Job summary
37.5 hours per week - Internal Only
Working
as a leader of our busy administration teams across Kirklees and Calderdale we
are currenting recruiting a confident, organised, and compassionate leader who
understands the challenges of supporting busy frontline services and has the
skills and experience to bring out the best in people and systems with the
ability to lead and support our administration teams across our sites in
Kirklees and Calderdale.
The administration and Estates
lead post is key to the leadership of our busy administration teams and site
management, working closely with senior organisational leads , you will ensure
that robust administrative processes are in place to support the smooth
delivery of person-centred care across our adult services, combined with
ensuring that the workforce and environment are fit for purpose and enable safe
and effective care.
All employees of the Trust are strongly encouraged to be
fully vaccinated against COVID-19 to protect patients.
For full job description, please see attached supporting
documents.
Main duties of the job
Key duties include
Leading and managing administrative
staff across multiple adult community mental health sites in Calderdale and
Kirklees.
Coordinate the day-to-day
delivery of administrative support, including referrals, appointments,
documentation, and correspondence.
Maintain a high standard of
information governance, confidentiality, and compliance with Trust and NHS
policies.
Oversee the well - being of
our buildings where we have service users attending and staff working from,
plus any new estate developments by liaising with the estates, facilities and
quality academy staff.
Lead on inspections and action
plans required to maintain a safe and quality environment.
At the time of advertising, this role does meet the
minimum requirements set by UK Visas and Immigration to sponsor candidates to
work in the UK. We look forward to receiving your application.
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 is a key post within the locality management
structures.
Administrative responsibility
Overall management responsibility for all admin
working in the BDU, including Health Care Record staff, providing
professional leadership to ensure a workforce fit for purpose.
Lead on any new initiatives regarding the admin
staff.
Roll out the admin review across the BDU.
Site / Building responsibility
Overseeing the well - being of our buildings
where we have service users attending and staff working from, plus any new
estate developments by liaising with the estates, facilities and quality
academy staff.
Lead on inspections and action plans required to
maintain a safe and quality environment.
Care/service/function
provision: Professional Administrative Role
To be professionally accountable for the defined
admin staff based across the Business Delivery Unit.
Ensure best practice within the admin provision is
shared, learning is applied and high standards of information governance
are achieved.
Deliver (100%) implementation of appraisals for all
admin staff, ensure mandatory, core training and specialist training is
being achieved and each member of staff is able to link personal
objectives with the overall strategy and business plans of the
Directorate.
Ensure effective professional supervision is provided for all admin staff.
Working as
part of a Team: Management and Team Level
Provide professional advice and support to the Managers in the
operational management of all admin staff as necessary ensuring high standards
of admin support are maintained.
Support the organisational change of services and
the development of admin staff within the BDU.
Provide professional administration advice to
inform the organisations training and development need.
To support the development of professional admin
forums as appropriate.
Developing relationships with educational
organisations, introduce new roles NVQ/Apprenticeships.
Support the Serious incident, complaints investigations as directed by the
General Manager.
Provide advice and support to the teams identifying
health and safety issues within their area and support the completion of
the Environmental Assessments and Contingency Planning, ensuring all risks
are clearly documented.
We are aware that an increasing number of applicants
are using AI technology to generate responses on NHS Job application
forms.Over reliance on AI-generated content in application forms is
strongly discouraged and we will conduct a thorough screening process before
selecting candidates to progress to the next stage. If you are using AI to
enhance your application, please disclose this in your NHS Jobs application
form.
Job description
Job responsibilities
This is a key post within the locality management
structures.
Administrative responsibility
Overall management responsibility for all admin
working in the BDU, including Health Care Record staff, providing
professional leadership to ensure a workforce fit for purpose.
Lead on any new initiatives regarding the admin
staff.
Roll out the admin review across the BDU.
Site / Building responsibility
Overseeing the well - being of our buildings
where we have service users attending and staff working from, plus any new
estate developments by liaising with the estates, facilities and quality
academy staff.
Lead on inspections and action plans required to
maintain a safe and quality environment.
