Deputy Performance & Administration Manager – Surrey Prisons

Job Overview

Central and North West London NHS Foundation Trust is a Top Employer Award Winner and works in partnership to provide responsive and dependable primary care, mental health, intellectual disability and substance misuse services to the diverse and culturally rich communities we serve.

In our quest to deliver patient-focused quality care we are looking to recruit a highly motivated, innovative and enthusiastic Deputy Performance and Administration Manager to join our forward thinking, friendly and expanding Health & Justice team working across Surrey Prisons.

The post-holder will work closely with the Performance and Administration Lead in Surrey managing the whole administration cohort which supports Primary Care, Mental Health & Wellbeing and Substance Misuse services.

By joining our Prisons Health Care Team, you will be supporting clinical teams looking after the healthcare needs of our patients residing in secure environments, and contributing to making a real impact on promoting health and well-being. Our healthcare services work to a 7 day week working model, to ensure our patient's healthcare is managed and maintained to the highest of standards at all times.

Why not see what our staff say about working within our award winning teams: https://www.cnwl.nhs.uk/health-and-justice/find-out-what-its-work-health-and-justice

Main duties of the job

• The post holder will use their own initiative and take responsibility for management and delivery of high quality administration support to Surrey prisons healthcare teams.
• The post holder will also support and co-ordinate projects within Surrey prisons as identified by the Service Leads/Performance and Administration Lead and will take the lead in managing these projects as necessary.
• The post holder will manage the admin teams and provide support to ensure smooth running of the administrative function for Surrey prisons healthcare.
• The post-holder will ensure that all reporting deadlines both internally and externally are achieved and will work with the Performance and Administration Lead to plan for these on a monthly, quarterly and annual basis.
• The post holder will be an active member of the Senior Administration Team and contribute towards the overall management and planning of the performance and administration provision.
• A key expectation of the post-holder is the application of best practices to ensure consistency of operation across all administrative support areas.
  
  

Working for our organisation

CNWL offers its staff ongoing career progression through:

• Monthly supervision
• Annual personal development plans/appraisals
• Access to exciting internal and external training opportunities.
  
  

Excellent progression through various career pathway opportunities such as but not limited to:

• Preceptorship Programme
• Support and guidance with Revalidation
• Hidden Gem and annual award ceremonies
  
  

Excellent staff benefits, our benefit packages are amongst the best in London and include:

• Health and wellbeing services
• Season ticket loans
• Cycle to work scheme
• Relocation package
  
  

The trust also values its staff and you are entitled to become a member of MyTrustBenefits. MyTrustBenefits is an online portal for all CNWL staff, as well as their family and friends. It offers over 1400 discounts at hundreds of retailers nationwide. Save money on your weekly food shops, toiletries, cosmetics, cinema, meals out, holidays, travel and entertainment. You can also access free online courses on a variety of topics, professional and personal, ranging from business management, languages, law and teaching.

All of our sites in Surrey offer free use of the onsite leisure facilities and free parking for staff.

Detailed Job Description And Main Responsibilities

Please see attached JD&PS for full details of duties and responsibilities.

• Business and Project Support:
• Co-ordinate the delivery of various small to medium-sized projects associated with the implementation and development of the service. This will include planning and undertaking a broad range of activities in line with project requirements and engaging relevant staff as appropriate
• Contribute to projects as a member of the project groups, taking a lead role in co-ordination where appropriate.
• Provide local level reports and data to Service managers:
• To support the Performance and Administration Lead in maintaining data quality in the service, undertaking regular audit and implementing projects as necessary to improve data quality, involving other team members as required.
• Human Resources:
• In conjunction with the respective administration team managers, to participate in the recruitment and induction of the administration staff within Surrey prisons
• Set objectives and review performance of administrative team managers, identifying individual training and development needs and promote continued personal and professional development.
• Finance and Procurement:
• Manage the procurement of furniture, equipment, and stationery for the service, and support other teams with this function
• Maintain oversight of the processing invoices/bills for payment in accordance with local procedures.
• Staff management:
• Line management responsibility for all administrative and clerical staff supporting the Surrey Prisons service in close collaboration with the service operational leads.
• Line manage and supervise the local administration team managers and other members of the admin team where required.
• Communication:
• Act as an ambassador for the service, thereby utilising a range of highly developed interpersonal and communication skills in all aspects of the role. Communication with stake-holders including sub-contracted services.
• Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary
  
  

Person specification

Other

Essential criteria

• The post holder must have the ability to understand and implement the equal opportunities policy at a level appropriate to the job.
  
  

Responsibilities for Human Resources

Essential criteria

• Responsible for the support in managing staff in relation to HR policies
  
  

Planning Skills

Essential criteria

• Excellent organisational skills to be able to plan and prioritise workload to meet tight deadlines and deliver agreed objectives within agreed timeframes
  
  

Analytical Skills

Essential criteria

• Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressurised situations
• Experience of using IT skills to produce complex information via reports and presentations
• Ability to analyse situations and problems and make sound judgements, sometimes in difficult or pressurised situations
• Make decisions on difficult and contentious issues where there may be a number of courses of action
• Good numeracy skills with ability to interpret and understand financial concepts
  
  

Communication Skills

Essential criteria

• Excellent interpersonal and communication skills, creative and confident to be able to build good working relationships within the wider team
  
  

Previous Experience

Essential criteria

• Experience in providing professional guidance and advice on administrative systems and processes
• Understanding techniques used to manage performance and ability to create robust management and development plans
• Experience of the delivery of objectives and priorities within a constantly changing environment
• Knowledge and experience in project management
• The ability to produce reports and statistical data for senior management
• Experience dealing with people at all levels including external agencies
• Evidence of robust decision making with an ability to act on own initiative and independently
• Experience of effective communication with service users with mental health problems and effective communication with carers
• Excellent knowledge of Microsoft Office packages including Outlook, PowerPoint, Excel
  
  

Desirable criteria

• Experience of using clinical systems including SystemOne
• Previous experience of working within either a Prison, Healthcare or similar setting
• Understanding of the structure of the NHS and current issues facing NHS Trusts
• Experience of Audit and Statistical analysis
  
  

Education & Qualifications

Essential criteria

• Educated to degree level or relevant experience of working at a similar level in specialist area
  
  

Responisbility for Service Development

Essential criteria

• Ability to understand and implement service improvements working with others, to achieve efficiencies
• Propose policies or service changes in response to the needs of the service
• Develop and implement related business policies across the service
• Ability to manage and develop paper and electronic based information systems in line with best practice in records management