Operations & Mental Health Act Manager

Schoen Clinic York House are recruiting an operations & mental health act manager to join their team on a full time, permanent basis.

The post holder will oversee the daily workings of the service and plan, manage and implement schedules of work to ensure deadlines are met. The role will be responsible for overseeing a high-quality standard of work from contractors whilst ensuring costs are controlled and the service is able to run effectively and efficiently to meet the expectations and needs of our service users.

Principle Duties

Key Accountabilities 


  • Work as part of the Senior Leadership and Management Teams to help promote a company culture that encourages open communication and positive relationships.
  • To carry out any other duties within the scope, spirit and purpose of the job as requested.
  • As part of the Senior Leadership Team provide weekly, monthly and quarterly reports as part of hospital and corporate operations and governance functions, and attend relevant meetings.
  • As part of the Senior Leadership Team, lead on managing and providing information for quality reports, NHS contractual returns and regulatory inspections.
  • Build, develop and maintain positive relationships with referrers, commissioners, inspectors, the Landlord key stakeholders both internal and external to the business, and any other organisations as required.
  • Oversee and manage the Referrals, Admissions and Discharge (RAD) process in collaboration with the MDT and referring parties. 
  • Oversee and ensure that relevant and accurate information is gathered from referrers for review  by the clinical teams to support the decision making process.
  • Oversee the maintenance and records of all referrals, admissions and discharges to the York services and make such information available for hospital meetings.

Managerial Responsibilities

  • Oversee and manage the seamless running of the Care Program Approach (CPA) process.
  • Ensure mandatory training is completed by supervisee’s in accordance with the timescales set out.  
  • Attend relevant meetings appropriate to the role level and carry out any actions arising from these meetings in a timely manner.
  • Line manage the clinical administrators, providing support, induction, training, supervision and appraisal as appropriate, including arranging cover when necessary. 
  • Determine suitable delegation of tasks to clinical administrators and oversee and support quality and completion of tasks.
  • Provide cross cover for other administrative roles and duties in the event of holidays, sickness/absence or other extenuating circumstances.
  • Lead on, manage, oversee and maintain a log of compliments and complaints and support other managers to action and response within agreed deadlines and timeframes. 
  • Work with the Quality Manager to provide support on local audits in relation to MHA/MCA/DoLS.
  • Represent the organisation at relevant regional meetings, and use these resources to support in organisational development. 

Administrative and Operational

  • Oversee the processing of invoices and follow up with the relevant parties as needed.
  • Ensure all invoices are authorised and coded correctly as part of processing.
  • Record and administer use of company credit card.
  • Maintain datasets, audit results and quality compliance in line with NHS contracts and regulatory requirements, and making this information available following ratification upon appropriate request.
  • Oversee the maintenance of patient electronic records system. 
  • Oversee and ensure all legal and regulatory documents are filed and monitor compliance with laws and regulations where relevant to this role.
  • Develop, implement, monitor and review policies and procedures relevant to this role, for example MHA, MCA and DoLS in collaboration with the team.
  • Support in the management of budgets and costs effectively in respect of all aspects of the role e.g. training, contractors, catering.
  • Oversee liaison with service providers for systems including IT, Telephone, access control and, where appropriate, provide training for staff in the use of the systems.
  • Oversee the contracts for facilities; i.e. maintenance, housekeeping and catering to ensure work schedules are adhered to and standards maintained in accordance with SLAs.
  • Support in ensuring any additional contractors are arranged as needed and that work is carried out appropriately. 
  • For any additional contracts ensure that Safeguarding practices are adhered to with regards to works in service user areas.
  • Support with overseeing installations, repairs and the general upkeep of the building, liaising with the Landlord as appropriate. 


  • Manage own workload and activities, adjusting in response to demand and changing priorities. 
  • Maintain confidentiality with regards to patient records and other hospital/organisations sensitive information.
  • Attend relevant training courses both internally and externally to maintain professional development. 
  • Carry out any other reasonable duties commensurate with the role as delegated or requested by the Hospital Director as the needs of the service require.

