Admin and Buildings Manager

Job responsibilities

To ensure the leadership / core management team and all service staff are provided with comprehensive, efficient and effective secretarial and administrative support.

To manage the whole recruitment process, induction and training of new administrative / housekeeping staff and contribute to the induction and training of other team members.

To undertake all aspects of building management ensuring all health, safety, maintenance and risk assessments are carried out in accordance with local and national policies and procedures.

To ensure that the building is maintained to a high standard in line with Health and Safety and Infection Control regulations guided by the Trust and cleaning schedules undertaken by the Housekeeping Team.

To liaise with the leadership team and estates management to ensure the building is used to its full potential in relation to its occupants, visitors and service provision.

To ensure appropriate building assessments are undertaken by the Service Manager.

To be responsible for ordering stock and non-stock items and managing budgets for provisions and admin/ancillary staff.

To manage and ensure the efficient running of building wide IT, network and telecommunications, liaising with the IT service desk and telecoms as and when necessary.

To assist with implementation of new initiatives such as IT / electronic patient records - Rio, clinical documentation and care pathways.

To be a focal point of communication for the leadership / core management team, using own initiative to deal with phone calls, emails and complaints with appropriate actions and urgency. To carry out ad-hoc tasks as requested by the leadership team.

Alongside the Service Manager, develop and maintain the local risk register, ensuring all incidents are reported and evidenced in relation to follow up action, responsibility and compliance.

Ensure provision of cover is in place for all administrative duties and procedures within own building. Support and implement processes to utilise staff flexibly in order to meet service need across multiple locations.

Display exceptional organisational skills in order to prioritise workload in often highly pressured circumstances.

Display a flexible approach to work to ensure the services are fully supported during working hours of the service/building and being responsive to the varying demands of the post.

Building Management

Responsible for ensuring there are up to date reports and actions plans completed for Environmental Risk Assessments, Asbestos, Major Incident Plan, Legionella, Infection Control and Fire.

Liaising with Trust Estates, Project Managers and External Contractors on major work and making decisions, which could involve large amounts of money and attending regular Project / Progress Meetings for Major Work.

Responsible for locking up and opening up of the building or delegate appropriately.

Responsible person for ensuring that Legionella flushing occurs on a daily basis and is recorded via the electronic recording system.

Responsible person for identifying and reporting all building issues and liaising with internal Estates Team and External contractors on a daily / weekly / monthly basis.

Responsible for ensuring panic Alarm system works effectively and is maintained yearly

Responsible person to ensure that all aspects of Fire Safety and regulations are adhered to (nominated Fire Wardens and training, Alarm testing, fire evacuation plans, fire drills, check lists etc)

Informing the Service Manager when Risk Assessments are due.

Report / complete any immediate actions required following outcome of Risk Assessments / Audits undertaken by the Service Manager.

Finance & Resources

Prepare requisitions for the service, liaise with Finance and Supplies staff and undertake end of year reporting/creditors forms in respect of the budget.

Be responsible for designated budget in relations to administrative, ancillary staff, buildings / building improvements and minor works.

Authorised signatory for up to £1000.

Management/Human Resources

Provide line management, supervision and annual PDR/appraisal to admin / housekeepers within the service. This will include ensuring mandatory training is undertaken and dealing with Human Resource issues relating to recruitment and selection; management of short and long term sickness from stage 1 and maternity leave; Grievance, Disciplinary, all forms of dismissal and Capability issues.

Be responsible for the overall management co-ordination and work allocation of the administrative support function, with support as required from the Service Manager, ensuring the services Leadership Teams receives a high quality, efficient administrative service.

Offer advice, guidance and support to all members of the administrative team, where relevant or necessary.

The post holder will be expected to provide cross cover for colleagues within the building and across the wider service as required.

Service Development

To be an active member of the service Leadership Team / Core Management Team in the delivery of individual and collective priorities, objectives, projects and attend meetings as required.

Co-ordinate projects within the services as required using a high level of autonomy and work independently to achieve priorities and meet deadlines.

