Lead Administrator

Job overview

We have an exciting opportunity for an experienced administrator/office manager to join our large Single Point of Access (SPA) Team .

The SPA supports all the administrative function countywide for the Children and Young People 0-19 service(CYP0-19). The service incorporates the Health Visiting, School Health Nursing and Family Nurse Partnership services.

The successful candidate will provide management and supervision to our team of B3 Administrators and work in collaboration with our B4 Administrators, undertaking performance reviews, monitoring sickness absence, authorising annual leave and supporting recruitment.

They will lead and co-ordinate the workload in response to service demand and priorities to ensure administrative support is organised and responsive with high standards of performance .

They will manage the day to day allocation of workload in a timely and flexible manner ensuring staffing levels are adequate to support the demands of each task and ensuring service targets are met whilst ensuring client satisfaction.

They will work closely with Operational and Team Leads managing the office systems, whilst providing direct administrative support themselves.

The role is pivotal in ensuring and contributing to, the ongoing development and improvement of SPA .

Main duties of the job

Ensure comprehensive, effective and efficient administrative provision to the CYP0-19 Public Health Service.

Develop and maintain admin processes to support all patient pathways into the CYP 0-19 Public Health Service.

Responsible for creating and implementing administrative systems including electronic filing systems ,templates, standard operating procedures and suggesting how systems can be improved.

Lead and support developments to ensure the ongoing development of SPA.

Line management and supervision of staff.

To act as a central point of contact for queries and information on all administrative functions relating to the service.

Liaise with senior management and the Performance and Information Team in order to ensure effective, timely and efficient administrative support to the CYP0-19 Public Health Service.

Detailed job description and main responsibilities

To manage and coordinate the administration support for the 0-19 CYP Public Health Service in the Single Point Access (SPA), ensuring the Admin Team work to processes which are efficient and effective, meaning our patient experience is of the highest quality and free from avoidable delays in accessing treatment. Working closely with the operational and management teams to ensure our admin provision is supporting all parts of the service. DUTIES AND RESPONSIBILITIES

• Ensure comprehensive, effective, and efficient administration provision for the 0-19 CYP Public Health Service
• Provide line management where appropriate to the B3 Administrators.
• Develop and maintain admin processes to support all patient pathways into and throughout the 0-19 CYP Public Health Service including ChatHealth
• Manage the allocation of tasks that form these processes through a reliable and robust Task Rota for the Team Administrators to work to
• Responsible for creating and implementing administrative systems including electronic filing systems templates, procedures, protocols and suggesting how systems can be improved.
• Ensure that all documentation for projects is kept up to date with version control.
• Organise and attend a range of meetings/events at operational and strategic level, providing support to the 0-19 CYP Public Health Operational Managers.
• Ensure that the relevant papers, reports and documents are circulated to relevant parties prior to meetings and correct records are compiled and stored from meetings.
• To maintain circulation lists and distribute appropriate information via this communication route.
• Support the Operational Management Team with Health & Safety such as completing Risk Assessments
• Assist with Building Management responsibilities such as liaising with Estates to ensure works are completed as we require and in a timely manner.
• Responsible for procurement and approval of items received, receipting and invoicing as appropriate to level of signatory (e.g., e expenses and e procurement) assuring efficient use is made of available resources. •

Applicant requirements

This post will require a submission for Disclosure to be made to check for any unspent criminal convictions.