Deputy Admin Manager

Job overview

We now have an exciting opportunity for a permanent full time enthusiastic Deputy Administration Manager to join our inpatient administration team. The Deputy Administration Manager must be able and willing to work in a busy environment where priorities change on a daily basis, have excellent interpersonal skills and a willingness to embrace change. The post holder will be required to work across all areas of the hospital and other sites as the needs of the service dictate.

We are looking for a skilled individual to provide leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality. You will deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality and work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service  Manager.

You will project the professional image of the business through demonstrating excellent customer care in all activities and adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.

Main duties of the job

• Working collaboratively with key partners and subcontractors
• Providing leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality (20 – 25 staff)
• Deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality
• Work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager
• Project the professional image of the business through demonstrating excellent customer care in all activities
• Adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales
• Always maintain confidentiality
• Budget holder and signatory (admin staff and non-pay) as delegated by the Administration Service Manager

The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.

Detailed job description and main responsibilities

• To deputise for the Administration Service Manager in their absence, to       include maintenance reporting, overseeing new building work and being   the point of contact for all contractors and sub-contractors
• To support the Administration Service Manager with specific projects or tasks when required
• To provide ad hoc administrative support to the Countywide Management Team as requested by the Administration Service Manager
• Undertake investigations, complete written/electronic reports for submission to senior management for the purpose of service development, service deficit, service complaints and incidents as required
• To update administrative staff on issues relating to Information Governance on a regular basis specifically confidentiality and information sharing protocols
• Provide direct line manager responsibilities to administrative staff (approx 20-25 staff), including Health and Safety and Human Resources requirements (e.g. recruitment, local induction, annual leave, sickness, travel, salaries, time management, job planning, HR issues (e.g. performance management, grievance) as well as compliance with Trust policies and procedures and statutory obligations
• Undertake HR duties such as collation of monthly staff timesheets to Paymasters/flexi records, staff annual leave and staff sickness absence.  To keep up dated to the changes within HR procedures and disseminate information accordingly to Management and staff
• Provide full administrative support to the monthly Governance meetings, including agenda preparation, collating and sending documents and taking and distributing minutes to the board
• Provide full administrative support needed in response to a Serious Untoward Incident (SUI) within the Countywide Locality
• Provide leadership to ensure all service wide administrative functions are covered appropriately, including ad hoc changes to job planning/ or successful recruitment of bank staff to cover annual leave/staff sickness
• Maintain all staff personal files to a high standard
• Maintain staff contracts and variations to a prompt and high standard
• Liaise with Paymasters regarding pay related matters
• Liaise with HR Manager regarding HR related matters
• Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trust’s policies and procedures
• Provide management supervision to administration staff, ensuring all staff receive appraisals and training as identified to provide an effective administration service
• Provide leadership to ensure that all administrative staff attend and complete mandatory training as appropriate to the post
• Help and support others in their personal development and maintain personal development and take an active part in learning opportunities and also keep an up to date record of your own development review process
• Minimise own and others health, safety and security risks while following procedures to report incidents that put health, safety and security at risk
• Maintain quality in own work and encourage others to do so while working as an effective and responsible team member and prioritise own workload and organise own work to meet timescales
• Act in ways that; support equality and value diversity. Treat everyone with whom you come in contact; with dignity and respect and recognise and report behaviour that undermines equality and diversity
• Provide administrative leadership regarding forward planning of resources to operate service, including ordering of service materials / resources, processing invoice payments and booking rooms
• Be able to work to deadlines as required by the service needs
• To ensure any queries / complaints are dealt with appropriately always following the Trust’s policies and referring to the appropriate department as necessary

This role is not eligible for sponsorship as per the Government’s UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas