Job overview

West London NHS Trust is working in partnership with Central London Community Healthcare NHS Trust (CLCH) to develop a new property management shared service.

The Team Co-ordinator will be responsible for the delivery of all local administrative functions to support the smooth running of the service to support the achievement of key performance indicators/targets including communication with a broad range of stakeholders including Clinical managers and teams, corporate services and external agencies including Facilities Management suppliers, landlords and NHS/system partners , management of stock and use of digital procurement systems, maintenance of accurate records, effective use of data from within electronic records, 

The post holder is responsible for leading and managing delivery of high quality of administrative support to the Team. They will be an ambassador for the service; will be motivated to provide first class administration; in a professional manner in order to support the work of the service and meet strategic and business objectives.

This is an exciting opportunity to part of a newly formed team, requiring a dynamic person centred approach with an ability to deal with a varied and complex portfolio of properties, as well as an ability to understand a broad range of specialist information with experts and non-experts.

There are approximately 350 properties that the team will be responsible for covering eleven London Boroughs and Hertfordshire.

Main duties of the job

• Lead the customer service function of the service, maintaining a detailed and accurate message recording system, taking appropriate action where necessary, and contacting members of the team as appropriate if messages require urgent / early attention.
•  Constantly review the administration process ensuring they remain efficient and cost effective.
•  Work with the service to manage local paperwork and documentation in line with the requirements of the Trust and the team
• Work with colleagues to ensure service information provided to referrers and patients is correct and up to date.
• Responsible for data entry on electronic CAFM (Computer Aided Facilities Management) record system.
• Work with colleagues to design and manage processes to collate satisfaction feedback from users.
• Undertake audits and surveys as requested.
• Participate and be a driver for any project work.
• Manage the office systems and equipment (photocopiers, telephones, franking machines, etc), ensuring these are working correctly and arranging maintenance engineers when necessary.
• Support the locality leadership team with diary management, email management, roster management
• Complete the production of reports and data as required, including supporting with administration of meetings and collation of local data sets
• Deliver the administration of meetings as requested, including sending invites, circulating required documents, producing minutes and action logs, following up tasks delegated to you for completion.

Working for our organisation

West London NHS Trust is one of the most diverse healthcare providers in the UK, delivering a range of mental health and physical healthcare and community services. The Trust runs Broadmoor Hospital, one of three high secure hospitals in the country, with an international reputation. 

Our high secure services care for patients from South of England and we provide low and medium secure services across eight London boroughs. The Trust also provides mental and physical healthcare in three London boroughs (Ealing, Hounslow and   Hammersmith & Fulham). We employ over 5,000 staff, of whom 59% are BME. Our turnover for 2024-25 is over £500m.  

The Trust is rated as ‘Good’ overall by the Care Quality Commission. Forensic services are rated as ‘Outstanding’. 

The Trust is an established partner and contributor in the development of the evolving North West London Integrated Care System and the Integrated Care Board. The Trust leads the NW London Children and Adolescent Mental Health provider collaborative.