Admin Manager/ PA to Head of Healthcare

Job description

Job responsibilities

Office Responsibilities

To provide support to the Operational managers or their nominated deputy by ensuring the smooth running of their office and systems. This work includes:

To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers

Effective diary management; scheduling/prioritising appointments both regular and ad-hoc meetings with internal and external persons; arranging 1:1s, PDRs for direct reports and managing their diary in advance, using initiative and negotiation skills.

E-mail management: scanning and monitoring of e-mails daily. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action. Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this.

Demonstrate skills in the use of SystemOne in terms of clinical record-keeping and activity & data extraction/ collation for performance and QOF reporting.

Provide administrative support including minute taking for senior management meetings.

Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner.

An advanced level of IT packages including Word, Excel, and Power Point is required for complexity of work.

Ensure that all relevant papers are available for meetings and proactively chase accordingly.

Act as first point of contact for the Operational Managers and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.

Local budget holder/ approving invoices under the supervision of the Head of Healthcare and raising purchase orders.

Monitor/screen all telephone calls to the Operational Managers and maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.

Ensure complaint communications are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people, and organisations, therefore negotiating skills are required.

Maintain personnel/HR reporting requirements i.e. sickness/annual leave/ managing rotas as directed using relevant IT programmes/ spreadsheets.

Undertake regular reviews of administrative requirements and implement administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.

Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.

Handling both routine and urgent matters using initiative and with minimal supervision.

Will be required to meet deadlines and supply information at short notice.

Leadership

Support the Operational Managers in producing required information and reports.

To organise events as and when required, which could be complex, including assessments and visiting clinicians.

Manage resources and co-ordinate the ordering of stock and supplies.

Provide regular supervision to junior administrative staff in the team.

Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.

To encourage a culture of professional and effective communication.

To maintain a clear constructive relationship with Operational Managers, senior clinicians, team members, HMPS, the Trust and other partner agencies.

Management responsibilities

To supervise Band 4 and Band 3 administration staff for monthly supervision and yearly PDR.

Facilitate and under the direction of the Operational Managers and Quality Manager ensure regular communication systems, i.e. good practice events, good practice programme, staff newsletter.

Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service.

Ensure health and safety policies are implemented with the staff group e.g. workstation assessments etc.

Implement core operational administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.

Establishing and maintaining effective working relationships with Directorate staff, corporate services (e.g. IT, payroll, finance team) and relevant external bodies. Liaison with Finance Department on invoice/payment queries. Cost coding/monitoring invoices for payment.

Dealing with aggressive and distressed clients, their families and professional bodies including solicitors, social workers, and community mental health teams either face to face or via the telephone.

Maintaining/updating efficient use of IT systems, using various software packages, including SystemOne and P-NOMIS.

Producing clinical reports, letters, presentations etc by verbal instruction, copy or auditory dictation.

Producing and circulating service information.

Always promoting a positive image of mental health, ensuring respect and for the dignity and rights of individuals is upheld at all times.

Person Specification

Qualifications

Essential

• oNVQ Level 4 Administration/Degree or relevant equivalent experience
• oManagement and administration training or equivalent experience
• oWorked within NHS/LA or similar large organisation

Desirable

• oMinimum 3 years senior secretary level
• oStaff management and supervision
• oExperience of Data manipulation and reporting using a range of IT systems
• oExperience of dealing with complaints and following process

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

Oxleas NHS Foundation Trust

Address

HMP Ashfield

Shortwood Road

Pucklechurch, Bristol

BS16 9QJ

Employer's website

http://oxleas.nhs.uk/ (Opens in a new tab)