Administration Manager Remote
Job description
Administration Manager
Role: Administration Manager
Remuneration: £31,500 per annum plus £1000 working from home allowance (pro rata)
Reporting to: HLP-U Executive Director
Expected Hours: 40 hours/week (job share will be considered) (flexible hours)
Location: Home-based/various meeting locations as required
The Company
HLP-U is the Health and Lifestyle Planning arm of Psychiatry-UK LLP (P-UK) providing therapy and lifestyle services to our clients. Together, they are the leading providers of online mental health services in the United Kingdom. A career here offers the opportunity to develop your knowledge, skills and life experiences while enjoying the unique opportunity to work in a full time role from your home office. Working in a leading online mental health service means working amongst innovative, forward-thinking, and committed professionals in a multi-disciplinary team.
Job Summary
The post holder will lead the team that provides secretarial/administrative support for the HLP-U service, which currently includes a growing number of therapists, counsellors, ADHD (Attention Deficit Hyperactive Disorder) Coaches and Professional Organisers providing therapeutic service to all age groups and across the NHS and private sector.
The role will be home based but the postholder could be required to attend various meeting locations as and when required. The role will also adhere to the flexitime principles for P-UK.
Responsibilities and Duties
The postholder will have a variety of tasks, including the following. This list is not exhaustive, and administrative staff could be asked to perform a wider variety of duties to ensure resilience across the team.
Description of Duties
Specific to the Admin Manager Role
- Working with the HLP-U Executive Director and Referrals Co-ordinator to develop and collect KPIs (Key Performance Indicator) to monitor staff and overall HLP-U performance.
- Develop strong relationships with other managers within the HLP Group.
- Representing the department at relevant inter-departmental meetings.
- Developing, reviewing, and improving administrative systems, policies, and procedures, including overseeing the implementation and transferring of existing data to updated systems.
- Adapt the departmental processes to the changing needs of the company.
- Be aware of the administrative needs of the department and plan accordingly.
- Hiring, training, and evaluating employees and taking corrective action when necessary.
- Supervising the day-to-day operations of the HLP-U administrative department and staff members, ensuring adherence to operating procedures, policies and regulations.
- Arrange weekly staff rotas, keeping in mind the strengths of individual team members, and leave approval of all admin staff.
- Assess staff performance and provide coaching and guidance to ensure maximum efficiency.
- Planning, scheduling, and promoting office events, including meetings, conferences, interviews, orientations, and training sessions.
- Overseeing special projects within HLP-U and tracking progress towards company goals.
Non-Specific and General Duties
- Utilise written and verbal communication skills to connect with a wide range of people, including outside agencies, requiring tact and persuasive skills where there may be barriers to understanding or agreement.
- Collecting, organising, and storing information using computers and filing systems.
- Plan your own workload to ensure that weekly, monthly, quarterly, and annual tasks are met.
- Prioritise workload with consideration to issues arising and responding to shifting priorities appropriately.
- Actively participate in regular supervision with line manager and the PUK-MS (PUK Management Services) PDR process for maintaining and developing personal skills and meeting agreed objectives.
- Provide cover for colleagues when and where necessary.
- Attend online training as relevant to the post including mandatory training courses i.e., Information Governance, safeguarding, Health and Safety courses etc.
- Keep abreast with all organisational changes and business developments across the wider HLP Group.
Working conditions/effort
The postholder may:
- Be required to concentrate for lengthy periods of time.
- Deal with frequent interruptions.
- Be flexible and adaptable to change.
- Frequent and lengthy periods of PC usage.
- Be required to work alone.
- Be regularly presented with problems requiring resolution.
Person Specification
Essential Qualifications and Skills:
- Demonstrated and proven experience in business administration and team management.
- Exceptional leadership and time, task, and resource management skills.
- Strong problem solving, critical thinking skills, flexible in your approach to work and very forward thinking.
- Willing to learn new skills and processes.
- Strong written and verbal communication skills with excellent attention to detail.
- Strong administration skills with proven experience as an administration manager.
- A good team player who is friendly, approachable, and supportive.
- Proficiency with computers, especially O365, the cloud-based Microsoft Office Suite, including Word, Excel, PowerPoint, and SharePoint.
- Knowledge of using Customer Relationship Management (CRM) systems.
- Knowledge of using VOIP phone systems.
- Knowledge of office management systems and procedures.
- Ability to plan for and keep track of multiple projects and deadlines.
- Familiarity with human resources, and customer service procedures.
- Willingness to continue building skills through educational opportunities.
Desirable Qualifications and Skills
- Experience working in a psychiatric and/or private hospital setting.
- Bachelor’s degree, Master’s degree or further education in business studies or a related field.
Other information
This job description is intended as an outline indicator of general areas of activity and will be amended in the light of the changing needs of PUK. You may be required to work at other locations as determined by the duties of your post. You may be required to undertake any other duties at the request of the Line Manager, which are commensurate with the role, including project work, internal job rotation and absence cover. This job description describes responsibilities, as they are currently required. It is anticipated duties will change over time and the job description may need to be reviewed in the future.
Behaviour
All employees are expected to:
- Support the values, aims and vision of PUK-MS and its clients
- Act with honesty and integrity at all times
- Be positive ambassadors for PUKMS
- Demonstrate high standards of personal conduct
- Value and respect colleagues, other members of staff and patients
- Work with others to develop and improve PUKMS services
- Take personal responsibility for their words and deeds and for the quality of the service they deliver
Confidentiality
The post holder must ensure that personal information is accurate, up to date, always kept secure and confidential in compliance with relevant legislation and the common law duty of confidentiality. The post holder must follow record-keeping guidelines to ensure compliance with the Freedom of Information Act.
Valuing Diversity & Human Rights
No person should receive less favourable treatment on the grounds of sex, sexual orientation, marital/partnership status, race, religion, age, creed, colour, ethnic origin, disability, part time working status and real or suspected HIV/AIDS status and must not be placed at a disadvantage by conditions or requirements which cannot be shown to be justifiable.
Data Protection
If you have contact with computerised data systems you are required to obtain, process, and/or use information held on a computer in a fair and lawful way, to hold data only for the specific registered purpose and not to use or disclose it in any way incompatible with such purpose. To disclose data only to authorised persons or organisations as instructed.
Job Types: Full-time, Permanent
Salary: £31,500.00 per year
Benefits:
- Casual dress
- Flexitime
- Work from home
Schedule:
- 8 hour shift
- Flexitime
- Holidays
- Monday to Friday
- Weekend availability
Language:
- English (required)
Work authorisation:
- United Kingdom (required)