Support the planning, management, co-ordination, monitoring, execution and delivery of projects on behalf of the service.

Participate in relevant meetings with regards to projects where required and provide information and support to members of staff, Trust-wide, where necessary.

To be responsible for the day to day operation of the service including the maintenance of computerised and manual systems.

To be a key member of the local leadership teams and contribute to the development of all services.

To provide line management, supervision and PDRs for other admin staff within the services..

Other Duties

To act as administrative / housekeeper lead for Trust projects, representing admin and housekeepers for the older adult community mental health services and attend meetings as required.

To liaise with senior colleagues (both internal and external) as required. Act as a representative of the Trust in attendance at relevant external meetings.

To attend appropriate training in line with the requirements of the role maintaining continued personal development.

To adhere and promote compliance of Sheffield Health and Social Care policies and procedures including the maintenance of confidentiality and compliance with the Data Protection Act.

Working Relationships

The postholder will have working relationships with others at all levels across the Trust and with various external bodies, including:

Local Leadership Teams, Service Managers, Senior Practitioners, clinical and admin and housekeeping staff within the service, other Admin and Building Managers to support with interviews and cross cover.

Governance Officer/Information Analyst roles within the Trust

Clinical Operations Directorate Support function (Service Development & Project Support)

IT, Finance, Estates, Contracts, HR colleagues and managers and other Trust services

Other working partners including GPs, Sheffield CCG, NHS England, Sheffield City Council, Social & Community Services, Voluntary Organisations, Safeguarding, Fire and Police and User and Carer Representatives, External Contractors for projects and routine maintenance contracts.

Training and qualification

Essential

• oQualification in Business Administration to degree level or equivalent demonstrable experience
• oRSA Ill typing or equivalent experience/capability oManagement/Leadership qualification or demonstrable experience within a supervisory role.
• oManagement/Leadership qualification or demonstrable experience within a supervisory role.
• oGood standard of education at GCSE level or higher

Desirable

• oAudio typing qualification or relevant experience

Knowledge and skills

Essential

• oDemonstrate the ability to produce accurate correspondence and reports to a high standard
• oAnalytical and problem solving skills
• oComputer literate with excellent IT skills including Excel, PowerPoint, Word and MS Teams
• oExcellent communication and interpersonal skills
• oExcellent organisational skills with an ability to prioritise own workload and that of others
• oArticulate, confident, positive and persuasive in communicating with individuals at different levels, both internal and external
• oDemonstrate a high degree of initiative and innovation to provide solutions to any issues that may arise

Desirable

• oKnowledge of a range of Trust organisational policies and procedures
• oAwareness of national policies and initiatives
• oShorthand or equivalent note taking skills

Experience

Essential

• oSignificant experience in a senior administrative position
• oKnowledge and experience of developing and managing office systems
• oSignificant experience of managing competing demands and ensuring actions are followed up
• oLine management experience
• oExperience of buildings management

Desirable

• oPrevious experience of working in the NHS
• oExperience of managing staff and resource across more than one site

Other

Essential

• oAbility to liaise with Senior Managers and Directors at all levels
• oAbility to interact with service users and members of the public, who may be in distress
• oAbility to work under pressure in a changing and challenging environment
• oAbility to sit for long periods of time whilst using a PC and keyboard, and the ability to use intense concentration for long periods of time
• oAble to use own discretion and be accountable for own actions
• oPresent in a professional manner at all times
• oAbility to make decisions without recourse to a higher authority
• oAbility to produce accurate work within tight deadlines
• oEnthusiastic, takes pride in their work and promotes a professional image and attention to detail where necessary
• oWorks well alone or part of a team
• oFlexible in terms of hours of work, and adaptable in a changing and challenging environment
• oAbility to plan and prioritise own workload, anticipate deadlines and address issues appropriately
• oCompetent to work to priorities and tight deadlines without undue stress

Desirable

• oCar driver/access to car in case of attending events/functions off site to support managers and to easily commute between multiple sites

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.

Certificate of Sponsorship

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).