Administration Manager

Integrated Care System; Plymouth; On-site; GBP 25,000 - 35,000; Full time

Job summary

A healthcare organization in Plymouth is seeking a dedicated individual to manage administrative operations for their therapies team. The postholder will oversee daily operations, ensure effective service delivery, and provide leadership to the administrative staff. Applicants should have strong communication skills and relevant experience in a supervisory role. The position will allow for professional development and the chance to work within a committed team focused on improving health outcomes.

Benefits

Training pathways and leadership programs

Protected CPD time

Qualifications

• Significant previous experience of working in a senior administrative or supervisory role.
• Experience of supervising other staff members.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage day-to-day operational management of clinics.
• Provide a professional contact service for the public.
• Source and gather information to assist the Clinical team.

Skills

Excellent verbal and written communication skills

Able to manage and lead a team

Accurate and fast typing and data entry skills

Ability to analyse problems and initiate appropriate solutions

Empathetic approach to managing enquiries

Education

Educated to NVQ 4 in an administrative related subject

RSA/OCR III or equivalent typing/word processing

Tools

Microsoft Office packages

SystmOne

Job description

Working with the NHS PlymouthTalking Therapies for anxiety and depression team to provide a high-quality administrationmanagement service to the clinical teams and to provide support for theManagement Team.

The post holder will liaise with rangeof professionals across Livewell Southwest, including colleagues within widerCore Mental Health Team, Rehab/Recovery services, Adult social care colleaguesand key partners such as GPs and third sector/voluntary providers.As administration services are often thefirst point of contact for service users, carers and our partner agencies thepost holder will be responsible for ensuring excellence in customer service inline Service User involvement and partnership working.The post holder will be responsible for managingdaily administrative support in the allocated service area ensuring businesspriorities are met for example: maintaining records, minute taking, datainputting and reception duties.The pot holder will provide day to day supervision andline management of administration staff where appropriate and report to BusinessSupport Manager.

This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.

Please note that Livewell may close the job advertisement earlier than the specified deadline.

All staff are expected to be able and willing to work across a 7 day service.

Main duties of the job

Tomanage the delivery of all clinics within the service area ensuring effectiveday to day operational management in accordance with best utilisation of staffand accommodation.

Toplan an effective contact service for the public/clients that is efficient andprofessional, which will include managing staff resources to ensure effectivecover. To provide any rotas to staffwhere required.

Toensure that referral management and appointment processes are efficient,coordinated and compliant with organisational policy.

Maintaineffective office systems, making maximum use of technology with the ultimateaim of achieving a paperless office.

Attendappropriate management, performance and planning meetings and deputise forService Support Manager when needed to contribute an administrative perspective.

Source and gather information to assist theClinical team in prioritising their workload effectively to ensure deadlinesare met.

Contribute toteam responsibilities ensuring that all staff within the team have thenecessary equipment and resources required to undertake their duties.

Responsiblefor maintaining equipment records such as laptops and printers for theDirectorate and effectively reporting any problems that may arise.

To provide administration support for all triagemeetings and arrange suitable cover for planned absence.

Oversee Office Manager(s) and provide support whenrequired or cover in their absence

About us

Livewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall. Our teams work in community hospitals, GP practices, sportscentres, and health hubs.

As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration. We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.

We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place. Centering our work on individual needs helps people leadhealthy, independent lives.

We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships. Our induction and preceptorshipprograms ensure a smooth transition into our organisation.

Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities. If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.

Job responsibilities

Managementof Services

• Tomanage the delivery of all clinics within the service area ensuring effectiveday to day operational management in accordance with best utilisation of staffand accommodation.
• Toplan an effective contact service for the public/clients that is efficient andprofessional, which will include managing staff resources to ensure effectivecover. To provide any rotas to staffwhere required.
• To ensure that referral management and appointmentprocesses are efficient, coordinated and compliant with organisational policy.
• Maintaineffective office systems, making maximum use of technology with the ultimateaim of achieving a paperless office.
• Attend appropriate management,performance and planning meetings and deputise for Service Support Manager whenneeded to contribute an administrative perspective.
• Source andgather information to assist the Clinical team in prioritising their workloadeffectively to ensure deadlines are met.
• Contributeto team responsibilities ensuring that all staff within the team have thenecessary equipment and resources required to undertake their duties.
• Responsiblefor maintaining equipment records such as laptops and printers for theDirectorate and effectively reporting any problems that may arise.
• To provide administration support for all triagemeetings and arrange suitable cover for planned absence.
• Oversee OfficeManagers and staff and provide support when required or cover in their absence.

