Job summary
The Gateshead Health Older Persons Mental Health Team is looking for a credible and dynamic Administration Manager to join their team.
This is an exciting opportunity to take on a challenging, fast paced role. Based between Bensham Hospital and the QE Hospital, the post holder will be accountable to the Clinical Business Manager, and play a pivotal role leading a team of medical secretaries and administrators, whilst working closely with clinical and management teams.
The successful candidate will be a self-starter, with the ability to communicate effectively with all internal and external stakeholders. They should demonstrate resilience, initiative and problem solving skills.
You should have a proven track record in managing teams, delivering service improvements and monitoring waiting times to ensure compliance with targets. A passion to work as part of a team working towards the common goal of improving patient care and outcomes is essential. Previous experience of working in a mental health service is desirable.
In return you can expect to work in a supportive but fast-paced environment, working with a variety of clinical and non-clinical staff, in a role which is challenging but rewarding. You will be supported in your own development.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
About us
Based in the North East of England we provide a range of hospital and community health services from our leading facilities, including the Queen Elizabeth Hospital, Blaydon urgent care centre and Bensham Hospital, all within Gateshead.
Established in 2005, we were one of the first foundation trusts in the country and since then have consistently achieved the highest levels of care for patients.
We now employ around 4,800 staff and currently provide 444 hospital beds across the Gateshead region.
Our values should be the 'golden thread' which runs through everything we do - they are the core of who we are. Our five values can easily be remembered by the simple acronymICORE; Innovation, Care, Openness, Respect, Engagement.
We have a number of staff networks including the Global Ethnic Majority (GEM) network, D-Ability network, LGBTQ+ Network and the Women's Network, to challenge us and help us to constantly improve. Our Armed Forces network is one of our emerging networks.
The health and wellbeing of our staff is one of our highest priorities, and we offer a range of support and initiatives as part of our 'Balance' programme balancegateshead.com to cater for our diverse workforce, so that your individual needs can be supported, allowing you a happy and healthy working experience with us.
Job description
Job responsibilities
Overall Managerial responsibility for administrative staff within the allocated service area.
Responsibility for monitoring and maintaining standards of practice.
Responsibility for ensuring that standard operating procedures are followed and developed; and ensuring achievement of all local and national performance targets.
Responsibility for monitoring waiting lists and service utilisation (capacity & demand).
Responsibility for providing regular updates on RTT and when to escalate issues which hinder the delivery of a smooth patient pathway.
To work without direct supervision and exercise significant initiative/independent judgement in managing workload in the department.
Responsibility for A&C budget (staff & non staff).
Work with the wider multidisciplinary team to ensure cover across the service.
Responsibility for ensuring stock and non-stock items are ordered via procurement system in a timely way.
Job description
Job responsibilities
Overall Managerial responsibility for administrative staff within the allocated service area.
Responsibility for monitoring and maintaining standards of practice.
Responsibility for ensuring that standard operating procedures are followed and developed; and ensuring achievement of all local and national performance targets.
Responsibility for monitoring waiting lists and service utilisation (capacity & demand).
Responsibility for providing regular updates on RTT and when to escalate issues which hinder the delivery of a smooth patient pathway.
To work without direct supervision and exercise significant initiative/independent judgement in managing workload in the department.
Responsibility for A&C budget (staff & non staff).
Work with the wider multidisciplinary team to ensure cover across the service.
Responsibility for ensuring stock and non-stock items are ordered via procurement system in a timely way.
Person Specification
Qualifications
Essential
- Degree in Leadership / Business Management or Diploma in Leadership / Business Management with experience at equivalent level
- English GCSE at level 4 or above
- RSA 3 or equivalent experience
Desirable
- Evidence of continued professional development
Skills, Knowledge & Experience
Essential
- Previous experience of working in an administrative /secretarial role in an NHS setting.
- Previous experience of managing a team within an NHS setting.
- Experience of HR policy & procedures.
- Advanced experience of using Microsoft Office packages and other IT systems.
- Ability to take and transcribe formal minutes.
- Experience of developing processes and procedures for department.
- Proven and effective organisation skills.
- Excellent communication skills both written and verbal.
- Knowledge and understanding of National Guidelines re: waiting times, records management, Data Protection, NHS policies and procedures.
- Experience of dealing with patients / carers
Desirable
- Previous experience of working in a Mental Health Service.
- Experience of working as part of a multi-disciplinary team.
- Working knowledge of Patient Administration System (Careflow and EMIS).
- Budgetary management.
- Experience in change management
Physical Requirements
Essential
- Able to move and handle safely without causing harm to themselves or others.
- Ability to move between service bases
Person Specification
Qualifications
Essential
- Degree in Leadership / Business Management or Diploma in Leadership / Business Management with experience at equivalent level
- English GCSE at level 4 or above
- RSA 3 or equivalent experience
Desirable
- Evidence of continued professional development
Skills, Knowledge & Experience
Essential
- Previous experience of working in an administrative /secretarial role in an NHS setting.
- Previous experience of managing a team within an NHS setting.
- Experience of HR policy & procedures.
- Advanced experience of using Microsoft Office packages and other IT systems.
- Ability to take and transcribe formal minutes.
- Experience of developing processes and procedures for department.
- Proven and effective organisation skills.
- Excellent communication skills both written and verbal.
- Knowledge and understanding of National Guidelines re: waiting times, records management, Data Protection, NHS policies and procedures.
- Experience of dealing with patients / carers
Desirable
- Previous experience of working in a Mental Health Service.
- Experience of working as part of a multi-disciplinary team.
- Working knowledge of Patient Administration System (Careflow and EMIS).
- Budgetary management.
- Experience in change management
Physical Requirements
Essential
- Able to move and handle safely without causing harm to themselves or others.
- Ability to move between service bases
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
