Responsible for initiating and follow up actions arising from various meetings.
· Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with confidentiality, empathy and reassurance.
· Dealing with queries in a courteous and timely manner to ensure a speedy resolution to requests.
· To provide professional support, make internal and external appointments, facilitate the needs of those attending them and arrange catering if required.
· To be proactive in ensuring related documents are available for all meetings are required and have been circulated in preparation.
· To accurately record meeting actions, notes and minutes and to distribute accordingly.
· Correspondence management, electronic and paper, identifying and highlighting important and urgent correspondence, following through on behalf of Directors any actions required.
· Organise meeting rooms to include working facilities for on and cross site VC and telephone communication.
· IT usage of Excel, Word and PowerPoint for correspondence and documents.
· Understand, adhere and work independently to Trust policies, procedures and guidelines.
· To manage an effective electronic filing system and enter and maintain data as required
· Meet and greet visitors to the offices and providing hospitality as required.
· Make effective use of email, voice mail and electronic communication, ensuring that all are used appropriately, and responses made within accordance with corporate time scales.
· Participate in shared learning, ensuring continued professional development.
· To share in the coordination and maintenance of the smooth running of the day-to-day workings of the office, working unsupervised and maintaining own workloads.
· Take responsibility to self-educate and understand terminology and data for software packages used by the Trust as required in post. Attend training sessions as required for self- development within the remit of the packages and post.
· Providing support with raising purchase orders
· To undertake any other duties commensurate with the grade of the post and needs of the team
Project and Contract Administration
In/Outsourcing
· Preparation of clinical documentation to transfer patient care to alternative providers.
· Weekly reconciliation meeting with external partners to ensure accurate data collection regarding patient care.
· Retrospective upload of clinic and theatre appointments including outcome letters to ensure timely payment of activity undertaken with external providers.
Data Collection:
· Uploading of patient information to the National Joint Registry (NJR) for Trauma & Orthopaedics
Projects:
· Undertake complex and detailed information analysis of specific projects/reports requiring high levels of concentration.
· Update, maintain, organise, gather and analyse project information to predict/meet future organisational and team needs by identifying best professional practice.
· Monitor and evaluate risks and issues using a tracking mechanism to enable a proactive resolution and escalation processes.
· Contribute to the information management of contract or project performance, taking a lead for specific projects.
· Provide coordination of and participate in relevant meetings, reporting attendance and providing information advice and support where requested.
This advert closes on Wednesday 5 Jun 2024
Senior Divisional and Project/Contract Administrator - Band 5
Cross-site: Chelsea and West Middlesex
We are looking for an enthusiastic and experienced Administrator to support the Divisional Triumvirate and other elements across the Planned Care Division.
The successful applicant will provide administrative support to the Divisional Director of Operations, the Divisional Director of Nursing and the Divisional Medical Director. We are looking for a proactive individual who can manage an interesting and varied workload.
You will have strong communication skills, both written and verbal, and will work collaboratively with key stakeholders within the division. You will have excellent IT skills including a good knowledge of the Outlook and Office systems. You will have good experience of working within a team and will demonstrate the Trust values.
PLEASE NOTE VACANCY WILL CLOSE ONCE SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED
The post holder will be required to provide senior administrative support within the Planned Care Divisional Management Team in an efficient, effective and high quality manner. The post functions as the Personal Assistant to the senior Divisional Management Team. They will act as a conduit between Directors and senior management and to ensure effect communication is in place at all times. The post holder will also provide administrative support on projects and contract administration within the Planned Care Division
Chelsea and Westminster Hospital NHS Foundation Trust provide services from two main hospitals, Chelsea and Westminster Hospital and West Middlesex University Hospital, and a number of clinics across London and the South-East.
We have nearly 7,000 members of staff that are PROUD to Care for nearly one million people. Both hospitals provide full clinical services, including full maternity, emergency and children’s, in addition to a range of community-based services across London, such as award-winning sexual health and HIV clinics.
We’re one of the safest and best performing Trusts in the country. We’re also one of the top trusts to work for – our staff say they’re engaged, motivated, and would recommend us as a place to work and receive treatment.
Our Trust has been rated by the Care Quality Commission as ‘Good’ in all five of the main domains of safe, effective, caring, responsive and well-led, giving an us overall rating of ‘Good’. We’ve also been awarded an ‘Outstanding’ rating for ‘use of resources’ by an NHS Improvement inspection..