Managementof Quality and Standards

• Toprovide a range of non clinical advice & information about the service toservice users and external agencies.
• Takeresponsibility for ensuring that internal and external communication systemsare fit for purpose.
• Ensurethat all complaints, compliments, concerns, comments and suggestions areappropriately recorded, and where possible resolved within level of role orescalated appropriately.
• Respond to telephone, email and written queries on behalf of theservice area including call handling where this cannot be satisfactorilyresolved by junior staff.
• Be proactive and propose,develop and implement ideas and new processes forimprovement in the way the service is delivered.
• Ensurethat the corporate support function complies with all LWSW policies andprocedures including Data Protection, confidentiality, Health and Safety,security and safeguarding.

DataManagement

• To manage & regularlymonitor relevant performance data including waiting lists, clinical outcomemeasures; collate, analyse and report information to the relevant teams or the servicemanagers including areas for improvement, identifying any capacity gaps againstplans.
• Collate information; preparereports and presentations pertaining to the service area at the request of the ServiceSupport Manager/Operational Lead.
• Organise data collection to supportresearch and development.
• Ensure thatfiles and records are stored and retrieved appropriately in accordance withLivewell Southwest's procedures, in particular, confidential correspondencei.e. personal files and complaints. To have a working knowledge of how andwhere to access information to comply with the Freedom of Information Act.
• To have daily managementresponsibility for relevant administrative staff including recruitment,performance management, absence management, risk assessments, disciplinary,training & appraisal.
• To deputise for Service Support Managerwhen required to manage & chair regular meetings with administrative staffwithin service area.
• To develop workforce by providinginduction, in-post training and updates for relevant staff.
• Participatein interview panels as and when required.

ServiceSupport

• Provide support to TeamManagers when required e.g. arranging meetings, collating data, preparingreports etc.
• Contribute to administrativeprocesses within recruitment and induction including ATRs, liaison with HR,arranging of interviews, booking of training, arrange systems access etc. To be able to deputise for Service SupportManager with these processes as required.
• Manage all processes toensure all new staff to the service both admin and clinical have allequipment, access to site, uniform if appropriate, parking permits etc. andare set up prior to start date.
• To lead on specific projects andinformation systems/databases as requested by the service manager and provideupdates on progress. For example Triangle of Care.
• Co-ordinate Health and Safety within theservice area reporting faults and ensuring that work is undertaken to ensurethat the appropriate risk assessments are completed by junior staff.
• Ensure that fire safety policies areadhered to within the service area.
• Identifyprocess improvements and develop projects and assignments with administrativesupport staff to respond to organisational and/or policy changes andinitiatives.

Person Specification

Qualifications

• Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent previous experience.
• RSA / OCR III or equivalent typing / word processing including audio typing.

Knowledge

• Thorough working knowledge of Microsoft Office packages, ie: Outlook, Word, Excel.
• Excellent understanding of general office working procedures.
• Knowledge of SystmOne.
• Understanding of Data Protection legislation
• Up to date knowledge of Livewell policies and procedures
• Awareness of current issues within the NHS.
• Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.

Skills

• Excellent verbal and written communication skills.
• Able to use judgement and initiative to provide information and support.
• Accurate and fast typing and data entry skills including audio typing
• Ability to manage and lead a team and work within wider teams.
• Able to analyse problems and initiate appropriate solutions effectively.
• Able to apply tact and sensitivity to establish trust and support
• Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
• Able to compose and transcribe minutes, correspondence and reports
• Empathetic approach to managing and resolving enquiries.
• Flexibility to meet competing demands within the working day.
• Able to manage difficult and distressing situations effectively.
• Flexible and adaptable, ability to learn new skills and develop role.
• Able to work as part of a team.

Experience

• Experience of supervising other staff members
• Ability to handle confidential information with discretion
• Significant previous experience of working in a senior administrative or supervisory role
• Experience of working in a customer facing role
• Decision making and resolving complex work related issues
• Recent experience of working in a health care provider office environment

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.