Operational Administrative Lead

The post holder will be a key member of the Sexual Health, HIV and Contraception service and will have an important role in ensuring delivery of the services within Sexual Health Hounslow. Operating within a fast-paced environment, the role involves providing comprehensive operational and administrative support to the Sexual Health Hounslow team. This role requires a professional operational lead with a proactive and composed approach, capable of multitasking effectively and can contribute strategically to utilisation and development of the service.

Key responsibilities include:

• Managing the Deputy Administrative Lead and Patient Care Coordinators across three sites.
• Overseeing the running of the three reception areas to maintain continuity of cover at all times.
• Responsible for recruitment and training of new administrative staff.
• Co-ordinating the day-to-day management of the administrative and reception team and creating rotas according to leave.
• Overseeing the implementation of clinic design and changes to maximise slot efficiency, reducing DNAs and promoting attendances.
• Assessing priorities around workload in conjunction with the Clinic Manager and wider strategic priorities.
• Attending virtual and in-person meetings within Sexual Health Hounslow and across the HIV, Sexual Health and Dermatology Directorate when required.

Main duties of the job:

• Ensure collaborative working and clear communication pathways between clinical and administrative staff.
• Work with the Clinic Manager to ensure quality standards are being met and improved upon including service user satisfaction (Friends and Family test).
• Manage administrative resources in conjunction with the Clinic Manager.
• Place requisitions for orders using the Trust's system (IT, Procurement, Estates).
• Attend and participate in meetings within Sexual Health Hounslow and across the Directorate.
• Be the first point of contact for all environmental issues including IT.
• Ensure the clinic is clean and the clinical and administrative staff are in a fully functional working environment.
• Keep the Clinic Manager and Clinic Lead informed of any potential or emerging issues and participate in monthly one-to-one meetings.
• Maintain and update the room usage including the booking of the Seminar Room.

About us:

Chelsea and Westminster Hospital NHS Foundation Trust is one of England's top-performing and safest trusts. We operate two main acute hospital sites--Chelsea and Westminster Hospital and West Middlesex University Hospital--along with award-winning clinics across North West London. Our nearly 7,500 staff care for a diverse population of 1.5 million, providing full clinical services, including maternity, A&E, and children's services, plus specialist HIV and sexual health clinics. The Care Quality Commission rates us 'Good' in safety, effectiveness, care, and responsiveness, and 'Outstanding' in leadership and resource use.

We continually invest in our facilities, including a £30m expansion of critical care at Chelsea and Westminster and an £80m Ambulatory Diagnostic Centre at West Middlesex. We are committed to equal opportunities and believe that diversity drives innovation and excellence. As part of our dedication to equity, we actively welcome applications from individuals from the global majority, veterans and underrepresented communities. We value the unique perspectives and experiences that diverse teams bring and are committed to creating an environment where all voices are heard, respected, and empowered to succeed.

If you haven't heard from us within three weeks of the closing date, your application was likely unsuccessful. Employment is subject to a six-month probationary period. Some roles may require weekend shifts at multiple sites.

Other Responsibilities:

• To take part in regular performance appraisal.
• To undertake any training required in order to maintain competency including mandatory training, e.g. Manual Handling.
• To contribute to and work within a safe working environment.
• The post holder is expected to comply with Trust Infection Control Policies and conduct him/herself at all times in such a manner as to minimise the risk of healthcare associated infection.
• This job description is neither exclusive nor exhaustive and the duties and responsibilities may vary from time to time in the light of changing circumstances and in consultation with the job holder.
• All duties must be carried out under supervision or within Trust policy and procedure. You must never undertake any duties that are outside your area of skill or knowledge level. If you are unsure you must seek clarification from a more senior member of staff.

Person Specification:

Education and qualifications:

• Educated to Degree level or equivalent experience.
• Supervisor or Management Course/qualification/or experience relevant to post.
• Evidence of further personal development/training.

Experience:

• Experience of Building management/or equivalent.
• Experience working within multidisciplinary team.

Skills and knowledge:

• Appropriate technical skills and abilities.
• Computer skills and IT literacy.
• Non-judgmental attitude.
• Able to work within a multidisciplinary team.
• Knowledge of Clinical Governance.
• Empathy and cultural sensitivity.
• Good oral and written communication skills.
• Ability to delegate and ensure jobs are completed.
• Work with Clinic Manager to deliver quality outcomes.
• Good customer care abilities.
• Demonstrate Knowledge of Stress Management.
• Understanding of financial management with regards budgetary control.
• Detailed preparation of presentations and briefing papers.

Personal qualities:

• A conscientious, committed and approachable team worker.
• Demonstrable evidence of being able and willing to understand our Trust values of respect, kindness, excellence and safety, with behaviour which reinforces these values.
• Self-motivated.
• Commitment to high professional standards.
• Flexible and responsive to changing demands.
• High levels of accuracy and attention to detail.
• A courteous approach to colleagues and members of the public.
• Ability to deal with complex, confidential and sensitive issues.

Disclosure and Barring Service Check:

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.