Job summary
The post for a Talking Therapies Administration Manager, is an exciting opportunity to be part of a multi-professional workforce that provides access to treatment for people with depression, anxiety and other common mental health conditions within a primary care setting.
The post holder will have experience of managing a large admin team and be expected to undertake a wide range of duties to support the service. You will provide senior support and expert knowledge, to provide an efficient & professional administrative service. You will be an effective, responsive decision maker, able to work independently, delivering an effective patient focussed service. You will utilise procedures to achieve KPI's and be proactive in supporting meeting targets.
Main duties of the job
- Provide a high quality confidential and comprehensive administrative service.
- Direct line management responsibility for Band 3 and Band 4 team members to escalate issues and discuss improvements.
- Manage the appraisal process for the team ensuring the required targets are met.
- Ensure staff attend statutory and mandatory training in line with Trust policy.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Monitor the smooth functioning of the centralised booking system for clients' appointments
- Proactively maintain administrative systems as required to support the smooth running of the Service
- Resolve queries on behalf of managers
- Assist with recruitment and selection of staff
- Oversee the facilitation and administration of meetings/panels, including and taking formal minutes
- Produce reports on Pcmis in the data manager's absence/unavailability
- Ensure administration and service targets are reached
About us
COVID-19 VaccinationWe continue to encourage all staff to ensure that they have been double vaccinated and received their booster. We recognise that taking the vaccine provides the best defence against COVID 19 for our patients, our staff and their families.
ProbationaryProbationary Period
This post will be subject to a probationary period. Internal applicants are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or currently a bank member of staff).
Starting with NELFT
NELFT place a great deal of importance on new starters being properly welcomed and inducted into the Trust. All new starters will join the Trust on the first Monday of each month and will undertake a comprehensive induction of up to two weeks which will include mandatory training, systems training and the allocation of equipment. As part of the process new starters will have the opportunity to also meet the executive team, senior managers and attend a number of drop in sessions focussing in engagement, health and wellbeing and key processes. The induction will be held at our head office in Rainham, Essex.
High Cost Area Supplement -
This post also attracts payment for High Cost Area Supplement of 15% of the basic salary (with a minimum of £4,313 to a maximum of £5,436 p.a. pro rata for part time).
Job description
Job responsibilities
- Provide a responsive and efficient administrative service to meet the needs of the service.
- Use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.
- Be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions.
- Be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.
- Be responsible for ensuring that the necessary systems are in place to provide a responsive and efficient administrative service. This will include the day to day management of staff within an allocated area.
- Be expected to work in other areas of the service to cover absence, which may involve cross- area working.
Key Responsibilities:
- Provide a high level and effective administrative service to line manager.
- Provide a high quality confidential and comprehensive administrative service.
- Manage diaries on behalf of others.
- Take formal minutes for high level meetings i.e. grievance and disciplinary including preparation of paperwork.
- Direct line management responsibility for Band 3 and Band 4 team members to escalate issues and discuss improvements.
- Responsible for annual leave/study leave to maintain cover arrangements and transfer staff at short notice.
- Co-ordinate absence/study leave
- Ensure line management processes are followed and regular supervision is documented.
- Manage the appraisal process for the team ensuring the required targets are met.
- Ensure staff attend statutory and mandatory training in line with Trust policy.
- Main contact for resourcing issues to ensure adequate staffing levels at all times.
- Assist with recruitment and selection of staff.
- Work flexibly to support managers; may include working beyond normal working hours depending on needs of manager and/or service.
- Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review e.g. safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
- Monitor the smooth functioning of the centralised booking system for clients appointments
- Produce reports on Pcmis on the data managers absence/unavailability
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the Service.
- Make administrative arrangements for ensuring new starters receive Trust and team inductions.
- Assist the manager in providing a rota list for the service and monitor staff ESR and attendance.
- Manage the collection of data i.e. satisfaction surveys.
- Assist the Manager to act on survey outcomes.
- Undertake risk assessments and regularly update the risk register.
- Assist manager by working closely with clinical governance to ensure risks are monitored and actioned.
- Participate in project work.
Computer/Administration
- Produce reports, documents and high level correspondence that are accurate and comprehensive.
- Ensure administration and service targets are reached.
- Monitor contracts to ensure financial processes are followed which offer value for money and effective services.
- Monitor stock levels, reorder as necessary, collate costs and raise paperwork.
- Update and maintain existing databases and support the implementation of new systems.
- Monitor and requisition stationery and non-stock items.
- Ensure all invoices relevant to the department are coded, validated and authorised for payment.
- Collate, monitoring and analyse management statistics i.e. sickness/absence and annual leave records.
