Administration Manager - Offender Personality Disorder Services

Administrative: To be responsible for the day to day management of the office and the development, implementation and maintenance of office practices and procedures to ensure that all non-clinical requirements of the team are met. To support and where appropriate take the lead on projects relevant to the department, for example organising Conferences. To work as part of a Team within the department and liaise with the Business and Administration Lead to manage and oversee all pooled administrative work for the OPD service line. To provide administrative and personal assistant support to the OPD leads, including management of diaries, co-ordination of meetings, drafting correspondence, photocopying and filing. To support the co-ordination of training programmes including assisting in the development and implementation of the comprehensive training needs. Develop and maintain the departments shared drive ensuring that information is up to date and circulated to staff as appropriate. To carry out a range of administrative tasks and be able to provide cover for other team members as and when required. To take responsibility for ensuring that adequate stock levels of stationery and other clinical equipment are maintained at all times. The post holder will be responsible for recruitment (jointly with service managers), training, , professional line management, supervision and annual appraisal of administrative staff The post holder will take responsibility for their own workload, and those of accountable admin staff and work with minimal supervision. To prioritise own workload according to service needs and to manage conflicting priorities. Examples of this include: processing all referrals received, both on the referral database and clinical systems, running weekly, monthly & quarterly reports. To oversee the provision of the administration function, ensuring that telephone calls, correspondence and direct contacts with clients and other internal or external agencies are dealt with in an appropriate and professional manner, encouraging staff to use judgement and discretion where necessary and to refer complex matters to relevant senior members of staff. To ensure a full range of administrative services are available on the site. To organise and co-ordinate meetings and training events for the team as and when required. To act as secretary at meetings, taking and distributing minutes and agendas as appropriate. To prepare documents by using the prison administration system (CNOMIS), the patient administration system (Systmone), and Microsoft office software (letters, memos, reports, discharge summaries, etc) ensuring that all policies and procedures are adhered to. To provide a telephone reception service and deal with telephone calls, correspondence and other internal or external agencies in an appropriate and professional manner, using judgement and discretion where necessary and to refer clinical matters to relevant members of the clinical team. Using NHS procurement and finance systems, Under direction of OPD service line manager, hold responsibility for timely procurement of resources and account finalisation as required All duties and responsibilities must be carried out in accordance with statutory legislation, CNWL Standing Orders and Health and Safety regulations.

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