Administrative Team Lead

Job description

Job responsibilities

DUTIES&RESPONSIBILITIES:

Responsible for the smooth running of the administrative functions and team, ensuring work is allocated and monitored; providing training and development; organising regular one to one meeting with each of the administrative team and administrative team meetings.

Line management of the administration staff (3-5 staff).

Responsible for induction of new office employees; ensuring IT access and equipment is ready and inducting new staff in company policies.

Carry out performance appraisals of direct reports and arrange/or make recommendations for development if required.

Provide and co-ordinate administrative support to Directors and senior managers, liaising with them to identify their support needs and matching the capacity of the administration team, taking account of urgency and importance of tasks.

To be an approver for finance as appropriate within the companys financial scheme of delegation.

Responsible for the day-to-day management of project activities to support senior managers.

Maintaining processes to ensure appropriate project documentation, reporting and planning.

Support senior managers to develop project plans, identify key tasks, deliverables and milestone and resourcing requirements.

Monitor and respond to incoming communications (including complaints) to Directors and senior managers office including phone calls, emails and walk ins, ensuring correct department distribution.

Drafting and writing reports and presentations, as required by the Directors and senior managers.

Communicating important updates and information to the companys office and provided services as required by Directors and senior managers.

Support the companys corporate calendar of events.

Arrange office and company events.

To assist patients, staff and the public in a sensitive and caring manner during incidental contacts.

To be responsible for the efficient administration of meetings delivered by the administrative team:

- Arrange meeting dates and venue.

- Collate meeting papers and prepare agenda items for review by meeting leads.

- Distribute meeting papers as directed.

- Attend meetings, take and transcribe accurate minutes and distribute final minutes in accordance with terms of reference.

- Co-ordinate, track and prompt the timely follow-up of action points.

- Ensure correspondence is dealt with in a professional manner and with appropriate priority.

- Maintain an accurate electronic record of meeting papers and reports.

- Act as a point of contact.

- Deal promptly and professionally with enquiries

To prioritise and manage own workload, working independently and as part of a team, to meet service need.

Always manage cover for the office during holiday periods ensuring appropriate cover. Also providing cover for other members of the administrative team when necessary, in order to ensure continuity of the support service.

To regularly review personal practices to identify levels of effectiveness and adjust in accordance with good practice. Participate in planning and implementing improvements.

To be competent in the use of a range of office equipment.

To ensure management of various company registers ie: professional registers, training, DBS, competency and medical equipment/Assets and alert records is in place and efficient.

Deal with confidential matters appropriately.

Ensure that administrative staff adhere to office policies and procedures

MANAGING THE CENTRAL OFFICE HEALTH, SAFETY AND SECURITY:

Ensuring first aiders training is valid and up to date

Fire wardens are in place

Responsible for Fire drill in the office

Office Keys and distribution

Manage the office environment and overseeing general maintenance of the office; with the support of the administrative team

Manage where applicable Central Office Budget lines, including office expenses, supplies, stationery, entertainment.

Person Specification

Qualifications

Essential

• A range of GCSE and A Level or equivalent including English and maths

Desirable

• NVQ Business Administration
• NVQ Leadership & Management
• Project management qualification

Experience

Essential

• Significant experience as Office Manager or similar role
• Experience working in a service focused environment, providing professional support within a busy environment
• Experience of providing administrative support to a complex, fast paced and varied service
• Experience of managing staff.
• Project management experience.
• Excellent knowledge and experience of Micrsoft Office packages including MS Teams
• Experience in the full range of general office management processes and procedures including diary management.
• Experience arranging, co-ordinating and facilitating meetings and events often involving other professionals and organisations.
• Experience of working in a team.
• Understanding of the current issues impacting on the NHS
• Knowledgeable about data security with relevant training.
• Car Driver and have own vehicle

Desirable

• NHS, health or social care work history, in particular experience of working in primary care.
• Experience in using EMIS Web an advantage and When I Work or similar is desirable, however, full training will be provided.
• Experience of Rota Management, however, full training will be provided.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Channel Health Alliance

Address

Channel Health Alliance

1 Maison Dieu Road

Dover

Kent

CT16 1RW

Employer's website

https://channelhealthalliance.co.uk/ (Opens in a new tab)