Overview
Administrator Jobs in Milton Keynes, England, United Kingdom at Central and North West London NHS Foundation Trust
Title: Administrator
Company: Central and North West London NHS Foundation Trust
Location: Milton Keynes, England, United Kingdom
Job Overview
ARC-MK help people over the age of 18, residing in Milton Keynes, who want to break a cycle of addiction to substances or long-term alcohol addiction. We offer a variety of psychosocial and clinical interventions to support clients throughout their treatment journey.
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
- To provide comprehensive administrative and personal assistant support to the senior manager, including management of diaries, co-ordination of meetings, drafting correspondence, photocopying and filing.
- To be responsible for providing administration, secretarial, data, reception support to the service
- The post holder will be required to supervise other administrative staff; sharing a pooled workload for the management offices and providing cover for leave purposes as necessary.
Working for our organisation
The Addictions Directorate within CNWL Foundation Trust is a large, well-established provider which offers a wide range of specialist NHS drug and alcohol treatment interventions to the diverse and multicultural populations in Central and North West London. Our drug and alcohol services include community services, 1 in-patient service. We also run national Gambling and Gaming Services, Smoking Cessation services and a Club Drug Clinic.
Our substance use services are dedicated to helping reduce the harm caused by substance use dependency; helping people overcome their dependency on substances and helping clients and their families rebuild their lives and enable recovery. We are committed to working in partnership with other providers and service users in local systems of treatment and recovery.
CNWL is committed to providing high quality, evidence-based treatment options and is a learning organisation which promotes staff competence and training and values clinical governance, audit and research. We are linked with Imperial College, University of London and are committed to evaluating our services and developing new and innovative approaches.
Job Purpose
Detailed job description and main responsibilities
- To provide comprehensive administrative and personal assistant support to the senior manager, including management of diaries, co-ordination of meetings, drafting correspondence, photocopying and filing.
- To be responsible for providing administration, secretarial, data, reception support to the service
- The post holder will be required to supervise other administrative staff; sharing a pooled workload for the management offices and providing cover for leave purposes as necessary.
Main Duties & Responsibilities
Secretarial
- To provide a comprehensive secretarial support to the senior manager.
- Assist in the co-ordination of staff supervision and appraisals.
- To maintain a database of all complaints within the service, ensuring Trust PALS and complaints process are adhered to.
- To ensure that telephone calls, correspondence and direct contacts with callers are dealt with in an appropriate and professional manner, using judgement and discretion where necessary.
- To act as a secretary at meetings, including the production of agendas, taking and circulation of minutes.
- To be able to prepare documents by copy or audio typing using Microsoft office software (letters, memos, reports etc) for approval as directed, ensuring that all policies and procedures are adhered to.
- To be fully conversant with computer packages, promoting good presentation, including word-processing and spreadsheets.
- To arrange meetings and training events for the team as and when required.
Administrative
- To ensure day-to-day management of the office and administrator functions and the development, implementation and maintenance of office practices and procedures (Filing, photocopying, faxes etc).
- To liaise with internal and external suppliers and place orders for non-clinical equipment through e-procurement on behalf of the service.
- To be responsible for the control and management of petty cash and outpatient fares system. To maintain accurate financial records ensuring that the Trust’s standing financial instructions are complied with.
- To set up, administer and maintain statistical information and data using a spreadsheet, database or dedicated by the service or Trust information system ensuring that all information is readily available for presentation and use on a regular basis.
- To arrange for the completion of timesheets for staff in the service, keeping a record of their annual leave, sickness, study leave and any other authorised or unauthorised absence from CNWL.
- To support and where appropriate take the lead on projects relevant to the department, for example organising conferences.
- To prioritise own workload according to service needs and to manage conflicting priorities.
- To understand health and safety regulation and assist in maintaining a safe environment for visitors to the service in accordance with fire, health and safety procedures.
- To monitor phones and reception as indicated by service need
- To service meetings on behalf of the Consultant, Sector Managers and Team Co-ordinators including the production of agendas, taking and circulations of minutes. Management of resources
- To line manage temporary and permanent administrative staff in keeping with the Trust’s supervision and appraisal policy.
- To manage and support service users as part of the User Employment programme.
- To work collaboratively with the PA/Administrators for the other sectors & departments as part of a team, ensuring that cover is provided in the event of absences taking reasonable steps to reduce the use of agency staff.
- To be responsible for arranging the maintenance of office equipment within own area.
- To authorise petty cash expenditure in line with Trust procedures. Patient Administration
- To respond to referrals, record on case management systems and book patients in for initial assessments
- To be responsible for the input and retrieve of patient details and statistical data into the relevant patient information system.
- To set up and maintain a filing system and to record the movement of patients’ case notes according to Trust policy and procedures. To assist in carrying out a quarterly or annual audit of client case notes and ensure that notes are archived as and when appropriate. To be aware of the Data Protection Act.
- To provide helpful and respectful service to clients.
- To ensure that confidentiality of client related information is maintained through careful and secure systems of work.
- To issue travel tickets/fares for clients in line with the onsite policy on client fares.
Communication
- Trust Head Quarters and central servies
- The ARC MK multi-disciplinary team
- To liaise with statutory and non-statutory services of CNWL NHS Trust and Milton Keynes and the general public, in relation to the provision of services: Visitors/Public – Non-clinical advice and information about the service Trust staff – receives and provides information relating to service General Practitioners – receives and provides information relating to the service Outside agencies – social services, voluntary organisations – receives and provides information relating to the service Services users and carers
Training
- To participate in local induction of new employees to the team.
- To participate in the Trust’s supervision and appraisal programme.
- To undertake any necessary training that is required to fulfil the objectives of the post and enhance personal knowledge and development.
- To deliver training to staff team in case management systems and data recording
Person specification
Education And Qualifications
Essential criteria
- GCSE or other equivalent qualification
- RSA III or NVQ III or equivalent secretarial experience or relevant qualification / experience
Desirable criteria
- Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL
Previous experience
Essential criteria
- Relevant qualification / experience plus previous secretarial / administrative experience.
- Experience of diary management
- Experience of project, events or conference management
- Experience of providing receptionist duties and dealing with members of the public and service users, both face to face and on the phone
Desirable criteria
- Experience of working in health or health related environment
- Experience of staff supervision / management
Skills and knowledge
Essential criteria
- A comprehensive working knowledge of the use of Microsoft Office software – word, excel, powerpoint and access
- Must be numerate and able to provide statistical data clearly and accurately
- Excellent communicate skills in English, both verbally and in writing
- Ability to learn new skills and adapt to change
- Ability to work positively as a member of a team
- Demonstrate effective organisational ability over a wide range of tasks: e.g. filing, diary management, record keeping and statistics
- Confidence to work on own initiative and to consult as needed.
- Ability to work under pressure
- Ability to maintain confidentiality appropriately and understand the issues involved
- Ability to treat service users with respect and dignity at all times, adopting a holistically sensitive approach, which considers the needs of the whole person
