Administrative Manager (XN04)

Job description

Job responsibilities

The post-holder will be responsible for the day to day management of the Departments administrative team, ensuring effective coordination of work and the provision of a comprehensive support service in order that work targets are met within the department.

The post-holder will be responsible for providing advice and leadership at an advanced level and for maintaining the quality standards of the administration team for whom direct line responsibility is held. To manage a team of staff consisting of 2 WTE within the unit and to assist with training needs for Ward Clerks on L31, L32 and L33.

The post-holder has a key role in the planning, implementation, maintenance and review of office systems and procedures relating to an effective and efficient service delivery.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Responsible for the general administration of the department systems and procedures and day to day management, monitoring and allocation of work to the administrative team ensuring that they have clear roles and responsibilities and work as a team to meet departmental goals and objectives.

Participate in the recruitment and selection of the administrative staff.

Responsible for the staff development of the administrative team in order to maximise the quality services provided and enhance the competence of the staff. Conduct appraisals and monitor and review the performance of the individuals within the team, taking action as appropriate

Effectively manage annual leave and sickness absence of the administrative staff

Assist the Lead Manager in ensuring that the administrative team are supported through any period of change and that any interpersonal conflict is identified and minimised.

Ensure that all information and changes in office procedures are communicated effectively and accurately to ensure appropriate implementation

The post holder is required to plan, prioritise, organise, implement, review and maintain office systems and procedures to ensure an effective and efficient service

Provide a first class secretarial/Personal Assistant support service including diary management

Responsible for administrative projects and identified pieces of work and able to assimilate, summarise and present information effectively in order to support project work and reports.

Ensure that appropriate confidentiality is maintained.

Plan, organise and attend workshops and events as directed and in accordance with standard office procedures.

Responsible for compiling and producing timely and accurate specialised monthly reports and statistics as required by the service.

Ensure all ad hoc requests for help are covered.

Act as front of house manager for the department screening telephone calls, mail and/or visitors exercising tact and discretion at all times.

Responsible for the management and maintenance of the IT record systems in the Department

Ensure that all statutory legislation and established quality systems relating to departmental policies and procedures are complied with,

Report equipment faults using approved documents

Work with the management team to ensure the efficient and effective use of available resources and achievement of financial targets

Undertake ad hoc administrative tasks as required

Other duties at a comparable level of responsibility as required to meet the needs of the service

Skills:

To be effective in the role, the post holder will require the following behaviours and skills:

Take responsibility for own learning and development and demonstrate a willingness to learn and develop own skills and undertake training courses

Show commitment to working as a team by working with colleagues in the organisation and the wider healthcare community

Respect patient and staff confidentiality

Use resources available in an effective and efficient manner

Respect and treat with dignity and fairness staff, patients, public and carers.

Be approachable at all times

Accept responsibility for own work

Show effective leadership involving appropriate delegation, involvement of team members in achieving goals, inclusion in decision making processes and motivation and developing staff.

Analytical skills, making logical and informed decisions

Methodical and logical approach to planning and delivery of objectives. Ability to evaluate, review and revise as necessary

Innovation and dynamism, generating new ways of working to improve performance.

Possess an even temperament, work well under pressure and ability to be assertive when required.

Excellent written and verbal communication skills with the ability to compose own written communications, and ensure all communication is clear, concise, timely, well presented and produced in line with standard procedures.

Remain calm and courteous at all times, even when handling difficult situations. Be able to provide empathy and emotional support when necessary, occasionally in distressing and emotional circumstances.

Plan and prioritise own work and that of staff to meet agreed deadlines or service requirements and evaluate performance against deadlines. Co-ordinate on-going activities and projects in a structured and timely manner.

Have the ability to use good IT skills and computer literacy and train and develop others in this, produce and format complex documents, create and design spreadsheets and manipulate data

Manage information effectively including maintenance of records both manually and electronically, research, collate and provide accurate information in a timely manner and disseminate appropriately, maintain security of data, dispose and destroy information following appropriate procedures

Use initiative under pressure and to solve complex problems and be able to work without supervision.

Be flexible in working hours and in approach to new ideas. Accept the need for change and help others to adjust.

Create and maintain environments and practices that support and promote the health and safety of individuals

Respond positively to complaints, including their timely investigation and learning from them

Person Specification

Skills & behaviours

Essential

• Self-motivated and enthusiastic
• Flexible in approach
• Honest and with personal integrity
• Ability to work quickly and effectively under pressure
• Have a responsible approach to problems showing initiative and taking control of situations when appropriate.

Desirable

• Confident manner
• Adaptable and flexible

Qualifications

Essential

• Relevant intermediate qualification for the work area
• Good general education
• Evidence of continuing professional education

Desirable

• Other Microsoft applications e.g. Excel
• ECDL certificate or working towards

Experience

Essential

• Supervisory and training experience, including recruitment, appraisals, absence monitoring, initial stages of grievance and discipline.
• Able to train and mentor administration staff and understand the importance of continuing professional development both personally and for staff.
• Proven record of good personal organisation and the ability to cope with short-term and varied targets
• Experience of conducting meetings and producing business cases where required.
• Expertise in the manipulation of spreadsheets, databases and other information resources.

Desirable

• Experience and understanding of Trust Information Systems and processes
• Experience of being responsible for a discreet area of work.
• NHS IT awareness

Additional Requirements

Essential

• The post-holder must be able to communicate sensitively and effectively with a wide range of people and with the wider multi-disciplinary team.
• Ability to work independently and to prioritise, organise and monitor personal and departmental workload.
• Good time management skills and ability to meet tight deadlines
• Ability to work as part of a team and to motivate staff

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.

Employer details

Employer name

Leeds Teaching Hospitals

Address

Leeds General Infirmary

Great George Street

Leeds

LS1 3EX

Employer's website

https://www.leedsth.nhs.uk/ (Opens in a new tab)