Job summary
- Main area
- Senior Administrator / Office Manager
- Grade
- NHS AfC: Band 4
- Contract
- Permanent: To work across 3 x sites in Bury, Windsor House, Cambeck Close & Radcliffe Place
- Hours
- Full time
- Flexible working
- Job ref
- 311-F547-23
- Employer
- Pennine Care NHS Foundation Trust
- Employer type
- NHS
- Site
- Radcliffe Place
- Town
- Bury
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- Today at 23:59
Employer heading
Senior Administrator / Office Manager
NHS AfC: Band 4
About the Trust
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
Our ambition is to maximise people’s potential and we aim to promote an inclusive environment and improve the diversity of our workforce so our people truly represent the communities we serve.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
If you come and work for us we will offer a range of benefits and opportunities, including:
- Generous annual leave entitlement for Agenda for Change and Medical and Dental staff.
- Flexible working opportunities to support your work/life balance
- Access to Continued Professional Development
- Involvement in improvement and research activities
- Health and Wellbeing activities and access to an excellent staff wellbeing service
- Access to staff discounts across retail, leisure and travel
If you are Kind, Fair, Ingenious and Determined then we want you to come and join our #PennineCarePeople
Job overview
We are looking for a highly enthusiastic individual to come and join our team as a Senior Administrator / Office Manager providing cross cover across 3 sites in Bury, Windsor House, Cambeck Close and Radcliffe Place. We are looking for an individual who is self-motivated and approachable , who has highly efficient administration, office skills and have key qualities in maintaining office management and front of house functions.
The role will work play a key function in the running of our teams and will require contact (face-to-face and telephone) with the wider MDT, our service users, their families and/or carer's and will require excellent communication skills. The post holder will work closely and receive supervision from the Unit Manager. You will be expected to have excellent ICT skills and a good knowledge of Microsoft applications with the ability to update and / or implement new systems in line with both the Trust and Service requirements.
Main duties of the job
To manage supervise and co-ordinate full administrative and clerical support for the Unit, including minuet taking .
To facilitate good team working amongst the multi-disciplinary team including providing support after difficult contacts with service users as required.
To manage the day to day running of the services
To provide secretarial support to the service Unit Manager and wider clinical multidisciplinary team.
To effectively and efficiently use Paris, develop and implement local systems required for the collection and management of information and reports as required
Working for our organisation
We are proud to be the most improved mental health and learning disability trust to work for and the best in the North West.
We are proud to provide high quality mental health and learning disability services, both inpatient and in the community across five boroughs of Greater Manchester - Bury, Oldham, Rochdale, Stockport and Tameside and Glossop.
Our new service will be provided by the Learning Disabilities' Care Hub which is located within the Specialist Network at Pennine Care.
Our vision is for a happier and more hopeful life for everyone in our communities and our staff work hard to deliver the very best care for the people who use our services. We’re really proud of our #PennineCarePeople and do everything we can to make sure we’re a great place to work.
All individuals regardless of race, age, disability, ethnicity, nationality, gender, gender reassignment, sexual orientation, religion or belief, marriage and civil partnership are encouraged to apply for this post. We would also encourage applications from individuals with a lived experience of mental illness, either individually or as a carer.
Detailed job description and main responsibilities
To ensure a comprehensive, effective secretarial and clerical service is provided for the Unit by the development and implementation of administrative systems, procedures and policies including word processing, compiling statistics, Audio and copy typing, drafting routine correspondence, photocopying and filing.
To be the lead contact and manage the reception environment.
To support the Unit Manager, coordinate and supervise the workload of the team via rota support.
Effectively plan for the provision of cover during authorised and unauthorised absence to ensure a high quality and efficient support service is provided to the multi-disciplinary team and service users. To monitor the generic e-mail box for the service. To organise and monitor the booking of rooms and the visitor signing in
/ out system. To be responsible for planning inductions and training of new admin staff and support workers as required.
To have overall responsibility for ensuring appropriate procedures and protocols are followed in the reception / admin office and to review and update local procedures as required.
