Admin Manager

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Detailed job description and main responsibilities

• Provide leadership and supervision to administrative staff, ensuring adherence to policies and procedures.
• Maintain accurate records of staff attendance, leave, and performance.
• Ensure the smooth running of reception and customer-facing services.
• Act as authorised signatory for agreed financial transactions.
• Support service planning by managing resources, rotas, and recruitment.
• Promote effective communication across teams and external partners.
• Uphold confidentiality, equality, and health and safety standards.
• Contribute to service development and ensure administrative systems meet evolving needs.

Person specification

Education/Qualifications

Essential criteria

• GCSEs in English and Mathematics
• NVQ Level 4 in Administration or equivalent experience
• Experience working in NHS, Local Authority, or similar large organisation

Desirable criteria

• Degree-level qualification in a relevant field
• Experience managing staff and supervising teams
• Experience organising and servicing meetings

Experience

Essential criteria

• Minimum 3 years' experience in a senior secretary or senior office administrator role
• Experience working within the NHS, Local Authority, or similar large organisation
• Experience in staff management and supervision

Desirable criteria

• Experience organising and servicing meetings
• Experience working without direct supervision
• Proficiency in Microsoft Office (Word, Excel, PowerPoint)

Skills/Abilities/Knowledge

Essential criteria

• Strong written and verbal communication skills
• Ability to manage and supervise staff, including appraisals and development plans
• Proficient in modern office administration practices and IT systems (e.g., data reporting, filing)

Desirable criteria

• Ability to resolve conflict and handle sensitive situations
• Knowledge of health and safety, confidentiality, and equality policies
• Experience dealing with complaints and service improvement initiativ

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

We encourage applicants to contact the hiring manager before their interview, if they have any questions about the role or the process. This is a great way to get clarity and prepare effectively for the interview.

Use of Artificial Intelligence (AI)

If you choose to use AI or other tools to assist in writing your application, it's essential to personalise this information, particularly your supporting information section. While AI can help streamline the writing process, these tools cannot fully grasp the context or requirements of the job you're applying for. There is also a risk that it can generate false or misleading information. AI-generated job applications can often be generic, impersonal and may not accurately reflect your qualifications, knowledge, skills, and experiences. It is crucial that you personalise your supporting statement by articulating these in your unique voice. Relying solely on AI to write your application or supporting information section is not advocated by Oxleas NHS Foundation Trust and could negatively impact your chances of success in the application process.

We monitor applications for any behaviour that could create an unfair advantage, and we check all references carefully. You are likely to be tested on your experience at interview, so be honest and make sure all the information in your application is correct. Please note that the use of Artificial Intelligence (AI) is prohibited during the interview process.

Employer certification / accreditation badges

Applicant requirements

You must have appropriate UK professional registration.

Application numbers

This vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Job Description & Person Specification (PDF, 239.2KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)