administrative manager Nottingham, England
Job description
We are looking to recruit a full-time Admin Team Leader to work in our newly refurbished outpatient LMHT department. This role will include the implementation of setting up a new reception/admin team and will require, administration support to the clinical directorate with their clinics and patients.
You will have a mature outlook, experience of leading an admin team and be proactive with the ability to respond to regularly changing priorities.
You will demonstrate the ability to work efficiently, supervising admin colleagues, supporting the wider healthcare team, setting up and supporting admin systems as well as managing performance data collection and monitoring. As we work with a client group of often distressed and occasionally unhappy people, you will have strong communication skills of empathy, sensitivity and confidentiality when working with colleagues and the public.
Applicants must be IT literate and proficient in Microsoft Word and Excel, able to consistently demonstrate high levels of accuracy and attention to detail, work well with others and enjoy working without supervision and as part of a team. You should have a passion for providing a quality service and a track record of adding value to a workplace.
The role is a permanent contract working 37.5 hours per week over 5 days (Monday-Friday).
If you think you are that person, we would like to hear from you.
The post holder will be an experienced individual, with qualifications and previous experience in the day to day management of staff.
You should have excellent communication and organisational skills.
You will be required to provide a lead role with responsibility for the day to day management of administration and secretarial staff. You will liaise with Clinical leads and Team managers to ensure consistency in processes across the Directorate.
You will provide a support network to create a team environment within an isolated role.
You will provide cover in the absence of colleagues and where service demands, this may include additional cover at other sites.
You will work within the provisions of the Trust Health and Safety Policy.
We have a huge variety of opportunities in our expansive Trust covering geographically from South Yorkshire, Nottinghamshire to Leicester, providing mental health inpatient and community services, community health services, forensic mental health services and secure prison healthcare across the East Midlands.
We have more than 100 sites and a huge scope of unique opportunities to develop your career and gain some amazing experiences. We strive to be a great place to work and offer many staff benefits and tailored staff support and wellbeing programmes.
Do you want to make a difference?
Do you believe in Trust, Honesty, Respect, Compassion and Teamwork?
Then Nottinghamshire Healthcare is the perfect place for you to start, maintain or further your career. Join our team of nearly 9000 who are making a difference every day. We are all about our people – our staff, volunteers, carers, service users and patients. We are NottsHC.
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To analyse, investigate and resolve queries relating to data quality which will be used to measure performance.
Liaise with Facilities, IT, Procurement and Support Services Departments to ensure that site management and ordering processes/new works are addressed effectively and efficiently.
Responsible for ensuring that accurate work is completed within the time limits and standards set.
Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.
Co-ordinates a comprehensive administration, secretarial and reception service - prioritising, delegating, organising departmental workloads, arrange cover across the Directorates in liaison with other Admin Leads.
To work closely with the other Administration Team Leaders to ensure consistency across the Directorate, peer support and absence cover arrangements are in place
To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.
To arrange away days or conferences as delegated.
Ensure that the Trust’s Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.
To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trust’s assets are secure at all times.
To suggest changes to and implement local health and safety procedures.
Train and supervise the admin secretarial and reception staff, providing daily support and advice in relation to duties and responsibilities.
Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial and reception staff.
Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.
Monitor and manage the sickness and absence for admin, secretarial and reception staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.. .
To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.
To ensure that admin, secretarial and reception staff follow procedures in the retrieval and process of referrals and data quality.
To regularly monitor data quality reports as appropriate and to supervise the work required by administration staff to meet targets in relation to all aspects of data quality.
To ensure that data quality and timelines meet Trust targets.
To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.
To manage the Health and Safety Workbook under the provision of the Trust’s Health and Safety policy in relation to admin staff and site common areas
To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans
To be able to work flexibly and provide cover which may include the requirement to travel to different sites
To undertake any other duties that would be a reasonable expectation of the role.
