MAIN DUTIES
Ensure with the CEO, SLG and the organisation has sufficient resources such as personnel, material and equipment Ensure that PA and administrative support to the Senior Leadership Team and Board of Trustees is provided Aid the CEO and Clinical Director in producing reports and writing or supporting with other key documents including risk assessments, audits, process maps, policies, procedures, and guidance. Support the CEO and Leadership Group through ensuring the provision of high quality PA duties and comprehensive administrative services including but not limited to: scheduling meetings, agendas, papers, disseminating reports, arranging hire of venues, taking minutes, and undertaking appropriate actions. Ensure all business activities adhere to legal guidelines and policies Supporting the CEO with developing a comprehensive business budget and perform periodic budget analyses Support recruitment/hiring and on-boarding of new employees, volunteers, self-employed workers Support the CEO with designing business strategies and plans to meet organisational goals Seek ways of improving how the organisation operates Respond to inbound enquiries in a timely manner To be forward thinking and be a part of idea generation and innovations To develop knowledge and ethos of the new service within your team and establish a centre of excellence To promote, manage and develop best practice working routines throughout the team Lead by example to set the standards of conduct and performance in delivering a high level of service and professionalism
FINANCE
Liaise with Finance, HR, and other teams as necessary-review outstanding items and support prompt payment processing. Support budget and finance activity including purchases, credit card reconciliation and responding to ad-hoc finance queries. Check and approve supplier invoices for payment; liaise with suppliers to resolve queries and chase outstanding invoices. Maintain an asset register for laptops/PCs/mobile phones, including allocation tracking and coordination with finance/accounting records.
SYSTEMS & TECHNOLOGY
Act as supplier liaison for IT/telephony/printing, attending review meetings and supporting improvement and replacement planning. Provide first-line IT support for account changes/approvals, equipment faults and onboarding, liaising with external support as required. Coordinate ordering, setup and delivery of IT equipment for new starters and replacement/upgrade cycles in line with budget and business need. Administer telephony users and messaging, including updating answerphone/closure messages (e.g., holiday periods) in line with business need. Provide system administration and user support for the RIO electronic patient record system, including account setup, permissions and password resets. Liaise with the electronic Patient Record (EPR) supplier/account manager and attend internal meetings to review change requests, data issues and service improvements.
MEETINGS & EVENTS
Coordinate room bookings and event logistics (internal and external venues), including invoicing, liaison external teams, printing, refreshments, communications, technology and risk assessment needs. Provide assistance as required to the Policy and Governance Lead in the delivery of high quality support to the Chair of Trustees and Board of Trustees, including but not limited to: scheduling meetings, agendas, papers, disseminating reports, arranging venues, and taking minutes at the Board of Trustees Meetings, Finance and Safeguarding Committee meetings, and undertaking appropriate actions.
DISCLOSURE & BARRING
Oversee the DBS checking process for staff, consultants, trustees and volunteers, including ID verification, complex application support, liaison with DBS/provider portal and approval of DBS invoices. Maintain accurate DBS records and tracking (e.g., spreadsheet log) and ensure timely renewals/updates.
2 HEALTH & SAFETY
Support organisational health and safety activity, including coordinating routine checks, training, logging issues and progressing actions with contractors/providers. Liaise with external health and safety advisers to coordinate annual fire and general risk assessments and associated actions such as fire drills. To be responsible for the day-to-day management of Ethelbert Road (and any other additional buildings ensuring that any health and safety concerns are addressed).
DATA PROTECTION
Act as Data Protection Officer, managing the DPO mailbox and coordinating responses in line with UK GDPR. Manage Subject Access Requests, maintaining a log, preparing documents and ensuring accurate, timely disclosures in accordance with policy and statutory timescales. Manage data breach reporting and escalation, including liaison with the ICO where required. Ensure compliance with data protection and GDPR requirements
MANAGEMENT RESPONSIBILITIES
To manage work allocation within the service adhering to the established protocols. To manage staff within the service, allocating work in line with agreed workloads To provide 1:1 management supervision for all staff within the service To report to the CEO and Board of Trustees on service activity To discharge Bromley Y duty of care to staff in line with the policies and procedures To ensure that all staff keep accurate and appropriate records, providing information for monitoring and evaluation as required by Bromley Y policies and procedures and in line with good practise. To ensure that all staff in the service comply with all organisational policies and procedures and the staff Code of Conduct. To identify staff training requirements and to lead, participate in and actively contribute to individual supervision, training and team meetings as required. To ensure staff work in accordance with the Bromley Y s objectives, values and policies. Lead and promote the work of Bromley Y and encourage positive understanding, awareness and attitudes To provide support and guidance to others with the aim of improving skills, and knowledge To lead and participate in team and service meetings as required. To contribute to the evaluation of all areas of service delivery, client and professional satisfaction and the impact of interventions.
EDUCATION AND TRAINING
Identify training needs across the supervisees. Attend locally and nationally organised training appropriate to the work role To ensure knowledge and skills are continuously developed and maintained at a high level of competence. To identify training needs through supervision and personal development plans. To deliver training services/workshops and to take part in their evaluation.
RESEARCH AND DEVELOPMENT
To contribute to establishing essential networks, knowledge base of resources and maintain links with relevant community organisations. To contributing to identifying service needs and gaps across with regard to childrens mental health and wellbeing. Develop skills in service evaluation and audit to ensure the overall development of the service.
GENERAL
Keep accurate and appropriate records, providing information for monitoring and evaluation as required. Participate in, and actively contribute to, individual supervision, training and team meetings as required. Work in accordance with the service’s objectives and values. Comply with all organisational policies and procedures, and in particular to ensure safe, fair and responsible working practices Undertake duties to ensure the health and safety of post-holder, colleagues, service users, volunteers and visitors. Work flexibly, being prepared to perform other duties commensurate with the role. Actively support and promote any fundraising activities as part of the day-to-day duties. Promote the work of Bromley Y People and encourage positive understanding, awareness and attitudes towards emotional wellbeing and mental health. Work at all times to promote equality, diversity and individual rights. Work alongside and ensure active service user participation in all aspects of work, including monitoring of activities. To participate in the development of local safeguarding child protection, joint agency procedures and other relevant local procedures.
PEOPLE MANGEMENT
Line-manage the Business Support Team, ensuring appropriate supervision, carry out regular line management meetings, performance management and staff wellbeing support. Ensure adequate reception/welcome room and telephone cover, including planning for leave and sickness to meet business needs. Act as an escalation point for complex queries (phone, email, welcome room), and for supplier, equipment and building issues. Chair regular Business Support Team meetings and ensure actions are followed up. Provide mentoring, guidance, coaching and support to team members Identifying gaps in team members knowledge and arranging training to support continued professional development/knowledge Managing minor issues of poor conduct and performance through Advice & Counselling Identifying if staff would benefit from a Wellness Action Plan to support their wellbeing in the workplace Managing sickness absence including carrying out return to work interviews Managing holiday requests ensuring operationally feasible in line with service needs Leading and carrying out appraisals including setting and monitoring SMART performance objectives o Managing the administration and welfare of the team, including induction and continuation training, probation, Involvement in recruitment and selection for team members and new employees on boarding Communicating business developments and objectives to team members Report to CEO with regards to team and individual performance, conduct and welfare
South London and Maudsley NHS Foundation Trust
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