Admin Manager/PA

Ogden Macmillan Centre.harrogate And District Nhs Foundation Trust; Carlisle; On-site; GBP 35,000 - 45,000; Full time

Job summary

A health organization in Carlisle is seeking an experienced Admin Manager and Personal Assistant to lead administrative teams and provide high-level support. The role includes managing team performance, coordinating diaries, and ensuring compliance with policies. The successful candidate will have strong leadership and organizational skills, and the ability to work independently. If you're looking for a rewarding career in the NHS, this could be the opportunity for you.

Benefits

Employee Assistance Programme

Staff Recognition Awards

Counselling service

Fast-track Physiotherapy service

Qualifications

• Significant experience of managing and supervising teams.
• Ability to work independently and manage multiple tasks under pressure.
• Strong knowledge of administrative practices and procedures.

Responsibilities

• Provide high-level administrative and PA support to senior management.
• Lead and manage designated administrative teams and Team Leaders.
• Manage electronic diaries for senior managers and coordinate workflows.

Skills

Leadership

Organisational skills

Communication

Problem-solving

Attention to detail

Job description

We are seeking an experienced Admin manager and Personal Assistant to provide high quality leadership support to our 0-19 Services based in Cumberland, and Westmorland and Furness, and Personal Assistant to Operational Director and Clinical Director for the Children and Young People's Public Health Directorate. The successful candidate will be responsible for the management of the admin teams in Cumberland 0-19 and Westmorland and Furness 0-19 Serviced, including recruitment, training, supervision and appraisals.

Arranging and providing business support to meetings including scheduling, producing minutes and following up actions, co‑ordinating the day to day diary management for the Operational Director and the Clinical Director.

Providing updates on progress of work delegated.

Main duties of the Admin Manager/PA role include:

• Administrative Support: Provide high-level administrative and PA support to senior management.
• Team Leadership and Management: Lead and manage designated administrative teams and Team Leaders, ensuring high‑quality service delivery, adherence to standard operating procedures, and achievement of local and national performance targets.
• Diary and Workflow Coordination: Manage electronic diaries for senior managers and coordinate workflows to improve efficiency and meet service demands.
• Policy and Procedure Implementation: Develop, adapt, and implement office systems, policies, and procedures, ensuring compliance with Trust policies, data protection laws, and national guidelines.
• Staff Management: Oversee recruitment, induction, training, appraisals, performance management, and leave/sickness absence for admin staff. Promote flexible working arrangements and career progression.
• Budget Management: Act as the budget holder for admin staff and non‑staff expenses, ensuring operations remain within budget constraints and identifying cost‑saving opportunities.
• Problem Solving and Issue Resolution: Address administrative concerns, complaints, and issues raised via Datix, ensuring local resolution and staff support.
• Meeting Coordination: Organise meetings, prepare agendas, take formal minutes, and ensure effective communication within the department.
• Training and Development: Coordinate mandatory and systems training for staff and support them through organisational changes.
• Health and Safety Compliance: Ensure good health and safety standards for the admin team, including workstation assessments and adherence to Trust policies.
• Data Management and Reporting: Maintain and input information into systems, run reports for quality purposes, and ensure secure storage of information in line with Information Governance policies.
• Service Development: Assist with service development, manage workflows, and participate in working parties to improve efficiency and capacity.
• Stakeholder Engagement: Act as a point of contact for internal and external stakeholders, including commissioners, social services, local authorities, and safeguarding boards.
• Risk Management and Governance: Implement systems to manage risks, complaints, and untoward incidents, and ensure compliance with the Trust's governance and risk management strategies.
• Flexibility and Travel: Work flexibly to meet service requirements and travel across the Trust footprint as needed.

The role requires strong leadership, organisational, communication, and problem‑solving skills, along with the ability to work independently and manage multiple tasks under pressure.

This role will suit someone who has significant experience of managing and supervising teams, has strong organisational skills, has attention to detail, can work to deadlines, can work to their own initiative and ensure services run effectively and efficiently.

At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you're looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients' lives, HDFT could be the place for you!

• A supportive culture so colleagues can bring their whole selves to work.
• Staff Recognition – as well as regular appraisals, we recognise achievements with our Making a Difference & Team of the Month Awards, along with annual Colleague Recognition Awards.
• Employee Support and wellbeing – we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast‑track Physiotherapy service.

Please note:

• Due to high levels of interest, posts may close early if we reach a sufficient number of applications.
• Visa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.
• Please also be aware that the Trust does not offer relocation packages for Agenda for Change roles.
• All job offers are subject to satisfactory pre‑employment checks.