To undertake telephone and direct reception services including dealing with enquiries and taking accurate messages in the absence of relevant staff. This may involve dealing with service users, their families and carer’s in a distressed state.
To process referrals, support in admission processes, manage diary systems and maintain service user records for the multi-disciplinary team according to their criteria/needs.
To support in processes for planning and organization of visiting / booking appointments for families, carer’s and other agency / partners.
To process and organise incoming and outgoing mail.
To organise and maintain files and systems for all documents and correspondence of the Unit, covering administration, planning, professional, staff and other matters.
To ensure all telephone and personal enquiries to the Unit are dealt with in a courteous, informative and helpful manner by the team to promote and enhance the image of the Unit – Service user contact may have barriers of understanding.
To provide high quality, effective and efficient secretarial support to the Unit Manager.
To have due regard for confidentiality of all documentation and areas of work relating to role of secretary and office manager.
To develop and manage information systems for the Unit. To ensure the appropriate use of Paris and any other systems.
To attend and minute take at team meetings as required or delegate these duties as appropriate. To attend and participate in meetings relevant to the running of the Unit where appropriate.
To be responsible for day to day building and equipment maintenance issues that may arise.
To be responsible for the collection and provision of statistical information required by the Senior Leadership team.
To support the Unit Manager in accurate recording and administration of Annual Leave and Sickness absences for all staff (clinical and non-clinical) within the Unit.
To be support in the inputting of bank shifts onto the system for bank staff.
To be responsible for the ordering of office supplies within the authorisation of the budget for purchasing of all materials required by the Unit as agreed by the Unit Manager. To delegate these responsibilities as required.
To be responsible for ensuring that relevant current service user information leaflets are available in the reception area. To ensure an up-to-date supply of self-help leaflets are available as required by Unit Manager.
To ensure administrative systems and staff work within the parameters of and adhere to legislative requirements of GDPR, Information Governance, Caldicott, records policy and patient confidentiality.
To be responsible for the safe and correct use of all equipment by all members of the Service.
Develop and maintain communication with people/staff on complex matters or situations.
Ensure communication methods are effective across the team
Person specification
Education / Qualifications
Essential criteria
- Qualification in RSA2
- NVQ 4 Business and Administration or equivalent experience
Experience
Essential criteria
- Management/Supervising of people.
- Use of all types of office equipment.
- Excellent attendance record.
- Administrative/ secretarial experience in an office environment.
- Previous experience in a position demanding excellent organisational skills
- Previous experience and use of Excel spreadsheets
- Ability to interpret statistical information.
- Experience of dealing with people from a wide range of backgrounds.
Desirable criteria
- Previous experience of using clinical and corporate systems.
- Previous experience in Health/Local Authority setting.
- Reception/ face to face customer services experience.
Knowledge
Essential criteria
- Broad knowledge of Microsoft office applications
- Delegation skills
- Management of office systems.
- Development and implementation of administrative procedures and systems.
- Knowledge and experience in information management.
- Some understanding of learning disabilities.
Desirable criteria
- Knowledge of information systems
- Knowledge of Excel spreadsheets, including formulations
- Knowledge of Paris
Skills and Abilities
Essential criteria
- Excellent communication skills.
- Personal management skills.
- Problem-solving skills.
- Effective time management skills.
- Excellent organisation skills.
- The ability to communicate effectively with people from a wide range of backgrounds
- Able to work alone alongside the ability to prioritise own work and that of others
- Able to manage diary of self and others
- Able to negotiate, motivate and liaise effectively
- The ability to multi-task.
- The ability to interpret basic statistical information
- Able to cope with a busy environment
Desirable criteria
- Experience using information systems
- The ability to create Excel spreadsheets, including formulations and graphs
- The ability to use the business information system (Tableau).
Employer certification / accreditation badges
Applicant requirements
This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.
Documents to download
Further details / informal visits contact
- Name
- vanessa ward
- Job title
- Bury Learning Disabilities Service Manager
- Email address
- [email protected]
- Telephone number
- 0161 716 1575
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