Deputy General Administration Manager

EAST LANCASHIRE HOSPITALS NHS TRUST; Lancashire; On-site; GBP 30,000 - 38,000; Full time

Job summary

A prominent NHS Trust in the United Kingdom is seeking an Assistant to the Deputy General Administration Manager. This role involves staff management, coordination of administration tasks, and ensuring a high-quality service delivery. The successful candidate will work 37.5 hours per week from Monday to Friday, and will play a crucial role in maintaining effective administration systems across the team.

Qualifications

• Strong interpersonal skills for effective communication with team and service users.
• Experience in staff management and administration functions.
• Ability to work under pressure and manage workload effectively.

Responsibilities

• Coordinate administration staff to meet service user demands.
• Manage rotas and day-to-day supervision of the team.
• Maintain data accuracy and confidentiality in administration tasks.

Skills

Excellent communication skills

Excellent IT skills

Education

GCSE English & Maths C or above / grade 9-4 or equivalent

NVQ Level 4 Business/Administration or equivalent

ECDL or equivalent

Job description

Overview

An exciting opportunity has arisen for the post of Assistant to the Deputy General Administration Manager in the Estates & Facilities Division. The post holder will be responsible for staff management and the co‑ordination of a generic team to provide a professional front‑line service, as well as ensuring confidential, accurate and efficient administration support. This will be achieved through the post holder ensuring high‑quality effective systems are in place to meet the demands of the service users. The successful applicant will work 37.5 hours per week, Monday to Friday from 08:30am to 04:30pm, with a 30‑minute lunch break. As a first‑line manager, the post holder will be part of a small team that co‑ordinates General Administration functions, providing confidential, accurate, timely and efficient managerial and administration support with a focus on driving quality forward at all times. The role offers an excellent opportunity for someone who is looking for a new challenge and is willing to develop themselves and gain a full understanding of the service as a whole. The post will transfer to OneLSC, a corporate collaboration hosted by East Lancashire Hospitals Trust on 1.11.24. There are no plans to change the location of the role.

Responsibilities

• Co‑ordinate the administration staff to fulfil the demands of the service users.
• Manage rotas to ensure that telephones, telecommunications, correspondence and workloads are covered during the required working hours, including the distribution of personnel across departments to maintain targets and timescales.
• Provide first‑line management of the administration team with day‑to‑day supervision, appraisals, attendance management, annual leave authorisation, and day‑to‑day HR enquiries.
• Take appropriate action to resolve difficulties in working relationships within the team and deal with any day‑to‑day difficulties arising amongst members of the team using persuasive skills.
• Maintain confidentiality within the working environment.
• Work flexibly with other administration colleagues to ensure that workload pressures and absences due to annual leave and sickness are dealt with appropriately by using available resources.
• Ensure accurate and timely input of the information into databases.
• Work collaboratively with peers to ensure the administration function fulfils legal requirements and the expectations of the Trust.
• Work without supervision, escalating issues where appropriate.
• Process a variety of administration and financial information.
• Contribute to the recruitment process.
• Assess and manage administration requests according to the appropriate agenda for change banding within the team, some of which could be governed by time constraints.
• Assist in providing full administrative support to all Estates & Facilities Managers, including the production of letters, notes and minutes, and other routine correspondence, working to defined service level agreements.
• Assist in the implementation of any database, including inputting and extracting data in line with departmental procedures.
• Assist in the setup and generic working practices.
• Communicate effectively with other team members and service users.
• Liaise with internal departments and outside agencies ensuring that all enquiries and urgent matters are dealt with politely, efficiently and in accordance with the Data Protection Act.
• Communicate and liaise effectively with other internal Trust departments and individuals through a range of interpersonal and IT media.
• Deliver regular team updates including team brief, team engagement and ensure good two‑way communication systems are in place.
• Arrange, undertake and document regular 1‑to‑1 meetings with staff in line with the service communication strategy.
• Assess and manage HR issues, including performance and resolution.

Essential Criteria

• GCSE English & Maths C or above / grade 9‑4 or equivalent
• NVQ Level 4 Business/Administration or equivalent
• ECDL or equivalent
• Excellent communication skills
• Excellent IT skills

Desirable Criteria

• Management Course, Previous Team Leader
• Significant Administration Experience
• Customer Care Experience
• Previous NHS Admin/Office experience, Experience of Microsoft Office Package
• Communication Skills
• Organisational Skills
• Prioritise Workloads
• Typing Skills
• Formal Minute Taking
• Writing Departmental Procedures, Ability to adapt to change
• Ability to work as part of a team
• Professional approach to work in attitude and work ethics
• Self‑Disciplined and motivated
• Flexible approach

About One LSC

One LSC is a new collaborative partnership shared service formed by the five NHS Trusts serving the Lancashire and South Cumbria population of 1.8 million people. The Trusts that make up One LSC are: Blackpool Teaching Hospitals NHS Foundation Trust, East Lancashire Hospitals NHS Trust, Lancashire and South Cumbria NHS Foundation Trust, Lancashire Teaching Hospitals NHS Foundation Trust and University Hospitals of Morecambe Bay NHS Foundation Trust. One LSC brings together the Digital, Data and Technology, Estates and Facilities, Finance, People Services and Procurement and Logistics services from each of the provider Trusts to create one central community of professionals. Under one leadership team, they will provide services for and on behalf of all Trusts with the aim of delivering the best service possible to each of our partner organisations and, ultimately, to the communities we serve.

Equal Opportunity Statement

The Trust is an equal opportunities employer, committed to improving the working lives of its staff and operates a Zero Tolerance policy to aggression, violence, bullying and harassment. In addition, our aim is to help protect children and vulnerable adults by providing a first‑class service to the recruitment of people into positions of trust. We aim to employ a workforce that reflects the diverse communities we serve. We welcome applications from everyone irrespective of ethnic origin, gender, age, gender identity, sexual orientation, religion, marital status, disability or social background. We especially welcome applications from members of our black, Asian and minority ethnic communities, as we have identified that the Trust has an under‑representation of BAME employees. Appointments will be made on merit.

Application Process

It is important you are made aware of the following as regards your application to East Lancashire Hospitals NHS Trust.

• The salary advertised is for full time hours. If this post is less than 37.5 hours per week, the salary will be pro‑rata. For posts on Agenda for Change pay‑scales, new entrants to the NHS will normally commence on the first pay point of the relevant band.
• This vacancy may close before the closing date if the recruiting manager deems sufficient applications have been received. Therefore it is advised to complete your application as early as possible to avoid disappointment.
• Please ensure you check the email account from which you apply regularly as we will use this to contact you regarding your application.
• Please note that shortlisting is completed anonymously with candidates being assessed against the essential criteria for the post. Therefore only applicants, who can clearly demonstrate how they meet our person specification criteria in their application, will be short‑listed.
• Please note a young person must be in part‑time education or training until they are 18. If you are under 18 we are unable to employ you on a full time basis unless it is in an apprenticeship role.

Disclosure and Barring Scheme (DBS) Requirements

Disclosure and Barring Service checks are required for roles identified as controlled activities or activities involving vulnerable groups. Any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act. The Trust will pass the cost of the DBS check on to candidates who are successfully appointed, allowing payment over 1‑3 months as a deduction from their monthly salary. Candidates can choose to pay in full at the time of employment checks for bank worker roles. Enhanced Disclosure is £55.38 and Standard Disclosure is £27.38. The cost will be recovered from salary either as a one‑off payment or over a period of three months.