Occupational Health and Wellbeing Service Admin Manager

South West Yorkshire Partnership NHS Trust

Information:

This job is now closed

Job summary

37.5 Hours Per Week

An exciting opportunity has arisen to work in our busy Occupational Health (OH) & Wellbeing service. We are looking to recruit an enthusiastic and motivated full-time Admin Manager, who will provide day to day operational management and support for the administration team.

The candidate should have extensive knowledge of using a variety of computer systems and have an interest in managing and supporting the team with a new occupational health data base (OPAS) recently introduced into the service. The role will involve extracting and collating complex data into reports for all OH contracts as required by the senior management team for benchmarking of service performance and to meet national clinical and budgetary targets. The role will involve working closely with the senior management team in terms of developing local procedures and standards. The applicant should have excellent organisation and time management skills, be able to prioritise competing demands and work effectively under pressure. The role will involve taking a lead on the ordering and procurement of supplies and equipment for the team, to include raising purchase orders. The successful candidate will need to possess excellent communication skills and will work collaboratively with all key stakeholders.

Please contact Liz Needham, Deputy Head of OH for more information on 01924 316031 or at liz.needham@swyt.nhs.uk

Main duties of the job

To manage and support the departments admin team in terms of fulfilling their roles.

The role will involve being a system administrator for the departments new computer system and taking a lead on developing and maintaining local IT systems and processes surrounding this.

To extract and collate complex data and prepare reports as required by the senior management team.

In conjunction with the senior management team, the candidate will help develop local procedures and standards.

To take a lead on the ordering and procurement of equipment and supplies to include raising purchase orders.

All employees of the Trust are strongly encouraged to be fully vaccinated against COVID-19 to protect patients.

We are aware that an increasing number of applicants are using AI technology to generate responses on NHS Job application forms. We strongly discourage this and 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.

At the time of advertising, this role does not meet the minimum requirements (salary threshold or occupational requirements) set by UK Visas and Immigration to sponsor candidates to work in the UK. For this reason, unfortunately we are unable to sponsor anyone on a visa for this role at this moment in time.

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.

Date posted

23 January 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-QA01315A

Job locations

Fieldhead Hospital

Ouchthorpe Lane

Wakefield

WF1 3SP


Job description

Job responsibilities

To provide day to day operational management of the admin team within the Occupational Health & Wellbeing Service ensuring organisational management of workload to the administrative team.

To ensure a robust business support to the OH Service.

To have overall responsibility for developing and maintaining the local and organisational information systems to support the service delivery, evaluation and redesign alongside the clinical and operational management structure.

Provide supervision and support incorporating all training and development requirements for all administrative staff.

Authorising signatory for a delegated budget of £5000

Sign off time sheets and overtime payments

Responsibility for the management of the administrative team including staff attendance, recruitment and deployment of staff ensuring staff are aware of their roles and responsibilities and adhere to professional standards.

To communicate with clinical and non-clinical staff throughout the service and organisation at all levels building and maintaining relationships and collaborations to ensure service delivery.

Ensure patient contact with admin staff is to a high standard, providing good customer service and acting on concerns or complaints raised in line with organisational policy and procedures.

Responsible for the recording and reporting of all mandatory and statutory training within the administrative team.

To provide management supervision and mentorship to all admin staff

Advanced knowledge regarding computerised systems within the service. Managerial knowledge of system administration and management of new hardware and software introduced into the service.

To collate and manipulate complex data as requested by the senior management team to meet local and national clinical and budgetary targets.

Manage, maintain and develop local management information systems in response to local and national targets and reporting mechanisms.

Provide audits requested by the service manager in response to service delivery and development to ensure corporate deadlines are met.

Job description

Job responsibilities

To provide day to day operational management of the admin team within the Occupational Health & Wellbeing Service ensuring organisational management of workload to the administrative team.

To ensure a robust business support to the OH Service.

To have overall responsibility for developing and maintaining the local and organisational information systems to support the service delivery, evaluation and redesign alongside the clinical and operational management structure.

Provide supervision and support incorporating all training and development requirements for all administrative staff.

Authorising signatory for a delegated budget of £5000

Sign off time sheets and overtime payments

Responsibility for the management of the administrative team including staff attendance, recruitment and deployment of staff ensuring staff are aware of their roles and responsibilities and adhere to professional standards.

