Job summary
We now have an exciting opportunity for a permanent full time enthusiastic Deputy Administration Manager to join our inpatient administration team. The Deputy Administration Manager must be able and willing to work in a busy environment where priorities change on a daily basis, have excellent interpersonal skills and a willingness to embrace change. The post holder will be required to work across all areas of the hospital and other sites as the needs of the service dictate.
We are looking for a skilled individual to provideleadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality. You will deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality and work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager.
You will project the professional image of the business through demonstrating excellent customer care in all activities and adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
Main duties of the job
- Working collaboratively with key partners and subcontractors
- Providing leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality (20 - 25 staff)
- Deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality
- Work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager
- Project the professional image of the business through demonstrating excellent customer care in all activities
- Adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales
- Always maintain confidentiality
- Budget holder and signatory (admin staff and non-pay) as delegated by the Administration Service Manager
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
- To deputise for the Administration Service Manager in their absence, to include maintenance reporting, overseeing new building work and being the point of contact for all contractors and sub-contractors
- To support the Administration Service Manager with specific projects or tasks when required
- To provide ad hoc administrative support to the Countywide Management Team as requested by the Administration Service Manager
- Undertake investigations, complete written/electronic reports for submission to senior management for the purpose of service development, service deficit, service complaints and incidents as required
- To update administrative staff on issues relating to Information Governance on a regular basis specifically confidentiality and information sharing protocols
- Provide direct line manager responsibilities to administrative staff (approx 20-25 staff), including Health and Safety and Human Resources requirements (e.g. recruitment, local induction, annual leave, sickness, travel, salaries, time management, job planning, HR issues (e.g. performance management, grievance) as well as compliance with Trust policies and procedures and statutory obligations
- Undertake HR duties such as collation of monthly staff timesheets to Paymasters/flexi records, staff annual leave and staff sickness absence. To keep up dated to the changes within HR procedures and disseminate information accordingly to Management and staff
- Provide full administrative support to the monthly Governance meetings, including agenda preparation, collating and sending documents and taking and distributing minutes to the board
- Provide full administrative support needed in response to a Serious Untoward Incident (SUI) within the Countywide Locality
- Provide leadership to ensure all service wide administrative functions are covered appropriately, including ad hoc changes to job planning/ or successful recruitment of bank staff to cover annual leave/staff sickness
- Maintain all staff personal files to a high standard
- Maintain staff contracts and variations to a prompt and high standard
- Liaise with Paymasters regarding pay related matters
- Liaise with HR Manager regarding HR related matters
- Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trusts policies and procedures
- Provide management supervision to administration staff, ensuring all staff receive appraisals and training as identified to provide an effective administration service
- Provide leadership to ensure that all administrative staff attend and complete mandatory training as appropriate to the post
- Help and support others in their personal development and maintain personal development and take an active part in learning opportunities and also keep an up to date record of your own development review process
- Minimise own and others health, safety and security risks while following procedures to report incidents that put health, safety and security at risk
- Maintain quality in own work and encourage others to do so while working as an effective and responsible team member and prioritise own workload and organise own work to meet timescales
- Act in ways that; support equality and value diversity. Treat everyone with whom you come in contact; with dignity and respect and recognise and report behaviour that undermines equality and diversity
- Provide administrative leadership regarding forward planning of resources to operate service, including ordering of service materials / resources, processing invoice payments and booking rooms
- Be able to work to deadlines as required by the service needs
- To ensure any queries / complaints are dealt with appropriately always following the Trusts policies and referring to the appropriate department as necessary
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For moreinformationplease visithttps://www.gov.uk/browse/visas-immigration/work-visas
Job description
Job responsibilities
- To deputise for the Administration Service Manager in their absence, to include maintenance reporting, overseeing new building work and being the point of contact for all contractors and sub-contractors
- To support the Administration Service Manager with specific projects or tasks when required
- To provide ad hoc administrative support to the Countywide Management Team as requested by the Administration Service Manager
