Job summary
An exciting opportunity has arisen for a conscientious and supportive Business Administration Manager to join our busy and dedicated team based within Ridgeway at Roseberry Park.
Ridgeway is an inpatient forensic mental health unit providing services and delivering care to the Tees Valley area. This unit is situated on Marton Road, Middlesbrough.
The successful candidate will work collaboratively with the collective management team to design, manage and monitor the development of the admin service/function, ensuring processes are modernised to continuously improve quality, productivity and efficiency of clinical services. Ensuring their teams deliver an effective and efficient service to patients and service users including, clinicians, nurses and other key staff groups.
As a member of the Ridgeway Admin Team, you will work in an open plan office alongside other administrators. The open plan office is an area of high activity, and no two days are the same. If you are looking for a new challenge, enjoy variety in your work and are looking to be part of a team striving to make a difference, we will welcome your application for this role.
Whilst having previous experience in a leadership and management and administrative role is essential, NHS or other health care experience is not. We are first and foremost looking for individuals with a passion for people, customer service experience, an interestin working in a health care setting and a 'can do' attitude.
Main duties of the job
The Business Administration Manager role is pivotal in the day-to-day operations of Ridgeway. collective management team to design, manage and monitor the development of the admin service/function, ensuring processes are modernised to continuously improve quality, productivity and efficiency of clinical services. The successful candidate will be responsible for ensuring their teams deliver an effective and efficient service to patients and service users including, clinicians, nurses and other key staff groups.
The Business Administration Manager role involves a high degree of sensitivity and confidentiality, negotiation and communication skills, demonstration of empathy, understanding, compassion, and the ability to deal with any challenging situations that may arise. On a day-to-day basis the successful candidate will be reactive, responsive and flexible to the needs of the teams within the service and the administrative staff who work with them. The successful candidate must have experience of managing a team, dealing with sickness absence and sickness meetings, co-ordinating annual leave, minuting meetings, staff supervisions and appraisals.
We are looking for someone who is able to multitask in a busy environment, communicate confidently, prioritise their workload and meet deadlines and build strong working relationships with a variety of people.
About us
Benefits for staff working in the Trust include:
- Free parking, car sharingand Cycle to Work Scheme.
- Access to Trust gyms, independent counselling, physiotherapy, Occupational Health, free flu vaccinations, Employee Support, Mindfulness Training, Employee Psychology and Staff Retreats.
- Generous NHS pensionand annual leave package (27 daysplus bank holidays).
- Regular 1-2-1s, quarterly supervision and annual appraisal, providingopportunity for discussion around achievements, challenges, aspirations and training and development opportunities.
Staff recognition is very important to us; we work closely with colleagues to support development, the staff voice, and to recognise teams and individuals, highlighting outstanding workthrough our Greatix and Star Award schemes.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high-quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Our organisation is on a 'Journey to Change', creating a great experience for our staff is one of three big goals. Ultimately, our aim is to be a proactive, responsible and mindful employer; recruiting, retaining and training our staff, for the right roles, at the right time.
Job description
Job responsibilities
Duties include
Laminate / photocopy / scan
Diary management (arranging, amending, colour-coding and deleting various commitments in own and General Manager diaries)
Oversight of General Managers e-mail inbox, clearing as appropriate and forwarding when he is on leave etc
Typing minutes
Formatting various high-level confidential documents for General Manager
Filing
Printing management hearing bundles
Report faults/repairs or minor new works to Estates team as necessary
Update FSS board
Create staff personal files
Book travel and accommodation for self, team and General Manage
Book meeting rooms both internally and externally for self, team and General Manager
Update document with senior leadership photos displayed around the site
Create various marketing resources using Canva system
Governance meetings
Recruitment Process
Sickness process
Manage/advance staff absence as per procedure(s)
Compose sensitive letters and management reports using ESR and other systems in line with procedure(s)
Complete ESS and OH referrals as appropriate
Compete relevant risk assessments for staff
Discuss and facilitate appropriate flexible working adjustments
Complete DSE assessments
Monitor team performance via IIC and update display board
Authorise annual leave requests and coordinate cover as appropriate
Authorise time owing requests
Create introductory timetables for new starters including access to systems, training and shared folders.
Compete local inductions
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Job description
Job responsibilities
Duties include
Laminate / photocopy / scan
Diary management (arranging, amending, colour-coding and deleting various commitments in own and General Manager diaries)
Oversight of General Managers e-mail inbox, clearing as appropriate and forwarding when he is on leave etc
Typing minutes
Formatting various high-level confidential documents for General Manager
Filing
Printing management hearing bundles
Report faults/repairs or minor new works to Estates team as necessary
Update FSS board
Create staff personal files
Book travel and accommodation for self, team and General Manage
Book meeting rooms both internally and externally for self, team and General Manager
Update document with senior leadership photos displayed around the site
Create various marketing resources using Canva system
Governance meetings
Recruitment Process
Sickness process
Manage/advance staff absence as per procedure(s)
Compose sensitive letters and management reports using ESR and other systems in line with procedure(s)
Complete ESS and OH referrals as appropriate
Compete relevant risk assessments for staff
Discuss and facilitate appropriate flexible working adjustments
Complete DSE assessments
Monitor team performance via IIC and update display board
Authorise annual leave requests and coordinate cover as appropriate
Authorise time owing requests
Create introductory timetables for new starters including access to systems, training and shared folders.
Compete local inductions
Please refer to the attached job description and person specification for further detailed information to ensure that you meet the role criteria before applying.
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 5 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 6 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9).
Experience
Essential
- Significant experience managing and/or supervising staff. Including experience of managing HR related tasks e.g. sickness absence, recruitment, etc.
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Experience of budget management and monitoring expenditure.
- Experience of organising, planning and delivering projects.
Knowledge
Essential
- Excellent Knowledge of Trust policies and procedures.
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures.
Skills
Essential
- Adaptable approach to communication, professional with all staff, carers and service users.
- Excellent interpersonal, negotiating and influencing skills.
- Excellent performance management skills. Ability to gather, monitor and reconcile reports from all systems to ensure effective performance management.
- Excellent typing and word processing skills, ability to type accurately and efficiently at 50+wpm.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 5 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 6 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9).
Experience
Essential
- Significant experience managing and/or supervising staff. Including experience of managing HR related tasks e.g. sickness absence, recruitment, etc.
- Implementing and maintaining systems and processes within an administration team
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service.
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Experience of budget management and monitoring expenditure.
- Experience of organising, planning and delivering projects.
Knowledge
Essential
- Excellent Knowledge of Trust policies and procedures.
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures.
Skills
Essential
- Adaptable approach to communication, professional with all staff, carers and service users.
- Excellent interpersonal, negotiating and influencing skills.
- Excellent performance management skills. Ability to gather, monitor and reconcile reports from all systems to ensure effective performance management.
- Excellent typing and word processing skills, ability to type accurately and efficiently at 50+wpm.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
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).