To communicate with clinical and non-clinical staff throughout the service and organisation at all levels building and maintaining relationships and collaborations to ensure service delivery.

Ensure patient contact with admin staff is to a high standard, providing good customer service and acting on concerns or complaints raised in line with organisational policy and procedures.

Responsible for the recording and reporting of all mandatory and statutory training within the administrative team.

To provide management supervision and mentorship to all admin staff

Advanced knowledge regarding computerised systems within the service. Managerial knowledge of system administration and management of new hardware and software introduced into the service.

To collate and manipulate complex data as requested by the senior management team to meet local and national clinical and budgetary targets.

Manage, maintain and develop local management information systems in response to local and national targets and reporting mechanisms.

Provide audits requested by the service manager in response to service delivery and development to ensure corporate deadlines are met.

Person Specification

Experience

Essential

  • Experience of having supervisory and management responsibility.
  • In depth knowledge of Microsoft Packages.
  • Experience working in mental health services.
  • Experience of producing reports and making recommendations
  • Experience of developing and implementing change to improve service performance.
  • Experience of implementing change to administrative practice
  • Extensive knowledge of the data protection act and confidentiality

Desirable

  • Audit experience
  • Knowledge and Experience of Human Resource Policy/Procedures

Qualifications

Essential

  • Educated to Degree level in a relevant subject or ability to demonstrate competencies working at that level.

Desirable

  • Previous occupational health experience.
  • Previous experience with occupational health databases.

Special Knowledge and Skills

Essential

  • Must be able to work on own initiative and act independently.
  • Good organisational skills, with an ability to work within a pressured environment working to tight deadlines.
  • Demonstrate ability to work within a team.
  • Excellent written and verbal communication skills.
  • Strong analytical and problem solving skills having the ability to design and maintain administration and monitoring systems.
  • Demonstrable motivational skills to self and others
  • Data analysis skills and the use of spreadsheets
  • Ability to record and maintain accurate details, prepare written correspondence, maintain electronic diaries and organise meetings.

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).

Personal Attributes

Essential

  • Ability to travel across the Trust as appropriate to the role
  • Flexible working

Training.

Essential

  • Willingness to undertake further training and personal development.
Person Specification

Experience

Essential

  • Experience of having supervisory and management responsibility.
  • In depth knowledge of Microsoft Packages.
  • Experience working in mental health services.
  • Experience of producing reports and making recommendations
  • Experience of developing and implementing change to improve service performance.
  • Experience of implementing change to administrative practice
  • Extensive knowledge of the data protection act and confidentiality

Desirable

  • Audit experience
  • Knowledge and Experience of Human Resource Policy/Procedures

Qualifications

Essential

  • Educated to Degree level in a relevant subject or ability to demonstrate competencies working at that level.

Desirable

  • Previous occupational health experience.
  • Previous experience with occupational health databases.

Special Knowledge and Skills

Essential

  • Must be able to work on own initiative and act independently.
  • Good organisational skills, with an ability to work within a pressured environment working to tight deadlines.
  • Demonstrate ability to work within a team.
  • Excellent written and verbal communication skills.
  • Strong analytical and problem solving skills having the ability to design and maintain administration and monitoring systems.
  • Demonstrable motivational skills to self and others
  • Data analysis skills and the use of spreadsheets
  • Ability to record and maintain accurate details, prepare written correspondence, maintain electronic diaries and organise meetings.

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).

Personal Attributes

Essential

  • Ability to travel across the Trust as appropriate to the role
  • Flexible working

Training.

Essential

  • Willingness to undertake further training and personal development.

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

South West Yorkshire Partnership NHS Trust

Address

Fieldhead Hospital

Ouchthorpe Lane

Wakefield

WF1 3SP


Employer's website

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


Employer details

Employer name

South West Yorkshire Partnership NHS Trust

Address

Fieldhead Hospital

Ouchthorpe Lane

Wakefield

WF1 3SP


Employer's website

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


For questions about the job, contact:

Liz Needham

liz.needham@swyt.nhs.uk

01924316031

Date posted

23 January 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9378-QA01315A

Job locations

Fieldhead Hospital

Ouchthorpe Lane

Wakefield

WF1 3SP


Supporting documents

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