Job summary
Full Time - 37.5 Hours Per Week
We are looking for a proactive, adaptable and talented band 4 Admin supervisor to provide both admin support to our psychiatry and senior management team as well as day-to-day line management and professional supervision of our inpatient administration team.
The successful candidate will be an experienced team leader and/or admin supervisor, have excellent communication skills and experience of developing and implementing new administration and service procedures and monitoring these to ensure the highest quality.
If you're looking for an opportunity to broaden your leadership skills within an established and supportive team, then we would welcome a discussion with you.
All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients
Main duties of the job
You will be an enthusiastic individual who upholds the Trusts values.
You will have operational management for admin staff.
You will be a team player, who is self-motivated, can demonstrate good organisational and leadership skills, is friendly and flexible in their approach with good communication skills and attention to detail.
You must have experience of managing staff and be able to maintain confidentiality at all times.
A calm, polite and friendly demeanour is essential and some experience of a problem-solving approach useful.
You will provide a range of administrative functions, as well as induction of new staff into the department.
You will be responsible for implementing administrative processes and systems that support the admin team to ensure effective non-clinical management.
You must be able to work accurately to deadlines, sometimes under pressure, use their own initiative, prioritise workloads and have excellent time management skills.
You should have excellent IT skills and be competent in word processing, spreadsheet packages and databases with a good standard of spelling and grammar.
About us
We
are a specialist NHS Foundation Trust that provides community, mental health
and learning disability services for the people of Barnsley, Calderdale,
Kirklees and Wakefield. We also provide low and medium secure services and are
the lead for the west Yorkshire secure provider collaborative.
Our mission is
to help people reach their potential and live well in their communities, we do this
by providing high-quality care in the right place at the right time. We employ
staff in both clinical and non-clinical services who work hard to make a
difference to the lives of service users, families and carers.
We encourage
and welcome applications from all protected characteristic groups, we value
diversity and want our workforce to be reflective of our communities.
Being
a foundation Trust means were accountable to our
members, who can have a say in how were run. Around 14,300 local people
(including staff) are members of our Trust.
Join
us and you will be one of over 4,500 staff committed to supporting and improving
the mental, physical and social needs of the thousands of people we meet and
help each year.
We
are committed
to safeguarding and promoting the welfare of children, young people and
vulnerable adults and expects all colleagues and volunteers to share this
commitment.
We do reserve to right to close vacancy before the advertised closing date if necessary, so please apply as soon as possible.
Job description
Job responsibilities
This position is designed to provide a flexible role to support and manage change to meet Business Unit objectives
- Undertake delegated duties under the supervision of the Business Administrative Manager. Consulting as necessary and working collaboratively to deliver a comprehensive service.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; develop knowledge to promote an holistic service.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
KEY RESULT AREAS:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Business Administrative Manager, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Business Administration Manager as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Business Admin Manager.
- Proactively and positively contribute to the achievement of service/Trust objectives through individual and team effort. Manage the service user experience with the focus being on delivering excellent customer services.
- Assist in the promotion of an open, welcoming, person-centred culture for service users, carers and colleagues, Seek and support feedback from service users to aid service improvement as required.
For full job description, please see attached supporting documents
Job description
Job responsibilities
This position is designed to provide a flexible role to support and manage change to meet Business Unit objectives
- Undertake delegated duties under the supervision of the Business Administrative Manager. Consulting as necessary and working collaboratively to deliver a comprehensive service.
- Provide services within well-established policies, procedures, protocols, guidelines, whilst acting within the required sphere of competences for the role at all times.
- Work in partnership with others; develop knowledge to promote an holistic service.
- Demonstrate sound knowledge of the service to enable the post holder to contribute and inform decision making within the service.
- Supervise and delegate work to Admin/secretarial staff, participate in their induction, training, appraisal etc.
- May be required to work in challenging environments which could include lone working and conflict resolution.
- Undertake and maintain the required statutory, mandatory and core training as required by the specific area of service.
- Work flexibly to meet the needs of the service.
KEY RESULT AREAS:
- To deliver excellent levels of service by regularly assessing, problem solving, evaluating and reporting to the Business Administrative Manager, in a timely and proactive manner when these standards have not been met, enabling appropriate action to be taken. Implement planned actions in response, communicating changes as appropriate.
- Support the Business Administration Manager as required.
- Work independently, prioritising own work, exercising initiative and judgment. Refer and seek guidance/supervision on issues outside of post holders level of competence or authority to Business Admin Manager.
- Proactively and positively contribute to the achievement of service/Trust objectives through individual and team effort. Manage the service user experience with the focus being on delivering excellent customer services.
- Assist in the promotion of an open, welcoming, person-centred culture for service users, carers and colleagues, Seek and support feedback from service users to aid service improvement as required.
For full job description, please see attached supporting documents
Person Specification
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
Desirable
Special Knowledge/Skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/literacy, IT/keyboard skills
- Diversity/cultural understanding
- Knows responsibilities regarding confidentiality and trust
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills
Desirable
- Financial Management skills
- Language skills other than English
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy)
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification, or be able to demonstrate competency at level 4 in an Admin/Secretarial/Supervisory position
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development
- Degree
Experience
Essential
- In General Administration/Supervisory Management eg. Project management, Sickness management, Recruitment, etc
- In dealing with the public
- In working as an effective team member
- In prioritising own workload and meeting deadlines
Person Specification
Personal Attributes
Essential
- Ability to be flexible to meet the demands of the post
- Responsive attitude and approach
- Dress appropriately for the environment
- Ability to travel around the Trust as appropriate to role
Training
Essential
- Must be willing/able to undertake all appropriate Trust mandatory training requirements, and subsequent refresher training relevant to the area
- Must be willing/able to undergo job development and training and maintain skills
Desirable
Special Knowledge/Skills
Essential
- As appropriate to the role:
- Excellent written communication skills, with the ability to deal with and prepare routine written correspondence
- Excellent verbal communication skills, with the ability to obtain information and pass on comprehensive and confidential messages
- Strong analytical and problem solving skills
- Sound knowledge of Data Protection Act
- Demonstrate excellent customer care skills
- Providing and receiving supervision
- Enthusiastic, able to work flexibly
- Excellent communicator, numeracy/literacy, IT/keyboard skills
- Diversity/cultural understanding
- Knows responsibilities regarding confidentiality and trust
- Resilience to pressure and previous exposure to emotional, distressing or hazardous situations
- Non-judgemental, empathetic manner
- Demonstrates Trust Values
- Excellent interpersonal skills
- Able to use observation skills to identify potential risks and act appropriately
- In working effectively, professionally and independently or as part of a team
- In demonstrating initiative, decision-making and prioritisation skills
Desirable
- Financial Management skills
- Language skills other than English
Physical Attributes
Essential
- A satisfactory sickness record over the previous 2 years (subject to the need to act with fairness and equality of opportunity, particularly where the sickness is related to a disability and/or pregnancy)
- Able to fulfil Occupational Health requirements for the post (with reasonable adjustments if necessary)
Qualifications
Essential
- NVQ level 4 in Business Administration or equivalent level qualification, or be able to demonstrate competency at level 4 in an Admin/Secretarial/Supervisory position
Desirable
- Group Facilitation skills
- Willingness to undertake further study/development
- Degree
Experience
Essential
- In General Administration/Supervisory Management eg. Project management, Sickness management, Recruitment, etc
- In dealing with the public
- In working as an effective team member
- In prioritising own workload and meeting deadlines
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.
