Job Description

The Quality Centre ( QCen ) is our Trust vehicle for working with staff, patients, and carers, alongside colleagues at Kings College London and Kings Health Partners, to drive improvement, innovation and value-based commissioning in mental health care. All our work is underpinned by the principles of collaboration, inclusion, shared learning and the use of data intelligence to achieve our vision of optimising health outcomes for the populations we serve, whilst bringing together our learning for wider benefit. The Quality Centre is led by the Chief Medical Officer and Chief Nursing Officer and comprises of 3 main areas :



The Trust's Quality Management System



Clinical Effectiveness



Outcomes



The Improvement Service



Quality Improvement



Organisational consultancy and coaching



Evaluation



Audit



Business Support Officer for the Quality Centre is responsible for overseeing the operational and strategic management of the business administration systems supporting the Quality Centre team, and to ensure that resources and facilities are managed effectively.

They will provide responsive, professional leadership of a high quality in all areas of administration, health and safety and business management, in compliance with all appropriate Trust policies & initiatives. This will involve close and joint working with the Director of Improvement, Head of Improvement Programmes, Head of Quality, Head of QI and Head of SLaM Partners, as well as their teams.



They will manage the business management and daily administration of the Quality Centre functions, and provide diary management for the Director of Improvement, being the main point of contact for professionals and clients contacting the Quality Centre.

About the location:

Our Trust headquarters is located at Denmark Hill less than 5 minutes from the train station (zone 2) . We also provide services and operate across other locations, such as London boroughs of Croydon, Lambeth, Lewisham and Southwark; and substance misuse services for residents of Bexley, Lambeth, Greenwich and Wandsworth. The team base is at the Maudsley and this is an in person role . Travel will be required across sites.

Key Responsibilities:

1) Financial Performance Management:

manage the process/authorise invoices maintaining and using the electronic payments system



responsible for ensuring that Standing Financial procedures are followed, progress reports are produced and that the ordering of and payments for goods follow the appropriate procedures



investigate any discrepancies on the non-pay budget and liaise with the directorate senior accountant to resolve these discrepancies



manage the establishment control system and ensure that all new staff are placed on the payroll, leavers are terminated and that all changes in staff hours, place of work etc. are sent to the Finance Department, ensuring financial control and budgetary integrity of the Improvement Service and Quality Centre



responsible for the four weekly completion of the eRoster system, ensuring that annual leave is approved appropriately to meet the needs of the services, sickness is recorded, and the roster is finalised to payroll on time

Information/Performance Management:

ensure that data quality standards are achieved for all client records



review, maintain and analyse performance reports to ensure that the Improvement service and Quality Centres team performance is measured against the key targets



actively promote standardised information sources across the service



collate, analyse and present performance and activity data and implement actions to improve data quality



update and maintain Sharepoint as required

Management of Administrative Staff ( as required ) :

manage and provide professional leadership to the team administrator



conduct supervision and appraisals



manage poor performance , absence and discipline breaches in line with the Trusts policies and procedures



manage the recruitment process, including the local induction orientation programme



monitor and review roles and performance to develop and retain competent, motivated and committed staff



act as a point of specialist advice with regard to business information, administrative and policies and procedures within the service



lead and implement regular reviews of administration support within the service, using a problem solving approach to identify alternative ways of working, where appropriate , to ensure resources are used effectively and targets met



4) General administrative tasks



produce accurately typed reports and correspondence for team members from written notes and audio tapes when required



regularly update and manage Excel databases/spreadsheets when required



liaise with other staff within the Trust and also external organisations to manage the arrangements of interviews, meetings and focus groups



manage the library and carry out searches to gather background information to inform consultancy projects



maintain the filing system and update information regularly on data bases



take minutes/actions of meetings when required and to ensure that these are typed and circulated



contribute to the co-ordination , booking and preparation of events

5) Supporting development programmes:

be the first point of contact for enquiries and bookings for development/training programmes



identify and book suitable venues for development/training programmes



produce and circulate information pertaining to development/training programmes



maintain a referencing system for development/training programmes



maintain a database of attendees on development/training programmes



co-ordinate and manage participant numbers of development /training programmes

6) Psychometric tools:

manage contracts with different psychometric tool providers, including ensuring sufficient credits are available to support specific activities (e.g. recruitment, development programmes, coaching, team development) , as required



manage costs associated with psychometric tools (i.e. cross-charging internal clients; invoicing external clients)



manage requests for psychometric tools, ensuring reports are available by agreed deadlines

7) Project Management:

contribute to the development and improvement of the service through taking the lead role on appropriate projects . Examples of projects may include: audit and review of administrative processes, development of programme booking systems, room booking systems, compliance with agreed systems and processes for files

8) Estates & Facilities:

manage and maintain the offices and ensure that effective systems are in place to make sure that any problems are dealt with promptly



be the identified lead for health & safety and fire issues. This includes co-ordination of staff fire training in line with Trust policy; maintenance of the fire log book and arranging for fire drills to be conducted

9) Health & Safety:

responsible for ensuring the completion, collation and timely submission of all Health & Safety documentation



responsible for putting together a local health & safety action plan, policies and procedures, as required, to ensure that the offices adhere to health & safety legislation



responsible for escalating an issues to the Directorate Health, Safety & Fire Committee

10) Communication:

represent the service at various meetings

Personal Specification:

Qualifications



Essential Requirements



Evidence of training for administration roles



Evidence of continuous professional development



Desirable Requirements



Experience



Essential Requirements



Working in an office environme nt supporting senior management



M anaging health an d safety procedures



Supervising/managing administrative staff



Recruitment and selection of administrative staff



Desirable Requirements



Experi e nce of working with AI systems, such as Co-pilot



Development and maintenance of electronic data collection systems



Knowledge / Skills



High level of competency in the use of Microsoft Office 365



Competent in the management of budgets and financial control systems



Excellent communication skills both verbal and written, with the ability to negotiate and liaise at all levels



Ability to plan and prioritise workload and work to deadlines



Ability to work under pressure and in potentially stressful situations



Ability to think strategically, plan, implement and review



Self-motivated, enthusiastic and have a high standard of personal performance.



C alm and approachable



Able to cope with demanding and unpredictable work pattern



Able to use computer technology for sustained periods



Flexible approach



Desirable Requirements