- Undertake investigations, complete written/electronic reports for submission to senior management for the purpose of service development, service deficit, service complaints and incidents as required
- To update administrative staff on issues relating to Information Governance on a regular basis specifically confidentiality and information sharing protocols
- Provide direct line manager responsibilities to administrative staff (approx 20-25 staff), including Health and Safety and Human Resources requirements (e.g. recruitment, local induction, annual leave, sickness, travel, salaries, time management, job planning, HR issues (e.g. performance management, grievance) as well as compliance with Trust policies and procedures and statutory obligations
- Undertake HR duties such as collation of monthly staff timesheets to Paymasters/flexi records, staff annual leave and staff sickness absence. To keep up dated to the changes within HR procedures and disseminate information accordingly to Management and staff
- Provide full administrative support to the monthly Governance meetings, including agenda preparation, collating and sending documents and taking and distributing minutes to the board
- Provide full administrative support needed in response to a Serious Untoward Incident (SUI) within the Countywide Locality
- Provide leadership to ensure all service wide administrative functions are covered appropriately, including ad hoc changes to job planning/ or successful recruitment of bank staff to cover annual leave/staff sickness
- Maintain all staff personal files to a high standard
- Maintain staff contracts and variations to a prompt and high standard
- Liaise with Paymasters regarding pay related matters
- Liaise with HR Manager regarding HR related matters
- Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trusts policies and procedures
- Provide management supervision to administration staff, ensuring all staff receive appraisals and training as identified to provide an effective administration service
- Provide leadership to ensure that all administrative staff attend and complete mandatory training as appropriate to the post
- Help and support others in their personal development and maintain personal development and take an active part in learning opportunities and also keep an up to date record of your own development review process
- Minimise own and others health, safety and security risks while following procedures to report incidents that put health, safety and security at risk
- Maintain quality in own work and encourage others to do so while working as an effective and responsible team member and prioritise own workload and organise own work to meet timescales
- Act in ways that; support equality and value diversity. Treat everyone with whom you come in contact; with dignity and respect and recognise and report behaviour that undermines equality and diversity
- Provide administrative leadership regarding forward planning of resources to operate service, including ordering of service materials / resources, processing invoice payments and booking rooms
- Be able to work to deadlines as required by the service needs
- To ensure any queries / complaints are dealt with appropriately always following the Trusts policies and referring to the appropriate department as necessary
This role is not eligible for sponsorship as per the Governments UK VISA and Immigration Rules and Regulations. For moreinformationplease visithttps://www.gov.uk/browse/visas-immigration/work-visas
Person Specification
Essential
Essential
- Knowledge, training and experience acquired through degree or equivalent experience plus further training.
- NVQ/QCF Level 3 in Business & Administration or equivalent
- GCSE English and Maths at grade C/4 or above (or equivalent), or commitment to obtaining Functional Skills qualifications with proven knowledge in these areas.
- Highly competent in and working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Publisher and Outlook
Desirable
- Diploma in Management/Leadership or equivalent Qualification or experience
- Previous experience working within a Mental Health Service DesirableApplication and Interview
- Previous experience working within an inpatient unit and/or Hospital
Essential
Essential
- Proven experience in information analysis and provision of statistical reports
- Extensive minute taking experience at Board Level or equivalent
- Knowledge or experience in facilities/building management
- Good working knowledge of Health and Safety within a Hospital and/or inpatient unit
Desirable
- Full Driving Licence and use of car (or alternative mode of transport) ability to travel around the County as required
Person Specification
Essential
Essential
- Knowledge, training and experience acquired through degree or equivalent experience plus further training.
- NVQ/QCF Level 3 in Business & Administration or equivalent
- GCSE English and Maths at grade C/4 or above (or equivalent), or commitment to obtaining Functional Skills qualifications with proven knowledge in these areas.
- Highly competent in and working knowledge of Microsoft Office packages e.g. Word, Excel, PowerPoint, Publisher and Outlook
Desirable
- Diploma in Management/Leadership or equivalent Qualification or experience
- Previous experience working within a Mental Health Service DesirableApplication and Interview
- Previous experience working within an inpatient unit and/or Hospital
Essential
Essential
- Proven experience in information analysis and provision of statistical reports
- Extensive minute taking experience at Board Level or equivalent
- Knowledge or experience in facilities/building management
- Good working knowledge of Health and Safety within a Hospital and/or inpatient unit
Desirable
- Full Driving Licence and use of car (or alternative mode of transport) ability to travel around the County as required
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.