Care/service/function
provision: Professional Administrative Role
To be professionally accountable for the defined
admin staff based across the Business Delivery Unit.
Ensure best practice within the admin provision is
shared, learning is applied and high standards of information governance
are achieved.
Deliver (100%) implementation of appraisals for all
admin staff, ensure mandatory, core training and specialist training is
being achieved and each member of staff is able to link personal
objectives with the overall strategy and business plans of the
Directorate.
Ensure effective professional supervision is provided for all admin staff.
Working as
part of a Team: Management and Team Level
Provide professional advice and support to the Managers in the
operational management of all admin staff as necessary ensuring high standards
of admin support are maintained.
Support the organisational change of services and
the development of admin staff within the BDU.
Provide professional administration advice to
inform the organisations training and development need.
To support the development of professional admin
forums as appropriate.
Developing relationships with educational
organisations, introduce new roles NVQ/Apprenticeships.
Support the Serious incident, complaints investigations as directed by the
General Manager.
Provide advice and support to the teams identifying
health and safety issues within their area and support the completion of
the Environmental Assessments and Contingency Planning, ensuring all risks
are clearly documented.
We are aware that an increasing number of applicants
are using AI technology to generate responses on NHS Job application
forms.Over reliance on AI-generated content in application forms is
strongly discouraged and we will conduct a thorough screening process before
selecting candidates to progress to the next stage. If you are using AI to
enhance your application, please disclose this in your NHS Jobs application
form.
Person Specification
Special Knowledge & Skills
Essential
- Must be proficient in Microsoft Office programmes.
- Excellent organisational skills with ability to plan/ prioritise own workload and meet deadlines under pressure.
- Ability to work autonomously and with others to achieve outcomes.
- Ability to effectively communicate and manage relationships with a range of internal and external stakeholders.
- Ability to translate and transfer information into purposeful information and practice.
- Skilled in individual risk assessments in relation to business continuity and contingency planning.
- Demonstrate confidence in developing systems and processes, involving police and lock down of the building.
- Recognises when to involve senior involvement in resolving difficult situations.
Desirable
- Specialist knowledge of administration/business improvement techniques.
- Knowledge of COSHH.
- Knowledge of Health & Safety Act 1974.
- Knowledge of Equality Impact Assessments.
- Knowledge of Emergency Planning.
- Knowledge of Travel Plan Co-ordination.
- Knowledge of Sustainability.
- Knowledge of Service redesign.
- Knowledge of Paper light/ electronic patient record/ digital dictation etc.
- Knowledge of working practices within Health Care records and functions.
Physical Attributes
Essential
- Ability to undertake the duties and demands of the post. 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).
Experience
Essential
- Substantial experience working in an administrative leadership role.
- Management experience.
- Experience of chairing and management of key forums or equivalent meetings.
- Experience of presenting complex information to internal and external stakeholders (where there may be some resistance).
- Experience of developing and leading on workshop activity with regard to organisational development.
- Experience of dealing with difficult, challenging behaviour and of managing, resolving conflict in the workplace or similar.
- Experience of successful change management to improve service delivery.
- Experience of HR policies and procedures within the NHS or similar large complex organisations.
- Experience of supervising staff within HR policies and procedures.
- Experience of management of budgets and resources.
Desirable
- Previous experience in NHS healthcare/mental health setting.
- Experience of providing support to staff responsible for front line delivery of NHS services to patients.
- Working with Estates & Planning, including Health & Safety .
- Experience of improving the work environment.
- Experience of Co-ordination of surveys and audits.
- Experience of working across partner organisations.
- Demonstrates personal supervision and appraisal.
Qualifications
Essential
- Hold relevant business Degree or CMI or NVQ level 5 in Management & Leadership or evidence of equivalent knowledge/skills gained by experience of working in an administrative/business function. (If no formal qualification would need to successfully complete within agreed timescales).
Desirable
Training
Essential
- Evidence of continual professional development.
- Training in Recruitment and Selection.
- Training in Handling Complaints and compliments.
- Training in Data Security Awareness.
- Training in Conducting appraisals.
Desirable
- Conflict resolution training.
