Deputy General Administration Manager

East Lancashire Hospitals NHS Trust; Lancashire; On-site; GBP 24,000 - 28,000; Full time

Job summary

East Lancashire Hospitals NHS Trust is looking for an Assistant to the Deputy General Administration Manager in the Estates and Facilities Division. The role involves coordinating a generic administration team, providing confidential and efficient support, and ensuring high-quality systems across staff accommodation, offices, telecoms and related services.

The post holder will work 37.5 hours per week, Monday to Friday, 8.30am–4.30pm, with a half-hour lunch break, and will work across sites to

Qualifications

• Excellent communication skills and IT proficiency.
• Ability to coordinate administration staff and manage workloads.
• Experience in confidential, accurate administration and staff HR enquiries.

Responsibilities

• Coordinate the administration staff to fulfil the demands of service users
• Manage rotas to ensure telephones, correspondence and workloads are covered
• Provide first line management of the administration team with day-to-day supervision, attendance, and HR enquiries
• Maintain confidentiality within the working environment
• Input data accurately into databases and support across Estates and Facilities
• Assist in recruitment processes and provide administrative support to Estates and Facilities Managers

Education

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

NVQ Level 4 Business/Administration or equivalent experience

ECDL

Job description

An exciting opportunity has arisen for the post of Assistant to the Deputy General Administration Manager in the Estates and Facilities Division. The post holder will be responsible for the 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 service users. The successful applicant will work 37.5 hours per week, Monday to Friday from 8.30am to 4.30pm, with a half hour lunch break., As a first line-manager, the post holder will be part of a small team who co-ordinates the General Administration functions, providing confidential, accurate, timely and efficient managerial and administration support with a focus on driving quality forward at all times. This post is fundamental in helping to support the service going forward. This role offers an excellent opportunity to 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 successful applicant will be required to work across sites and work collaboratively with the other Assistants to the Deputy General Administration Manager.Working for our organisation This role offers an excellent opportunity to 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 across the facets of Staff Accommodation Administration, General Offices, Telecoms, General Administration and Overseas Visitors. We are looking for someone who is flexible, enjoys a variety of administration work and wants to participate in the development of the Estates and Facilities General Administration Service. This post is fundamental in helping to support the service going forward. The Team is made up of professional and reliable staff who work together to deliver a high quality, effective service.,

• Co-ordinate the administration staff to fulfil the demands of service users
• Manage rotas to ensure that telephones, telecommunications, correspondence and workloads are covered during the required working hours. This may include 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 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
• Commensurate to the band, assist in providing full administrative support to all Estates and Facilities Managers, to include 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 set up and maintenance of generic working practices

Communication

• 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 121 meetings with staff in line with the service communication strategy
• Assess and manage HR issues, some of which could be of a sensitive nature including performance and resolution. The post holder will need to have exceptional organisational skills and have a flexible approach as well as being confident and innovative. The successful applicant will be a dynamic individual who is adaptable and can deal with the unpredictability that the service may bring.

Excellent communication skills are essential for this role as are excellent IT skills.

• GCSE English & Maths C or above/ Grade 9-4 or equivalent
• NVQ Level 4 Business/Administration or equivalent experience
• ECDL

Desirable criteria

• Management course, Previous experience in a Team Leader/Supervisor role
• Extensive administration experience
• Customer care experience

Desirable criteria

• Previous NHS admin/office experience, Strong skills in the use of Microsoft Office packages
• Well developed communication skills (verbal and written)
• High level organisational skills
• Ability to prioritise workloads and work to deadlines
• Ability to liaise with a wide range of professionals
• Good typing skills
• Ability to take minutes in a formal setting

Desirable criteria

• Ability to write departmental procedures to a high standard, Ability to adapt to change
• Ability to work as part of a team
• Professional approach to work in attitude, work ethic
• Self disciplined and motivated
• Flexible approach

At East Lancashire Hospitals NHS Trust our vision is to be widely recognised for providing safe, personal and effective care. We currently provide high quality services and treat over 600,000 people across East Lancashire and the surrounding area. We employ over 9,500 staff, many of whom are internationally renowned and have won awards for their work.

The Trust is an equal opportunities employer, committed to improving the working lives of our 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 (BAME) communities, as we have identified that ELHT has an under-representation of BAME employees. Appointments will be made on merit.

Please note that 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.

Disclosure and Barring Scheme (DBS) If the role you are applying for is identified as either controlled or regulated activity as defined in in the Safeguarding vulnerable Groups Act (2006) any offer of employment is provisional upon a satisfactory DBS check being obtained. The healthcare sector is exempted from the Rehabilitation of Offenders Act 1974. In line with other NHS organisations in the North West Region, the Trust is now passing the charge for undertaking a DBS check on to candidates in the event they are successfully appointed into the post for which they have applied. Candidates can choose whether to pay this over 1-3 months as a deduction from the monthly salary. However, if you are applying for a post as a BANK worker, the payment must be made in full at the time of employment checks. By applying for this vacancy you are agreeing to this undertaking in the event you are successfully appointed. The cost of an Enhanced Disclosure will be £55.38 and for a Standard Disclosure will be £27.38.