Communication
.
- Resolve queries on behalf of managers.
- Ensure relevant policies and procedures are cascaded to all staff.
- Attend and hold regular team meetings to ensure robust lines of communication are in place.
- Work with the manager on emergency planning for the service ensuring business continuity plans are current and shared.
Job description
Job responsibilities
- Provide a responsive and efficient administrative service to meet the needs of the service.
- Use their reason, intellect and judgement to work on their own initiative to deal with matters on behalf of their Manager.
- Be an effective decision maker, who is able to prioritise own workload whilst responding to interruptions.
- Be able to deal with unpredictable work patterns and proactively deal with issues without reference to others.
- Be responsible for ensuring that the necessary systems are in place to provide a responsive and efficient administrative service. This will include the day to day management of staff within an allocated area.
- Be expected to work in other areas of the service to cover absence, which may involve cross- area working.
Key Responsibilities:
- Provide a high level and effective administrative service to line manager.
- Provide a high quality confidential and comprehensive administrative service.
- Manage diaries on behalf of others.
- Take formal minutes for high level meetings i.e. grievance and disciplinary including preparation of paperwork.
- Direct line management responsibility for Band 3 and Band 4 team members to escalate issues and discuss improvements.
- Responsible for annual leave/study leave to maintain cover arrangements and transfer staff at short notice.
- Co-ordinate absence/study leave
- Ensure line management processes are followed and regular supervision is documented.
- Manage the appraisal process for the team ensuring the required targets are met.
- Ensure staff attend statutory and mandatory training in line with Trust policy.
- Main contact for resourcing issues to ensure adequate staffing levels at all times.
- Assist with recruitment and selection of staff.
- Work flexibly to support managers; may include working beyond normal working hours depending on needs of manager and/or service.
- Open and sort incoming emails and other post in a timely manner, and where appropriate, personally prepare and send responses to correspondence.
- Operate bring forward and reminder systems.
- Undertake word processing of all documents to a high standard, in an agreed Trust style and using an appropriate referencing system.
- Utilise advanced level IT skills to create reports, spreadsheets and presentations.
- Develop and maintain filing systems (electronic and paper) to ensure effective access to relevant information.
- Prioritise own workload on a day-to-day basis to ensure that deadlines are met.
- Act as a central point of contact for external and internal callers, making judgements regarding appropriate dissemination of key information.
- Coordinate administrative arrangements relating to reporting requirements, to include the collation and presentation of documentation, preparing evidence and ensuring information is up to date.
- Oversee the facilitation and administration of meetings/panels, including: taking formal minutes that are intended for external review e.g. safeguarding, the production of agendas and coordination of papers, ensuring that key documents are available within defined timescales.
- Maintain up to date confidential personal staff files.
- Monitor the smooth functioning of the centralised booking system for clients appointments
- Produce reports on Pcmis on the data managers absence/unavailability
- Propose and implement changes to working practices to reflect the needs of the Service.
- Act as delegated authority for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests for information from other Trust sources as agreed by the Manager.
Front of House
- Proactively maintain administrative systems as required to support the smooth running of the Service.
- Make administrative arrangements for ensuring new starters receive Trust and team inductions.
- Assist the manager in providing a rota list for the service and monitor staff ESR and attendance.
- Manage the collection of data i.e. satisfaction surveys.
- Assist the Manager to act on survey outcomes.
- Undertake risk assessments and regularly update the risk register.
- Assist manager by working closely with clinical governance to ensure risks are monitored and actioned.
- Participate in project work.
Computer/Administration
- Produce reports, documents and high level correspondence that are accurate and comprehensive.
- Ensure administration and service targets are reached.
- Monitor contracts to ensure financial processes are followed which offer value for money and effective services.
- Monitor stock levels, reorder as necessary, collate costs and raise paperwork.
- Update and maintain existing databases and support the implementation of new systems.
- Monitor and requisition stationery and non-stock items.
- Ensure all invoices relevant to the department are coded, validated and authorised for payment.
- Collate, monitoring and analyse management statistics i.e. sickness/absence and annual leave records.
Communication
.
- Resolve queries on behalf of managers.
- Ensure relevant policies and procedures are cascaded to all staff.
- Attend and hold regular team meetings to ensure robust lines of communication are in place.
- Work with the manager on emergency planning for the service ensuring business continuity plans are current and shared.
Person Specification
Experience of managing admin teams
Essential
experience of KPI's/targets
Essential
excellent experience/use of excel and microsoft packages
Essential
Person Specification
Experience of managing admin teams
Essential
experience of KPI's/targets
Essential
excellent experience/use of excel and microsoft packages
Essential
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).
