Job summary
We are seeking an experience Admin manager and Personal Assistant to provide high quality leadership support to our 0-19 Services based in Cumberland, and Westmorland and Furness, and Personal Assistant to Operational Director and Clinical Director for the Children and Young People's Public Health Directorate.
This role will suit someone who has significant experience of managing and supervising teams, has strong organisational skills, has attention to detail, can work to deadlines, can work to your own initiative and ensure services run effectively and efficiently.
Main duties of the job
The successful candidate will be responsible for the management of the admin teams in Cumberland 0-19 and Westmorland and Furness 0-19 Serviced, including recruitment, training, supervision and appraisals.
Arranging and providing business support to meetings including scheduling, producing minutes and following up actions, co-ordinating the day to day diary management for the Operational Director and the Clinical Director.
Providing updates on progress of work delegated.
About us
Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.
At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!
We offer colleagues:
- A supportive culture so colleagues can bring their whole selves to work.
- Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
- Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.
Please note:
- Due to high levels of interest, posts may close early if we reach a sufficient number of applications
- Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
- Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
- All job offers are subject to satisfactory pre-employment checks.
Job description
Job responsibilities
The main duties of the Admin Manager/PA role include:
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Administrative Support: Provide high-level administrative and PA support to senior management.
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Team Leadership and Management: Lead and manage designated administrative teams and Team Leaders, ensuring high-quality service delivery, adherence to standard operating procedures, and achievement of local and national performance targets.
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Diary and Workflow Coordination: Manage electronic diaries for senior managers and coordinate workflows to improve efficiency and meet service demands.
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Policy and Procedure Implementation: Develop, adapt, and implement office systems, policies, and procedures, ensuring compliance with Trust policies, data protection laws, and national guidelines.
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Staff Management: Oversee recruitment, induction, training, appraisals, performance management, and leave/sickness absence for admin staff. Promote flexible working arrangements and career progression.
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Budget Management: Act as the budget holder for admin staff and non-staff expenses, ensuring operations remain within budget constraints and identifying cost-saving opportunities.
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Problem Solving and Issue Resolution: Address administrative concerns, complaints, and issues raised via Datix, ensuring local resolution and staff support.
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Meeting Coordination: Organise meetings, prepare agendas, take formal minutes, and ensure effective communication within the department.
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Training and Development: Coordinate mandatory and systems training for staff and support them through organisational changes.
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Health and Safety Compliance: Ensure good health and safety standards for the admin team, including workstation assessments and adherence to Trust policies.
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Data Management and Reporting: Maintain and input information into systems, run reports for quality purposes, and ensure secure storage of information in line with Information Governance policies.
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Service Development: Assist with service development, manage workflows, and participate in working parties to improve efficiency and capacity.
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Stakeholder Engagement: Act as a point of contact for internal and external stakeholders, including commissioners, social services, local authorities, and safeguarding boards.
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Risk Management and Governance: Implement systems to manage risks, complaints, and untoward incidents, and ensure compliance with the Trusts governance and risk management strategies.
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Flexibility and Travel: Work flexibly to meet service requirements and travel across the Trust footprint as needed.
The role requires strong leadership, organisational, communication, and problem-solving skills, along with the ability to work independently and manage multiple tasks under pressure.
Job description
Job responsibilities
The main duties of the Admin Manager/PA role include:
-
Administrative Support: Provide high-level administrative and PA support to senior management.
-
Team Leadership and Management: Lead and manage designated administrative teams and Team Leaders, ensuring high-quality service delivery, adherence to standard operating procedures, and achievement of local and national performance targets.
-
Diary and Workflow Coordination: Manage electronic diaries for senior managers and coordinate workflows to improve efficiency and meet service demands.
-
Policy and Procedure Implementation: Develop, adapt, and implement office systems, policies, and procedures, ensuring compliance with Trust policies, data protection laws, and national guidelines.
-
Staff Management: Oversee recruitment, induction, training, appraisals, performance management, and leave/sickness absence for admin staff. Promote flexible working arrangements and career progression.
-
Budget Management: Act as the budget holder for admin staff and non-staff expenses, ensuring operations remain within budget constraints and identifying cost-saving opportunities.
-
Problem Solving and Issue Resolution: Address administrative concerns, complaints, and issues raised via Datix, ensuring local resolution and staff support.
-
Meeting Coordination: Organise meetings, prepare agendas, take formal minutes, and ensure effective communication within the department.
-
Training and Development: Coordinate mandatory and systems training for staff and support them through organisational changes.
-
Health and Safety Compliance: Ensure good health and safety standards for the admin team, including workstation assessments and adherence to Trust policies.
-
Data Management and Reporting: Maintain and input information into systems, run reports for quality purposes, and ensure secure storage of information in line with Information Governance policies.
-
Service Development: Assist with service development, manage workflows, and participate in working parties to improve efficiency and capacity.
-
Stakeholder Engagement: Act as a point of contact for internal and external stakeholders, including commissioners, social services, local authorities, and safeguarding boards.
-
Risk Management and Governance: Implement systems to manage risks, complaints, and untoward incidents, and ensure compliance with the Trusts governance and risk management strategies.
-
Flexibility and Travel: Work flexibly to meet service requirements and travel across the Trust footprint as needed.
The role requires strong leadership, organisational, communication, and problem-solving skills, along with the ability to work independently and manage multiple tasks under pressure.
Person Specification
Qualifications
Essential
- Degree level education or equivalent or demonstrable relevant experience to the role Evidence of continuing professional development through additional courses and on the job experience
- Extensive knowledge of a full range of secretarial procedures, software programmes, trust policies and management procedures acquired through RSA 3 or equivalent knowledge and practical experience
- EDCL or equivalent knowledge of a range of computer programmes.
Desirable
- ECDL or equivalent computer literacy qualifications
- Leadership qualification
Experiene
Essential
- Experience of leading and managing administrative teams.
- Previous experience of SystmOne
- Meeting deadlines and targets
- Dealing with Health Professionals
- Knowledge of Data Protection Policies and issue
- Experience of PA responsibilities
- Project management experience
- Evidence of leadership experience and staff management/supervision skills
- Experience of working in a fast-moving and unpredictable environment.
- Experience of developing new services and forming teams.
Desirable
- Previous experience and knowledge of NHS administration processes.
- Examples of managing transformational service Change.
- An ability to analyse and audit relevant complex Data.
Person Specification
Qualifications
Essential
- Degree level education or equivalent or demonstrable relevant experience to the role Evidence of continuing professional development through additional courses and on the job experience
- Extensive knowledge of a full range of secretarial procedures, software programmes, trust policies and management procedures acquired through RSA 3 or equivalent knowledge and practical experience
- EDCL or equivalent knowledge of a range of computer programmes.
Desirable
- ECDL or equivalent computer literacy qualifications
- Leadership qualification
Experiene
Essential
- Experience of leading and managing administrative teams.
- Previous experience of SystmOne
- Meeting deadlines and targets
- Dealing with Health Professionals
- Knowledge of Data Protection Policies and issue
- Experience of PA responsibilities
- Project management experience
- Evidence of leadership experience and staff management/supervision skills
- Experience of working in a fast-moving and unpredictable environment.
- Experience of developing new services and forming teams.
Desirable
- Previous experience and knowledge of NHS administration processes.
- Examples of managing transformational service Change.
- An ability to analyse and audit relevant complex Data.
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.
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).
Additional information
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.
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).
