Lead Administrator

Main area Lead Administrator Grade NHS AfC: Band 4 Contract Permanent Hours Full time - 37.5 hours per week (Flexibility to work 08.30-16 30-16 00-17.00) Job ref 213-CORP-

Employer King's College Hospital NHS Foundation Trust Employer type NHS Site Occupational Health Department King's College Hospital NHS Foundation Trust Town London Salary £33,094 - £36,195 per annum inc HCAS Salary period Yearly Closing 21/10/:59

King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in the London Borough of Bromley.

We encourage all our staff to have a healthy work/life balance. In doing so, you can apply for flexible working from the beginning of your employment. We offer a range of options which are designed to suit different circumstances and priorities in line with service requirements.

The post holder will lead on the finance administration for the occupational health (OH) and wellbeing business function. They will also be responsible for the co ordination and supervision of the reception staff supporting the Business and Service Support officer in managing reception provision.

The post holder will lead on all projects relating to estates and facilities for all OH sites co ordinating with relevant stakeholders and organising minor project work as required.

The Lead Administrator will be solely responsible for leading on and delivering administrative support for monthly and annual medical inductions, supporting the OH clinical team in co ordinating new starter lists, arranging appointments and managing follow up lists, alerting medical HR / workforce and OH clinical teams of non attendees.

The post holder will Mentor and provide training and support to the Business Administration and Customer Services Apprentices in the Department.

Please note that this post is only available to King's College Hospital NHS FT redeployees.

Main duties of the job Prepare invoice request forms and recharges on a monthly basis or as agreed. This requires exporting data into Excel from OH database or other (software) package, combining and formatting the data, in order to produce an electronic invoice request form. Act as main point of contact for finance enquiries and investigate discrepancies, liaising closely with Credit Control, Debtors Ledger, Management Accountants.

Maintain the financial monitoring system for departmental invoices received in the department and sent out to finance department. Ensure paper records (or electronic) are held and stored accordingly and assist in any financial audit activities as required.

To be responsible for ordering stationery and specialised consumables as instructed by clinical staff using the Trust computerised system, non stock paper system and/or any other local arrangements. Working within the agreed budget and as instructed by the Head of Nursing and Service Manager.

To lead on any departmental minor projects relating to estates and facilities for the wider service, including the set up of new rooms, clinical and / or administrative at all sites, or projects which relate to service improvements.

The Post holder will work collaboratively with medical recruitment teams and medical HR for Doctor Inductions.

The post holder will be responsible for the co ordination and supervision of the reception staff supporting the Business and Service Support officer in managing reception provision.

Working for our organisation King's College Hospital NHS Foundation Trust is one of the UK's largest and busiest teaching Trusts with a turnover of c£1 billion, 1.5 million patient contacts a year and around 14,000 staff based across 5 main sites in South East London. The Trust provides a full range of local hospital services across its different sites, and specialist services from King's College Hospital (KCH) sites at Denmark Hill in Camberwell and at the Princess Royal University Hospital (PRUH) site in Bromley.

King's is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone's contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust's carbon emissions, waste and pollution wherever possible.

The trust wide strategy Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person centred, digitally enabled, and focused on sustainability, we can take Team King's to another level.

Detailed job description and main responsibilities FINANCE ADMINISTRATION

Processing of all invoices, recharges and expenses claim forms, as designated and ensure the correct cost expense code is allocated in accordance with agreed departmental procedure for all cost centres that fall under OH.

This requires exporting data into Excel from OH database or other (software) package, combining and formatting the data, in order to produce an electronic invoice request form.

Act as main point of contact for enquiries relating to finance and investigate discrepancies relating to incorrect invoicing, liaising closely with Credit Control, Debtors Ledger, Management Accountants, reporting any concerns to the Business and Service Support officer or Business and Information Manager.

Maintain the financial monitoring system for departmental invoices received in the department and sent out to finance department. Ensure paper records (or electronic) are held and stored accordingly and assist in any financial audit activities as required.

To be responsible for ordering stationery and specialised consumables as instructed by clinical staff using the Trust computerised system, non stock paper system and/or any other local arrangements. Working within the agreed budget and as instructed by the Head of Nursing and Service Manager. Ensure accuracy of the orders and liaise with the Procurement department to ensure timely and correct delivery of goods.

Receipt, record and maintain payment records and other financial records in accordance with the Trust's guidelines, policies and procedures and update pricing, as directed. Reporting discrepancies at the earliest opportunity.

Contribute to the development of administrative systems, procedures and protocols for data quality efficiency and data quality improvements.

Undertake ad hoc billing as instructed by the Business and Information Manager to external customers in line with agreed service level agreements or as part of pay as you go customer arrangements.

FACILITIES AND PROJECT PLANNING

To lead on any departmental minor projects relating to estates and facilities for the wider service, including the set up of new rooms, clinical and / or administrative at all sites, or projects which relate to service improvements.

To lead on all areas involving projects relating to ICT development at any of the department's sites. Being responsible for the ordering of computer hardware and telephone equipment within agreed budget.

Being responsible for department signage, room signage and the room allocation board. Working with estates for new signage as and when required.

To be the lead on communications between Estates and Facilities and liaise with key project stakeholders. For example, Head of Property in regards to any works projects across the OH sites.

To be responsible for receipting the delivery of all (not daily clinical or medicine supplies) goods to the department and to ensure that all deliveries are checked.

Ensure Clinical consultation rooms are regularly stocked and maintained according to SEQOHS standards.

SERVICE CO ORDINATION AND SUPPORT

To be the lead for the administration function for the doctors' inductions where OH are required to participate in the clearing and screening of new medical staff, be those monthly or bi annual. Ensure new starter lists are managed, ensure sufficient resources and administrative equipment is available and support clinical staff as required.

Be responsible for any 'follow up' work required by the administrative function to ensure the prompt screening / clearance of medical staff at inductions takes place.

Work collaboratively with medical recruitment teams and medical HR well in advance of large inductions and co ordinate and manage any OH administrative support.

Work with all stakeholders for debriefing activities and work to make changes, to process as necessary, identifying areas of improvements.

In conjunction with the Administration Coordinator ensure that the reception area is always staffed by planning breaks and resourcing when required. Coordinate and manage room allocation for all clinical specialities; specialist nurses, doctors, consultants, walk in patients, vaccination clinics, physiotherapy, occupational therapy and Psychology and undertake responsibility for room allocation on a day to day basis to optimise clinical capacity.
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