Our facilities are some of the best in the country. We have been investing around £10 million a year in our estate. We have recently completed a £30m expansion of our adult and neonatal critical care facilities at Chelsea and Westminster and are planning an ambitious £60m development of an Ambulatory Diagnostics Centre at West Middlesex.
· To provide administrative support as required, including the production of routine correspondence, typing, data input and maintenance of a confidential, effective and efficient filing and retrieval system.
· To manage the team’s diaries, looking after meeting bookings and transport arrangement as required, using Outlook to maintain dairies and meeting management.
· To supervise and support any temporary or bank administrative staff working within the team.
· To be proactive in managing a varied workload including efficient time management, prioritisation and achievement of daily, weekly and monthly tasks.
· Respond to all queries into the office in a timely and professional manner, initiating actions and follow-ups and reporting progress as appropriate, using judgement to ensure that messages and actions are prioritised and brought to the attention of the management team.
· To act as an interface between the team and their key contacts both internal and external, answering calls, taking messages, arranging meetings. These contacts will include, but are not limited to: other members of the team, the nursing team, divisional management, site management, the patient affairs and quality teams and any of other staff. External contacts may also include other trusts, NHS England, NWL ICS, private healthcare providers, the Care Quality Commission, and numerous other organisations and individuals.
· Ensure that all stock and stationery supplies are maintained and that any goods ordered are of the best value without going over agreed spend.
· Assist with project work for the Managers within the Division e.g. events.
· Recognise and respond appropriately to urgent and emergency situations.
· Collate and present documentation and reports received in a professional format as necessary.
· Responsible for initiating and follow up actions arising from various meetings.
· Effective liaison with multi-disciplinary staff/patients/carers/outside agencies ensuring accurate information is communicated as and when required and that complex and sensitive information is communicated with confidentiality, empathy and reassurance.
· Dealing with queries in a courteous and timely manner to ensure a speedy resolution to requests.
· To provide professional support, make internal and external appointments, facilitate the needs of those attending them and arrange catering if required.
· To be proactive in ensuring related documents are available for all meetings are required and have been circulated in preparation.
· To accurately record meeting actions, notes and minutes and to distribute accordingly.
· Correspondence management, electronic and paper, identifying and highlighting important and urgent correspondence, following through on behalf of Directors any actions required.
· Organise meeting rooms to include working facilities for on and cross site VC and telephone communication.
· IT usage of Excel, Word and PowerPoint for correspondence and documents.
· Understand, adhere and work independently to Trust policies, procedures and guidelines.
· To manage an effective electronic filing system and enter and maintain data as required
· Meet and greet visitors to the offices and providing hospitality as required.
· Make effective use of email, voice mail and electronic communication, ensuring that all are used appropriately, and responses made within accordance with corporate time scales.
· Participate in shared learning, ensuring continued professional development.
· To share in the coordination and maintenance of the smooth running of the day-to-day workings of the office, working unsupervised and maintaining own workloads.
· Take responsibility to self-educate and understand terminology and data for software packages used by the Trust as required in post. Attend training sessions as required for self- development within the remit of the packages and post.
· Providing support with raising purchase orders
· To undertake any other duties commensurate with the grade of the post and needs of the team
Project and Contract Administration
In/Outsourcing
· Preparation of clinical documentation to transfer patient care to alternative providers.
· Weekly reconciliation meeting with external partners to ensure accurate data collection regarding patient care.
· Retrospective upload of clinic and theatre appointments including outcome letters to ensure timely payment of activity undertaken with external providers.
Data Collection:
· Uploading of patient information to the National Joint Registry (NJR) for Trauma & Orthopaedics
Projects:
· Undertake complex and detailed information analysis of specific projects/reports requiring high levels of concentration.
· Update, maintain, organise, gather and analyse project information to predict/meet future organisational and team needs by identifying best professional practice.
· Monitor and evaluate risks and issues using a tracking mechanism to enable a proactive resolution and escalation processes.
· Contribute to the information management of contract or project performance, taking a lead for specific projects.
· Provide coordination of and participate in relevant meetings, reporting attendance and providing information advice and support where requested.
This advert closes on Wednesday 5 Jun 2024