The Deputy Operations Manager is responsible for day-to-day operational management of the Portman Clinic, a remote site, ensuring a smooth and effective service. In addition, they serve as line manager of the administration team for the Portman, Forensic CAMHS and Returning Families teams - ensuring supervision, job planning and regular appraisals for the band 4 administration team.

They ensure that the delivery of administrative tasks and support is of a consistently high standard and that problems are addressed in a timely fashion and that data is readily available, shared and accurate. They also serve as the first point of contact to respond to patient enquiries and complaints, as well as holding some non-pay finance responsibilities.

Where appropriate the Deputy Operations Manager, in collaboration with the Operations Manager, will effectively manage change within administrative services to actively support clinical service delivery.

Main duties of the job

Some duties and responsibilities of the role. Please see JD/PS for full list of duties.

Line management of all Administrators based within the Portman Clinic.

Conducting regular 1:1 monthly management supervision of all direct reports.

Ensure appraisals of all administration staff in your reporting line are conducted annually, and reviewed semi-annually

Being able to speak to patients who self refer who, due to the forensic nature of the service, may be aggressive, agitated or who may talk in detail about highly emotive or extremely graphic and disturbing behaviours such as paedophilic offences or rape.

The post holder will be expected to be able to have sophisticated interpersonal skills in order to interact calmly with these patients.

To be aware and mindful of risk and crisis and to escalate concerns to clinical staff.

Supporting the Lead Clinicians in the identification of innovation and new ways of working.

Recruitment of new administrators.

Approve annual leave of all administration staff ensuring that cover is provided across teams at all times.

Conduct return to work interviews following sickness absence of direct reports including referrals to occupational health where necessary.

Responsible for the authorisation of expenses claims forms and the management of agency and Bank time sheets and approvals.

Management of staff performance and disciplinary issues within the administrative team.

To respond to daily problems and ensure issues are swiftly resolved.

About us

The Tavistock & Portman NHS Foundation Trust is a specialist mental health Trust with a focus on Training and Education alongside a full range of Child, Young People and Family Mental Health Services and Psychological Therapies. The Trust is committed to improving mental health and emotional wellbeing, believing that high quality mental health services should be available for all who need them.

The Portman Clinic:

The Portman Clinic was founded in 1933 for the specific purpose of studying and treating delinquency with psychoanalytic psychotherapy. Since 1948 the Portman Clinic has been an NHS outpatient clinic which offers assessment, treatment and management for children, adolescents and adults, male and female, who engage in delinquent, criminal or violent behaviour or who consider themselves to be suffering from compulsive sexual impulses which compel them to act in a way which may cause distress or harm to themselves or others.

Forensic Children & Adolescent Mental Health Service (FCAMHS)

The Forensic Children & Adolescent Mental Health Service (FCAMHS) is a consultancy liaison community outreach service providing specialist consultant, assessment and liaison and training to the North Central and North East London.

Returning Families

The Returning Families Unit was set up to address the mental health needs of British children returning from Syria and their families to support their return and rehabilitation. It is commissioned by the Home Office.

Job description

Job responsibilities

Please see the attached Job Description and Person specification for more information on the role requirements and duties.

Person Specification

Qualifications

Essential

• Educated to degree level or equivalent

Desirable

• Management or leadership qualification

Experience

Essential

• Significant experience in administration in an office environment
• Significant experience of working in an NHS or medical institution
• Experience of collecting, reporting and analysing data
• Led or participated in project or service initiative

Desirable

• Previous experience of leading an administration or operations team

Skills

Essential

• Excellent standard of typing skills
• Ability to write, present and report to a high professional standard using a variety of computer programmes, Word, Excel, PowerPoint etc.
• Excellent communication skills, both verbal and written
• Highly skilled in minute taking
• Demonstrates ability to take on financial responsibility e.g. the management of agency and bank time sheets, expenses claim forms etc.
• Ability to converse with patients by telephone and in person with tact and sensitivity, on occasion this may be with patients or service users who are distressed or angry

Knowledge

Essential

• Can demonstrate a significant level of leadership qualities, eg. integrity, honesty, active listening, self-confidence and ability to delegate
• Experience and knowledge of using computer databases

Personal Attributes

Essential

• Able to demonstrate a commitment to and desire to live by the Trust's values
• Demonstrates a professional and positive approach
• Ability to work under pressure
• Ability to deal with material that is often graphic and potentially distressing in nature

Other

Essential

• Ability to work on own initiative and maintain confidentiality
• Ability to prioritise and organise tasks
• Ability to work collaboratively with others and build relationships
• Ability to work under pressure
• Is able to collect and report data accurately
• Understanding of equal opportunities

Employer details

Employer name

Tavistock and Portman NHS Foundation Trust

Address

Portman Clinic

8 Fitzjohns Avenue

London,

NW3 5NA

Any attachments will be accessible after you click to apply.

260-TP-834