Mental Health Act Manager

  • Interpret legislation and case law in order to provide specialist advice in relation to Mental Health legislation such as The Mental Health Act 1983 (as amended 2007) (MHA), The Mental Capacity Act 2005 (MCA), and the Deprivation of Liberty Safeguards (DOLS) (to become Liberty Protection Safeguards, LPS).
  • Ensure legislation is implemented in accordance with the relevant Codes of Practice, requirements, and national and government guidelines.
  • Act on behalf of the Hospital Managers’ hearings and ensure implementation of Mental health legislation. 
  • Oversee and manage the initiation of and attendance to Managers Hearing and MH Tribunals and provide specialist advice and support to clinicians and Hospital Managers on points of law with regards to detained patients, and keep an accurate record 
  • Assure the upkeep of patient MHA files including section paper scrutiny, receipt, validity, renewals and new detentions, and advising/seeking advice on the legality of documents, and arranging rectification of errors are completed in compliance with the relevant legislation and codes of practice
  • Oversee and manage a log of detained patients or those subject to DoLS, and ensure the upkeep of legal status is fulfilled. 
  • Oversee and manage the initiation of MHA assessments, and/or Second Opinion Approved Doctor (SOAD) requests and visits, and DoLS applications, and support in ensuring these are facilitated within the appropriate timeframes.
  • Respond to CQC MHA Monitoring visits by overseeing coordination and ongoing reviews of action statements.
  • Provide training and advice, design and deliver practice specific MHA, MCA and DoLS training for staff at all levels and Associate Hospital Managers as part of the mandatory training program and on an ad-hoc basis as required. 
  • Take part in the appraisal process of Associate Hospital Managers.
  • To undertake training and development as appropriate to the post and to keep abreast of developments across the profession. 



Schoen Clinic York

Job Type






Closing Date

31 August 2022


Competitive salary with an annual salary review | ​ 25 days holiday + 8 bank holidays | Professional development opportunities | Contributory pension scheme | Enhanced Private Medical | Insurance with BUPA including access to a private GP service, free screening & the inclusion of pre-existing conditions | Eye care scheme with Specsavers | Online benefits portal with high street and online shopping discounts | Cycle to work scheme | Group Life Assurance | Enhanced maternity & paternity pay | Paid emergency leave | Occupational Sick Pay above SSP | Interest free season ticket loans | Employee Assistance Programme with wellbeing support


Key Skills & Experience 

Educational (Essential)

  • Mental Health Act Administrator Qualification or equivalent training or experience
  • Operations Management training or equivalent experience

Educational (Desirable)

  • Health and Social Care Training or equivalent experience

Specific Training, Skills & Knowledge (Essential)

  • Strong understanding and respect for confidentiality 
  • Excellent interpersonal skills 
  • Excellent verbal and written communication skills
  • Ability to manage teams to achieve organisational goals.
  • Be able to present ideas and results to different stakeholders across the business including staff and senior management.
  • Be able to provide project plans and manage multiple tasks effectively and efficiently.
  • Ability to work as part of a team to ensure that the company values are upheld, and its goals are met.
  • The ability to work alone and take a lead when hurdles arise or when tasks require completion.
  • Be able to adapt to the everchanging environment and reacting quickly to meet challenges.

Specific Training, Skills & Knowledge (Desirable)

  • Training or Experience in supervision, coaching, teaching or mentoring

Experience (Essential)

  • Experience of administering the Mental Health Act
  • Experience of detention paperwork scrutiny 
  • Experience of team managing
  • Experience of NHS contracts compliance management
  • Experience of working with NHS specialist commissioning KPI’s, service quality reporting and data set management
  • Experience of managing hospital administration and operations including clinical and non-clinical aspects

Experience (Desirable)

  • Experience of working as part of a senior Leadership Team
  • Experience of project management
  • Experience of implementation of change to meet commissioning needs
  • Experience of service development


  • Self-motivated and self-starter with the ability to prioritise and schedule work independently
  • Highly organised, detail-oriented and analytical
  • Flexible in terms of working times and responsibilities e.g. out of hours work may be required with due notice.
  • Maintains a professional conduct at all times, remaining calm and in control.
  • Has good knowledge and understanding of HR and Recruitment processes