Admin Manager

2 days ago

Auckland, Auckland, New Zealand Cddft Full time

County Durham & Darlington NHS Foundation TrustWe have an exciting opportunity for an experienced administration manager to join our team as the Administration Manager for Medical Care Group on a temporary basis.The successful applicant will be a lead resource in providing effective leadership, supervision and management to the administration staff throughout the Medicine Care Group.
You should demonstrate high levels of personal commitment & attention to detail to facilitate the delivery of a patient focused service.The successful applicant will have good interpersonal skills and the ability to work to a high standard as well as a good understanding of clerical skills in a wide range of activities.
You will need to have the ability to prioritize the workload and adhere to deadlines.The successful candidate will be enthusiastic, self-motivated and able to demonstrate a proactive approach as well as having strong IT skills.Main duties of the jobDaily staff management and leadership of the Admin & Clerical staff within our Care Group in the delivery of a first-rate administration service, ensuring Trust standards are met and adhering to HR policies and procedures.Advanced administrative support in order to provide business continuity.Team player with ability to work within a multidisciplinary team.Engaging with a wide range of staff groups and key stakeholders both within the services and externally within the Trust, managing RTT and ensuring that all national targets are met.Making sure that a high level of data quality is maintained.Job responsibilitiesMAIN DUTIES AND RESPONSIBILITIESCollate information and provide detailed briefings/report in preparation for meetings with key stakeholders and external organisations.Manage leave, absence, mileage and time/flexi sheets for staff directly line managed.Authorized signatory for time sheets, travel expenses etc.Ensure the implementation of best practice and standardize office systems and processes.Ensure admin staff undertake mandatory training.Manage the office being the key link for all health and safety, fire, security estates and facilities issues.Provide induction, advice and training to new members of staff as required.Responsible for managing any absence, discipline, grievance, recruitment and selection or performance management issues.Undertake appraisals for staff directly line managed.Act as a coach and mentor to others, undertaking Training Needs Analyses and coordinating training provision across the service.Day-to-day management of the care group's Admin Team Leaders.Liaise with other Admin Managers and Team Leaders to identify service requirements, gaps and surplus, and assess feasibility of joint provision, as appropriate.Represent the admin function at appropriate groups and forums.Undertake a range of management duties simultaneously to ensure the smooth running of the service and commensurate with the band.Person SpecificationExperienceExperience of working across a variety of specialities.Experience in supervising/training and managing staff and dealing with complex staffing issues.Experience in planning and organizing complex meetings.Experience in attending and recording minutes of meetings accurately.Experience of developing, monitoring and managing office systems i.e.
SOPs.Experience in a clinical/NHS environment.Previous administration experience working in a busy administration role.Knowledge of administrative procedures.Understanding of medical terminology.Special RequirementsAbility to travel independently across the County to fulfill the requirements of the post policies and procedures and to be able to advise other staff.Proficient IT skills and experience of using a wide range of software packages e.g.
PowerPoint, Excel, and Microsoft Word.Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.Develop, adapt and improve office systems in a changing environment.Working knowledge of clinical/service terminology.Committed to quality customer care/delivering excellent customer service.Effective interpersonal skills.Evidence of effective communication skills and demonstrate both excellent verbal and written comprehension skill.Ability to maintain and develop communication links with senior officers in other organisations.Knowledge of Data Protection and Caldicott Principles and demonstrate understanding of confidentiality and the associated legal and policy requirements.Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties, including taking minutes.Able to use own initiative to resolve routine queries, in line with departmental procedures.Able to work with minimal supervision following set procedures.Able to organise own workload and prioritise, often under pressure and demonstrate good time management skills.Flexible approach to work and adaptable to change.Team worker.Ability to support staff through periods of organisational change.QualificationsEducated to degree standard or equivalent experience.Educated to at least NVQ Level 4 in Business Administration or equivalent knowledge/experience (or working towards).Evidence of continuing professional development.Management Course.Leadership Course.Experience working with an EPR system.Special Skills and KnowledgeKnowledge of trusts policies and procedures, particularly HR management.Disclosure and Barring Service CheckThis 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 nameCounty Durham & Darlington NHS Foundation Trust
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