Business Development Coordinator

Our Westminster Way is the council’s commitment to our staff and shapes how we work. It is underpinned by four principles:

• Everyone is a Leader – We take ownership and empower others.

• Everyone is Valued – We respect and celebrate diversity.

• Everyone is Connected – We collaborate across teams and communities

• Everyone Impacts Communities – We focus on improving lives. Our Westminster Way 

Main Purpose of the Role:

• To provide leadership in the business service area within community  mental health services, ensuring efficient and robust processes exist to support the requirements of service users, reporting directly to the Service Development Manager. 
• The post holder will work as part of a dynamic team in delivering an effective service supporting managers across the community mental health services. 
• To provide high quality service, initiative and administrative support including information and analysis. 
• To undertake reporting and analysis of information to support delivery. 
• To recruit, lead and manage a team of administrators who are responsible for delivering a high quality efficient administration service to support the smooth running of a large and diverse range of clinical services within Adult Social Care & Health Community Mental Health Services.

The post holder will be an active member of the Community Mental Health Teams and contribute towards the overall management and planning of the administrative function of the community mental health teams.

1. To have a comprehensive knowledge of health and safety regulation and maintain a safe environment for clients and visitors to the site in accordance with fire, health and safety procedures. This includes fire drills, personal alarm allocation and checks, emergency coordination in conjunction with other 

managers. 

2. To be responsible for the continual review and evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made. 

3. To ensure administrators are focused on the delivery and maintenance of quality customer care and services at all times within clinical Services. 

4. To be responsible for ensuring clear communication to social care managers and administration services. 

5. Forge and strengthen links with key stake holders throughout the borough. 

6. To ensure a high level of administrative support is provided to all social care community mental health services, liaising with clinicians, patients, referring parties and other administrative staff. 

7. To ensure and be responsible for, training, induction, day to day management, supervision and annual appraisal of administrative staff.

8. To support in the triaging of new referrals into community mental health teams ensuring service users are sent to the appropriate team or sign posted without delay. 

Administration Team and Process Management 

1. Plan, co-ordinate and manage the work load within the administration team, monitoring delivery of the workflow ensuring an efficient and effective admin service is provided to all community mental health teams in a timely manner. 

2. Manage the process of rota planning and flexible working within the team to ensure that work flow is managed at all times. 

3. Create a staffing plan to recruit & develop admin staff in line with changing business needs and budget, undertaking all recruitment tasks; sitting on interview panels and inducting new members of staff. 

4. Plan and manage effectively and efficiently administrative processes and information requests/cascades on behalf of managers and team leaders. Coordinating actions and reporting as appropriate. 

5. Responsible for ensuring all clinical statistical data is collated and entered correctly to ensure accurate and efficient reporting of Key Performance Indicators for Westminster City Council (WCC)

6. To be responsible for various data extraction queries for WCC. To gather this information and be able to manipulate it in order to produce meaningful reports. 

7. Co-ordinate the starters induction and leavers processes of admin personnel; liaising with HR as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards.

8. Evaluate, monitor and ensure skills are developed within the business support team to undertake the more complex/confidential tasks to be delivered including the development of reports, documents, graphs, data collection/ spread sheets, carrying out regular audits and analysing the information. 

8. Propose and develop administrative procedures and policies in line with changing needs of the service

9. Plan, manage, co-ordinate and monitor projects as and when required. 

10. Ensure that appropriate level of stationary, office supplies,  clinical equipment and materials are available to meet administration and clinical team needs, and ensure that stocks are stored securely with effective stock monitoring in place. 

11. Ensure that individuals within the admin team are delegated and fulfil responsibilities as local fire officers to co-ordinate evacuation procedures, first aid procedures and health and safety procedures. 

12. Be aware of the emergency planning policy and business continuity plan for sites and comply with prescribed actions in the event of an emergency. 

Training 

1. To identify and take responsibility for own learning requirements in relation to the provision of an efficient service. 

2. To maintain and continually advance own knowledge of and skills in using Microsoft Office software packages, Mosaic and any other appropriate system programmes. 

3. To keep up to date with relevant developments in administrative systems, processes and mental health services. 

4. To attend statutory and mandatory training to maintain compliance. 

5. To participate in and deliver relevant on the job training, as required. 

6. To foster a learning culture by ensuring that lessons are learnt from mistakes and near misses.

Communication 

1. Communicate complex or sensitive information both internally and externally in line with the information governance policy. 

2. Co-ordinate the Subject Access Requests for the service.

3. Ensure that the team present a positive image of K&C mental health services as a first point of contact for clients and external stakeholders. 

Performance Management 

1. To ensure accurate and clear records are maintained by the team. 

2. To work autonomously within departmental guidelines, seeking advice when necessary. 

3. Ensuring compliance of own Performance reviews/appraisals and administration teams. 

4. Audit and analyse performance data and present to senior managers to evidence achievements to targets. 

5. Implement and monitor annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the administration team. 

Financial Responsibilities 

1. Ensure that invoices for goods and services received are processed for payment from the correct cost centre expediently to enable payment to be made within terms and conditions 

agreed with each supplier. 

Experience

A comprehensive working knowledge of the use of Microsoft Office software – Word, Excel, PowerPoint and Access. 

• Experience of analysing data and use of Tableau 

• Experience of audio typing. 

• Knowledge and understanding of mental health or medical terminology 

• Fast and accurate typing (minimum 50WPM). 

• Must be numerate and able to provide statistical data clearly and accurately. 

Qualifications 

Essential: 

• Educated to a diploma level or NVQ level 4 or equivalent experience

Recognised qualification in the use of computer software e.g. Microsoft Word, Excel, Access, ECDL.