Job summary
To manage and co-ordinate the administrative staff functions and support Band 5 Senior Admin Lead in providing a comprehensive, effective and efficient admin and clerical service across all services in the building(s).
To be the first point of contact to ensure coordinated admin workload and reception cover within the building(s).
Liaising and working closely with Band 5 Senior Admin Lead.
Expected to use own initiative and able to work unsupervised, undertaking specific project work as and when necessary.
Must be able to plan and manage a range of complex duties, organise own work to meet deadlines and respond professionally to enquiries both internal and external to the organisation.
Main duties of the job
- Responsible for the effective and efficient delivery of a comprehensive administrative support service across all services in the building(s).
- Responsible for the supervision of Band 2 and 3 Admin Support staff
- Establish and maintain agreed systems for effective record keeping including collation and submission of timely statistics
- Provide flexible administrative and clerical cover as required. This might occasionally involve working at another base in the local area during cross cover arrangements.
About us
Coventry and Warwickshire Partnership Trust provides a full range of expanding physical, mental health and learning disability services to children, young adults, adults and older adults over many sites across Coventry, Warwickshire and Solihull.
Services are provided to a population of over one million people living in Coventry and Warwickshire and also a wider geographical area in some of our specialist services, we see on average around 5,000 patients every day.
Job description
Job responsibilities
- Responsible for the day to day supervision of Band 2 and 3 Admin Support staff
- Support the Band 5 Senior Admin Lead to
- Manage annual leave for the A&C team ensuring adequate cover is maintained to meet service needs at all times and keep up to date records
- Manage attendance including return to work interviews and monitor attendance levels in accordance with Trust policies
- Manage performance and disciplinary issues in conjunction with Band 5 Senior Admin Lead
- Conduct annual staff appraisals and regular one-to-one meeting
- Prioritise workloads to ensure maximum utilisation of available time. Be responsible for the allocation of work and arranging cover for absence of A&C staff
- Chair and manage action tracker for A&C Team meetings
- Identify A&C staff training needs with Band 5 Senior Admin Lead
- Supervise the induction and in-service educationand trainingof all new A&C starters
- Co-ordinate and participate in the recruitment, induction and training programmes for new and temporary members of admin, clinical and management staff and students, adhering to Trust policies and procedures
Job description
Job responsibilities
- Responsible for the day to day supervision of Band 2 and 3 Admin Support staff
- Support the Band 5 Senior Admin Lead to
- Manage annual leave for the A&C team ensuring adequate cover is maintained to meet service needs at all times and keep up to date records
- Manage attendance including return to work interviews and monitor attendance levels in accordance with Trust policies
- Manage performance and disciplinary issues in conjunction with Band 5 Senior Admin Lead
- Conduct annual staff appraisals and regular one-to-one meeting
- Prioritise workloads to ensure maximum utilisation of available time. Be responsible for the allocation of work and arranging cover for absence of A&C staff
- Chair and manage action tracker for A&C Team meetings
- Identify A&C staff training needs with Band 5 Senior Admin Lead
- Supervise the induction and in-service educationand trainingof all new A&C starters
- Co-ordinate and participate in the recruitment, induction and training programmes for new and temporary members of admin, clinical and management staff and students, adhering to Trust policies and procedures
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C) or equivalent qualification / experience/ willing to work towards completion of this
- QCF Business Administration Level 3 or equivalent qualification / experience/ willing to work towards completion of this
- QCF Customer Service Level 3 or equivalent qualification / experience/ willing to work towards completion of this
Knowledge and Skills
Essential
- Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills
- Ability to manage and prioritise own and other's workload and use own initiative
- Excellent organisation skills and ability to multitask
- Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
- Excellent knowledge and understanding of reception / office procedures
Experience
Essential
- Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
Person Specification
Qualifications
Essential
- Good General Education (eg. GCSE English and Maths A-C) or equivalent qualification / experience/ willing to work towards completion of this
- QCF Business Administration Level 3 or equivalent qualification / experience/ willing to work towards completion of this
- QCF Customer Service Level 3 or equivalent qualification / experience/ willing to work towards completion of this
Knowledge and Skills
Essential
- Articulate with excellent communication / customer care skills both written and verbal demonstrating sympathy and compassion
- Advanced keyboard / IT skills
- Ability to manage and prioritise own and other's workload and use own initiative
- Excellent organisation skills and ability to multitask
- Excellent time management skills ability to prioritise conflicting demands in order to meet deadlines
- Excellent knowledge and understanding of reception / office procedures
Experience
Essential
- Competent working with a range of Microsoft Office packages (eg. Word, Excel, Outlook, PowerPoint and Access)
- Experience of using Trust IT systems
- Experience of working in a busy office / customer care environment
- Experience of working in Healthcare
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.
