Detailed job description and main responsibilities

• To manage and co-ordinate the overall administration process and ensure that a responsive service is available and provided to colleagues and managers.   To co-ordinate work within the team and ensure that all systems within the service operate effectively and necessary deadlines are met.
• Provide an advisory resource to managers, advising on the processes, paperwork and timescales associated with the service.
• To provide cover for team members during periods of sickness and annual leave.
• To analyse workloads and produce staff rotas, enabling effective allocation of staff time to specific tasks on a daily basis.
• Have expert knowledge of the tasks associated with the procedures carried out by the team.
• Provide support to colleagues, sharing knowledge and expertise in order to provide a quality and highly efficient administration service.
• Be aware of all relevant Spectrum policies in order that they are implemented and followed within the team.
• Update and inform team of future service developments.
• Maintain a good understanding of available new technologies and techniques relevant to the service.
•  Lead administrative and operational team meetings to ensure effective communication.
• Attend a range of internal and external meetings as required.
• Act as a role model by demonstrating excellent communication and listening skills to staff and customers/patients.
• Work within, and promote, Spectrum’s Values and Behaviours at all time

• Support the implementation of new technologies as they are introduced and encourage innovations and cost saving efficiencies
• Maintain the operational efficiency of the team.
• Ensure an efficient and proactive customer service.
• Responsible for the equitable distribution of work to team members and the re-allocation of this workload in the event of absence.
• Maintain a highly organised office environment to maintain confidentiality and data protection and set office standards for the team. 
• Provide day to day leadership of a team of admin staff in the provision of admin services within integrated sexual health services
• Maintain and develop an environment and culture that improves health, safety and security of the work-place, ensuring effective risk management strategies are implemented.
• Identify consistent admin process and delivery plan for

• Be accountable for the management of the administrative team and function within agreed budgets. Taking responsibility for the management of staff, income and expenditure budgets within designated control levels and for the achievement of financial balance at year end. Also ensure that monthly positions are reported and actioned appropriately.
• Identify, co-ordinate and deliver efficiency savings and cost improvement plans for the administrative function.
• Authorise expenditure in accordance with spending limits.
• Promote organisational efficiency, demonstrate cost-effectiveness and embed a culture of value for money across the administrative function

• Responsible for recruitment, staff performance appraisals and the application of the grievance and disciplinary procedures.
• Responsible for the training and development of staff working in the service areas.
• Co-ordinate and report annual leave and communicate sick leave on a monthly basis.
• Co ordinate, book and record attendance of annual statutory training for the team.
• Line-manage direct line reports in accordance with Spectrum policies and procedures ensuring good practice in recruitment and performance management.
• Ensure effective and timely communication of and adherence to organisation policies and procedures to staff through appropriate channels.
• Monitor levels and standards of performance, staff conduct, standards of behaviour and absenteeism ensuring matters are dealt with in accordance to organisational policy, and ensuring reporting requirements are achieved.
• Manage and monitor all aspects of training and development in line with organisational policy, ensuring that administrative staff have an annual appraisal and development plan and attend mandatory training.
• Work closely with staff to ensure that they are working to competencies which are regularly reviewed and updated. Facilitate the development of professional and personal capability to fulfil their roles.
• Support staff to have management supervision to maintain development.
• Ensure training and development needs for staff are identified and training opportunities are shared with staff.
• Utilise workforce efficiently and effectively to ensure the structure and skill mix of services reflect the activity demands. Undertake and implement skill mix reviews to meet the changing demands of the admin function within the allocated budget.
• Promote equal opportunities for staff in accordance with organisational policy.
• To ensure team members attend Spectrum mandatory training, and that accurate records are maintained of all training attended by individual staff members.
• To act as a mentor for new team members, supervising their training and monitoring the induction programme.
• Co-ordinate training workshops for the team, covering new developments within the service.

• To identify areas requiring service improvements and where required.
• Identify areas for improvement in systems, processes and procedures that will improve the service, seeking agreement and taking issues forward with appropriate support.  Implement an action plan and ensure that any decisions regarding changed methods are communicated to the team.  
• Ensure that confidentiality is maintained at all times and that staff adhere to the Data Protection Act, Freedom of Information Act and the Caldicott Principles.
• To oversee and carry out audit activity, to ensure good practice within the department.
• Undertake and manage project work under own initiative, including analysis and interpretation of data and results and assessment of options.