Job summary
An exciting opportunity has arisen for the post of Assistant to the Deputy General Administration Manager in the Estates and Facilities Division.
The post holder will be responsible for the staff management and the co-ordination of a generic team to provide a professional front line service as well as ensuring confidential, accurate and efficient administration support. This will be achieved through the post holder ensuring high quality effective systems are in place to meet the demands of service users.
The successful applicant will work 37.5 hours per week, Monday to Friday from 8.30am to 4.30pm, with a half hour lunch break.
The post holder will need to have exceptional organisational skills and have a flexible approach as well as being confident and innovative. The successful applicant will be a dynamic individual who is adaptable and can deal with the unpredictability that the service may bring.
Excellent communication skills are essential for this role as are excellent IT skills.
Main duties of the job
As a first line-manager, the post holder will be part of a small team who co-ordinates the General Administration functions, providing confidential, accurate, timely and efficient managerial and administration support with a focus on driving quality forward at all times.
This post is fundamental in helping to support the service going forward.
This role offers an excellent opportunity to someone who is looking for a new challenge and is willing to develop themselves and gain a full understanding of the service as a whole.
The successful applicant will be required to work across sites and work collaboratively with the other Assistants to the Deputy General Administration Manager.
About us
This role offers an excellent opportunity to someone who is looking for a new challenge and is willing to develop themselves and gain a full understanding of the service as a whole across the facets of Staff Accommodation Administration, General Offices, Telecoms, General Administration and Overseas Visitors.
We are looking for someone who is flexible, enjoys a variety of administration work and wants to participate in the development of the Estates and Facilities General Administration Service.
This post is fundamental in helping to support the service going forward.
The Team is made up of professional and reliable staff who work together to deliver a high quality, effective service.
Job description
Job responsibilities
The postholder will be expected to:
- Co-ordinate the administration staff to fulfil the demands of service users
- Manage rotas to ensure that telephones, telecommunications, correspondence and workloads are covered during the required working hours. This may include the distribution of personnel across departments to maintain targets and timescales
- Provide first line management of the administration team with day to day supervision, appraisals, attendance management, annual leave authorisation and day to day HR enquiries
- Take appropriate action to resolve difficulties in working relationships within the team, and deal with any day to day difficulties arising amongst members of the team using persuasive skills
- Maintain confidentiality within the working environment
- Work flexibly with other administration colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources
- Ensure accurate and timely input of information into databases
- Work collaboratively with peers to ensure the administration function fulfils legal requirements and the expectations of the Trust
- Work without supervision, escalating issues where appropriate
- Process a variety of administration and financial information
- Contribute to the recruitment process
- Assess and manage administration requests according to the appropriate agenda for change banding within the team, some of which could be governed by time constraints
- Commensurate to the band, assist in providing full administrative support to all Estates and Facilities Managers, to include production of letters, notes and minutes, and other routine correspondence, working to defined service level agreements.
- Assist in the implementation of any database including, inputting and extracting data in line with departmental procedures
- Assist in the set up and maintenance of generic working practices
COMMUNICATION
- Communicate effectively with other team members and service users
- Liaise with internal departments and outside agencies ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act
- Communicate and liaise effectively with other internal Trust departments and individuals through a range of interpersonal and IT media
- Deliver regular team updates including team brief, team engagement and ensure good two-way communication systems are in place
- Arrange, undertake and document regular 121 meetings with staff in line with the service communication strategy
- Assess and manage HR issues, some of which could be of a sensitive nature including performance and resolution.
Job description
Job responsibilities
The postholder will be expected to:
- Co-ordinate the administration staff to fulfil the demands of service users
- Manage rotas to ensure that telephones, telecommunications, correspondence and workloads are covered during the required working hours. This may include the distribution of personnel across departments to maintain targets and timescales
- Provide first line management of the administration team with day to day supervision, appraisals, attendance management, annual leave authorisation and day to day HR enquiries
- Take appropriate action to resolve difficulties in working relationships within the team, and deal with any day to day difficulties arising amongst members of the team using persuasive skills
- Maintain confidentiality within the working environment
- Work flexibly with other administration colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources
- Ensure accurate and timely input of information into databases
- Work collaboratively with peers to ensure the administration function fulfils legal requirements and the expectations of the Trust
- Work without supervision, escalating issues where appropriate
- Process a variety of administration and financial information
- Contribute to the recruitment process
- Assess and manage administration requests according to the appropriate agenda for change banding within the team, some of which could be governed by time constraints
- Commensurate to the band, assist in providing full administrative support to all Estates and Facilities Managers, to include production of letters, notes and minutes, and other routine correspondence, working to defined service level agreements.
- Assist in the implementation of any database including, inputting and extracting data in line with departmental procedures
- Assist in the set up and maintenance of generic working practices
COMMUNICATION
- Communicate effectively with other team members and service users
- Liaise with internal departments and outside agencies ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act
- Communicate and liaise effectively with other internal Trust departments and individuals through a range of interpersonal and IT media
- Deliver regular team updates including team brief, team engagement and ensure good two-way communication systems are in place
- Arrange, undertake and document regular 121 meetings with staff in line with the service communication strategy
- Assess and manage HR issues, some of which could be of a sensitive nature including performance and resolution.
Person Specification
Qualifications
Essential
- GCSE English & Maths C or above/ Grade 9-4 or equivalent
- NVQ Level 4 Business/Administration or equivalent experience
- ECDL
Desirable
Experience
Essential
- Previous experience in a Team Leader/Supervisor role
- Extensive administration experience
- Customer care experience
Desirable
- Previous NHS admin/office experience
Knowledge and Skills
Essential
- Strong skills in the use of Microsoft Office packages
- Well developed communication skills (verbal and written)
- High level organisational skills
- Ability to prioritise workloads and work to deadlines
- Ability to liaise with a wide range of professionals
- Good typing skills
- Ability to take minutes in a formal setting
Desirable
- Ability to write departmental procedures to a high standard
Personal Attributes
Essential
- Ability to adapt to change
- Ability to work as part of a team
- Professional approach to work in attitude, work ethic
- Self disciplined and motivated
- Flexible approach
Person Specification
Qualifications
Essential
- GCSE English & Maths C or above/ Grade 9-4 or equivalent
- NVQ Level 4 Business/Administration or equivalent experience
- ECDL
Desirable
Experience
Essential
- Previous experience in a Team Leader/Supervisor role
- Extensive administration experience
- Customer care experience
Desirable
- Previous NHS admin/office experience
Knowledge and Skills
Essential
- Strong skills in the use of Microsoft Office packages
- Well developed communication skills (verbal and written)
- High level organisational skills
- Ability to prioritise workloads and work to deadlines
- Ability to liaise with a wide range of professionals
- Good typing skills
- Ability to take minutes in a formal setting
Desirable
- Ability to write departmental procedures to a high standard
Personal Attributes
Essential
- Ability to adapt to change
- Ability to work as part of a team
- Professional approach to work in attitude, work ethic
- Self disciplined and motivated
- Flexible approach
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
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).
