Administrative Manager

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Detailed job description and main responsibilities

• Implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.
• Liaise regularly and effectively with the modern matron and clinical lead, and the Directorate Business office to agree the admin systems and standards required to assist the service and agree development plans.
• Support and lead on local implementation for new technologies to improve administrative systems.
• Undertake regular reviews of administrative and secretarial requirements and implement modern and efficient solutions to provide appropriate support to all professional team members.
• Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.
• Implement and maintain effective client and team filing systems, ensuring that client records are kept safe, confidential, up to date and accessible.
• Take on lead responsibility for monitoring all data quality and the implementation, maintenance and utilization of electronic clinical information systems, ensuring all staff understand and deliver on their responsibilities and report problems to the Modern Matron.
• Ensure appropriate administrative infrastructures are in place including equipment, communications, and procedural manuals and staffing.
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Support the service to manage change and be pro-active in attending working parties, e.g. about service re-organisation.
• Effectively manage clinical space. Ensure all resources and facilities are in place and functional for staff using the clinical space.
• Ensure Care pathways on RiO are up to date and report on activity on a weekly basis to the Modern Matron/business office as directed.
• Undertaking recruitment, supervision, and appraisal and performance management of the administration team.
• To be responsible for accepting difficult telephone conversations that may be escalated by the admin team where they are unable to resolve or deal with the situation in the first instance.
• Managing bank and agency administration staff.
• Ensure the e-rostering data base is kept up to date, ensure sickness and other leave is recorded accurately and in a timely way.
• Ensuring all new secretarial/admin staff and bank and agency receive a local induction and are trained in office systems and practices and procedures.
• Allocating work on a daily basis, ensuing sufficient secretarial cover is in place in times of sickness/annual leave, either by spreading the workload. To highlight concerns regarding staffing with the Modern Matron.
• Developing and maintain efficient office systems.
• To be responsible for the maintenance of the building. Escalating health and safety issues that cannot be resolved satisfactorily through liaison with estates colleagues, ensuring that all repairs and maintenance are carried out in a timely fashion.
• To be the link person between the PFI contractors/Estates and conduct regular audits of facilities and decoration in the unit to ensure a high standard of cleanliness and decoration is maintained.
• Accountable for the ordering of stock and non-stock office stationery, equipment and supplies and for maintaining stock levels.

Person specification

Experience

Essential criteria

• Worked within NHS/LA or similar large organisation
• 3 years experience within a senior administrator role
• Worked providing staff management and supervision

Desirable criteria

• Experience of managing Health and Safety, office and equipment maintenance, Security, Risk Assessment

Education/Qualification

Essential criteria

• NVQ Level 4 Administration/Degree or equivalent experience

Skills/Abilities/Knowledge

Essential criteria

• Ability to work effectively in a team as a Team Leader
• Experience of data manipulation and reporting using a range of IT systems

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.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

• Job description (PDF, 336.4KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)