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Job description

An exciting opportunity has arisen for a reliable and responsible Business and Administration Manager within the Sheffield Talking Therapies team.

We are looking to recruit an enthusiastic individual to manage the Sheffield Talking Therapies Service administrative systems and staff and develop the systems in line with required internal and external standards.

The successful applicant must be capable of organising and leading a team to ensure quality services are delivered and to be able to assess and prioritise workloads independently. Key elements of the role are providing leadership, direction and support to the admin team and working collaboratively with staff across the service and trust.

You would be required to demonstrate excellent interpersonal and communication skills as you will act as a source of advice and guidance for the Sheffield Talking Therapies Senior Management Team, Administrative and Clinical staff, GP Practices and the public. You must be flexible, well motivated and able to use your own initiative.

To manage the Sheffield Talking Therapies Service administrative systems and staff and develop the systems in line with required internal and external standards. To make informed decisions within area of responsibility, ensuring that agreed standards and targets are met in accordance with the Sheffield Talking Therapies Service, Trust and National standards, policies and procedures. To act as a source of advice and guidance for the Sheffield Talking Therapies Senior Management Team and Clinical Staff.

The Trust is a major employer and provider of services. We are committed to recruiting people who fit our organisational values. These are:

• Respect - we listen to others, valuing their views and contributions
• Compassion - we show empathy and kindness to others so they feel supported, understood and safe
• Partnership - we engage with others on the basis of equality and collaboration
• Accountability - we are open and transparent, acting with honesty and integrity., accepting responsibility for outcomes
• Fairness - we ensure equal access to opportunity, support and services
• Ambition - we are committed to making a difference and helping to fulfil aspirations and hopes of our Service users and staff

1. Administration Management of the Sheffield Talking Therapies Service

• Acting as a resource for management and clinical staff, advising on National, Trust and Departmental Administration policies and procedures which look at quality and efficiency to meet the needs of the patients and the service Providing administrative support to the Head of Service, including diary managements and arranging meetings.
• Participating in strategic, service provider and departmental meetings, assuming responsibility for administrative issues and the impact on resources
• Responsibility for departmental performance including the setting of objectives and standards
• Representing the department in appropriate forums
• Continuous review of administration policies and procedures within own area, implementing and developing new processes and guidance in order to secure the efficient and effective operation of specialties
• Undertaking audits of administrative procedures/protocols where required
• Responsibility for health, safety and security within the department
• Plan and monitor activity levels to ensure optimum use of resources
• To provide overall support to the Senior Management Team for the recruitment of clinical or managerial staff, working directly with the HR Department as a representative for the service.
• Processing of ESR forms on behalf of Team Managers and maintaining an accurate record of staff contractual changes and ensuring personal files are kept up to date
• Coordination of Senior Team fortnightly meetings including preparation and dissemination of agendas and papers and the scheduling of workstream and project reviews
• Scheduling of workforce forums, supervision groups, team governance meetings, masterclasses and intervention working groups. This includes booking of all venues and pulling together into a yearly planner for dissemination service wide

1. To assume overall responsibility for the management of the administrative staff within the department

• Acting as the lead for managing recruitment, retention and selection of administrative staff including preparation of the appropriate documentation
• Ensuring allocation of resources according to demand on the resources to maintain a high quality Sheffield Talking Therapies service
• Monitor the workload of individuals, ensuring fair distribution of work and reasonable workload levels for effective organisation, preparation and continuity of service
• Ensure good relationships are maintained with patients and staff at all levels, and ensure staff are aware of their role and what is expected of them in respect of customer service
• Managing staff leave in accordance with Trust Policy
• Assuming first line management responsibility in dealing with disciplinary, capability and grievance issues
• Responsibility for the education and development of the administrative staff including undertaking Personal Development Reviews in conjunction with KSF outlines, formulating Personal Development Plans and identifying training needs using analytical skills to ensure they are appropriate to the needs of the service

1. Operational Management

• Ensure the smooth running of the Self Referral service, working closely with administrative, management and clinical staff
• Responsible for ensuring that appropriate systems are in place to record and allocate incoming referrals to the service and that this is regularly monitored
• Responsible for the overall development and management of the external Sheffield Talking Therapies Website. Includes regularly updating content in line with service changes and developments, including working with the IT Department to ensure its security.
• Responsible for ensuring the online course/groups booking system displays accurate and up to date information and working closely with the IT Department to make relevant changes and developments

1. To ensure an effective internal and external communication

• To liaise with a wide range of clinical and professional staff. This includes dealing with internal departments and external organisations, GPs, service users and relatives
• Providing and improving services in line with Sheffield Talking Therapies and Trust objectives and nationally agreed initiatives
• Motivating and persuading staff regarding changes to procedures and current practice
• Monitoring and assisting with the investigation of complaints in line with Trust guidelines, policies and procedures, instigating any immediate action required for reasons of health, safety and security
• Dealing with constant interruptions and occasional verbal aggression from service users in a professional manner

1. Responsibility for Financial & Physical Resources

• Responsible for the control and safe custody of petty cash in accordance with the Trust Financial Procedures and supervision of staff who hold the float
• Management of the budget for all staff and resources within the specialty, monitoring variance and implementing contingency plans as appropriate, highlighting any areas of concern
• Authorised signatory for non-stock and stationery orders, travel arrangements and approving travel expenses
• Processing purchase and value orders and identify suppliers alongside the Trust Procurement Department
• Processing and authorisation of invoices for payment by the Finance Department

1. To continually contribute to the modernisation of services in accordance with the NHS plan and other national and local developments and changes:

• To review existing working methods on an ongoing basis, comment on planned changes and make suggestions to change as appropriate
• To pilot and introduce new procedures and systems to support the service
• Contribute to the ongoing review of existing working methods, thus ensuring that the department progresses inline with local and national changes and developments
• Undertaking any project work as directed, including obtaining information from the Internet, collation, manipulation and reporting of data in order to produce reports and spreadsheets
• Utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines.
• Sharing ideas for potential service improvement.