- Compliant with mandatory training.
Personal Attributes
Essential
- Genuine interest in making a difference and promoting the admin workforce within the BDU / organisation.
- Attention to detail demonstrating excellent written and verbal communication skills.
- Skilled at inter professional working across the organisation boundaries.
- Ability to respond to complex situations.
- Understanding of confidentiality & Information Governance.
- Able to engage with a diverse workforce and client group to deliver successful outcomes.
- A Current driving licence and access to a car during the working day is essential (reasonable adjustments will be considered for any applicants who are unable to drive due to a disability).
Desirable
- Presents self as informed and knowledgeable, appropriately assertive and professional whilst acknowledging others perspective and views to achieve the desired outcomes.
Person Specification
Special Knowledge & Skills
Essential
- Must be proficient in Microsoft Office programmes.
- Excellent organisational skills with ability to plan/ prioritise own workload and meet deadlines under pressure.
- Ability to work autonomously and with others to achieve outcomes.
- Ability to effectively communicate and manage relationships with a range of internal and external stakeholders.
- Ability to translate and transfer information into purposeful information and practice.
- Skilled in individual risk assessments in relation to business continuity and contingency planning.
- Demonstrate confidence in developing systems and processes, involving police and lock down of the building.
- Recognises when to involve senior involvement in resolving difficult situations.
Desirable
- Specialist knowledge of administration/business improvement techniques.
- Knowledge of COSHH.
- Knowledge of Health & Safety Act 1974.
- Knowledge of Equality Impact Assessments.
- Knowledge of Emergency Planning.
- Knowledge of Travel Plan Co-ordination.
- Knowledge of Sustainability.
- Knowledge of Service redesign.
- Knowledge of Paper light/ electronic patient record/ digital dictation etc.
- Knowledge of working practices within Health Care records and functions.
Physical Attributes
Essential
- Ability to undertake the duties and demands of the post. 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).
Experience
Essential
- Substantial experience working in an administrative leadership role.
- Management experience.
- Experience of chairing and management of key forums or equivalent meetings.
- Experience of presenting complex information to internal and external stakeholders (where there may be some resistance).
- Experience of developing and leading on workshop activity with regard to organisational development.
- Experience of dealing with difficult, challenging behaviour and of managing, resolving conflict in the workplace or similar.
- Experience of successful change management to improve service delivery.
- Experience of HR policies and procedures within the NHS or similar large complex organisations.
- Experience of supervising staff within HR policies and procedures.
- Experience of management of budgets and resources.
Desirable
- Previous experience in NHS healthcare/mental health setting.
- Experience of providing support to staff responsible for front line delivery of NHS services to patients.
- Working with Estates & Planning, including Health & Safety .
- Experience of improving the work environment.
- Experience of Co-ordination of surveys and audits.
- Experience of working across partner organisations.
- Demonstrates personal supervision and appraisal.
Qualifications
Essential
- Hold relevant business Degree or CMI or NVQ level 5 in Management & Leadership or evidence of equivalent knowledge/skills gained by experience of working in an administrative/business function. (If no formal qualification would need to successfully complete within agreed timescales).
Desirable
Training
Essential
- Evidence of continual professional development.
- Training in Recruitment and Selection.
- Training in Handling Complaints and compliments.
- Training in Data Security Awareness.
- Training in Conducting appraisals.
Desirable
- Conflict resolution training.
- Compliant with mandatory training.
Personal Attributes
Essential
- Genuine interest in making a difference and promoting the admin workforce within the BDU / organisation.
- Attention to detail demonstrating excellent written and verbal communication skills.
- Skilled at inter professional working across the organisation boundaries.
- Ability to respond to complex situations.
- Understanding of confidentiality & Information Governance.
- Able to engage with a diverse workforce and client group to deliver successful outcomes.
- A Current driving licence and access to a car during the working day is essential (reasonable adjustments will be considered for any applicants who are unable to drive due to a disability).
Desirable
- Presents self as informed and knowledgeable, appropriately assertive and professional whilst acknowledging others perspective and views to achieve the desired outcomes.
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.
