Admin Manager

Job overview

Working collaboratively with clinical and operational colleagues, the post holder will contribute to the development and implementation of local policies and procedures, ensuring these are effectively communicated, embedded and supported through training and guidance.

Educated to NVQ Level 3 (or equivalent experience) with evidence of continuous professional development.

• Proven experience in supervising or managing administrative teams within a healthcare or large organisational setting.
• Strong understanding of administrative systems, processes and service delivery within a complex environment.
• Experience of workforce management, including recruitment, supervision, appraisals and HR processes.
• Knowledge of confidentiality, GDPR and information governance requirements.
• Ability to manage competing priorities with strong organisational and problem-solving skills.
• Excellent communication and interpersonal skills, with the ability to build effective working relationships.
• Competent in IT systems, including Microsoft Office, with experience of data reporting and analysis (e.g. Excel, Power BI desirable).
• Ability to work collaboratively with clinical teams, senior leaders and external stakeholders.
• Proactive, adaptable and resilient, with a positive approach to change, continuous improvement and maintaining high standards.

Main duties of the job

• Manage administrative services across the Community Care Group, ensuring efficient, high-quality and patient-focused delivery.
• Oversee the effective day-to-day running of all administrative functions, identifying and resolving operational issues.
• Ensure robust governance systems are in place, including management of Datix incidents and Subject Access Requests.
• Deliver hands-on administrative support where required, ensuring continuity of service across teams.
• Ensure staff rotas and workforce planning are effectively managed using systems such as Health Roster.
• Monitor attendance, sickness, punctuality and annual leave, ensuring compliance with Trust policies.
• Manage staff relations, addressing performance issues, resolving conflicts and supporting teams through change.
• Ensure compliance with Trust policies on confidentiality, information governance and data protection across all services.
• Oversee administration of facilities and resources, including stock management and procurement.
• Manage financial processes, including invoice authorisation and ensuring compliance with financial procedures.
• Support delivery of local, Trust and national performance targets, working closely with senior management teams.
• Deputise for the Admin and Performance Manager, attending meetings and representing the service as required.
• Work collaboratively with administration managers to standardise processes, templates and systems across services.

Detailed job description and main responsibilities

• Provide day-to-day operational management and leadership of administrative services across designated community teams, ensuring delivery of high-quality, efficient and patient-focused support.
• Supervise and support Senior Administrators and administrative staff, ensuring appropriate workload distribution, performance monitoring and staff wellbeing.
• Ensure all administrative functions operate effectively, identifying issues, implementing solutions and maintaining service continuity.
• Embed standardised administrative processes, procedures and systems to support consistency and best practice across teams.
• Support the implementation of new systems, pathways and service developments, ensuring staff are trained and processes are fully embedded.
• Ensure all teams provide a responsive, professional and customer-focused service to service users and stakeholders.
• Monitor and support compliance with governance requirements, including Datix incidents, complaints, Subject Access Requests and data quality standards.
• Contribute to the effective management of staff rotas using systems such as Health Roster, ensuring adequate staffing levels are maintained.
• Monitor attendance, sickness, annual leave and punctuality, supporting HR processes in line with Trust policy.
• Support the recruitment and selection of administrative staff, including coordination of onboarding and induction processes.
• Deliver regular supervision and contribute to appraisal processes, supporting staff development and performance improvement.
• Provide training, guidance and ongoing support to ensure staff maintain required knowledge, skills and competencies.
• Manage and resolve day-to-day staff issues, escalating where appropriate and supporting a positive and professional team culture.
• Support the smooth running of administrative systems and clinical support functions, ensuring they effectively meet service needs.
• Assist with data collection, monitoring and reporting to support performance targets, highlighting risks and areas for improvement.
• Contribute to the delivery of local, Trust and national targets, working collaboratively with senior managers and clinical teams.
• Support the management of resources, including ordering, stock control and ensuring appropriate use of equipment.
• Liaise with estates, IT and external providers to resolve facilities or system-related issues within teams.
• Actively contribute to service improvement initiatives, supporting change management and promoting best practice.
• Deputise for the Admin and Performance Manager as required, representing the team at meetings and supporting wider operational priorities.