Deputy Administration Manager – Full Time, Permanent
We now have an exciting opportunity for a permanent full‑time enthusiastic Deputy Administration Manager to join our inpatient administration team. The Deputy Administration Manager must be able and willing to work in a busy environment where priorities change daily, have excellent interpersonal skills, and a willingness to embrace change.
The post holder will be required to work across all areas of the hospital and other sites as the needs of the service dictate. They will provide leadership and direct line management of administrative staff within the Countywide Locality, delivering a range of administrative functions as part of ongoing strategic and business planning and working closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager.
Key Responsibilities
* Work collaboratively with key partners and subcontractors.
* Provide leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality (20‑25 staff).
* Deliver upon a range of administrative functions as part of ongoing strategic and business planning for the Countywide Locality.
* Work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager.
* Project the professional image of the business through excellent customer care in all activities.
* Adopt a flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales.
* Always maintain confidentiality.
* Act as budget holder and signatory for admin staff and non‑pay matters as delegated by the Administration Service Manager.
* Deputise for the Administration Service Manager in their absence, including maintenance reporting, overseeing new building work, and acting as the point of contact for all contractors and sub‑contractors.
* Support the Administration Service Manager with specific projects or tasks when required.
* Provide ad‑hoc administrative support to the Countywide Management Team as requested.
* Undertake investigations and complete written/electronic reports for submission to senior management for service development, service deficit, service complaints and incidents.
* Update administrative staff on Information Governance issues, focusing on confidentiality and information sharing protocols.
* Provide line management responsibilities to administrative staff (approx. 20‑25 staff), including Health and Safety and Human Resources requirements such as recruitment, induction, leave management, sickness, travel, salaries, time management, performance management, grievance, and compliance with Trust policies and statutory obligations.
* Undertake HR duties such as collating monthly staff timesheets, annual leave, and sickness records; disseminate updated HR procedure information to staff.
* Provide full administrative support for monthly Governance meetings: agenda preparation, document collating, minutes preparation and distribution.
* Provide full administrative support in response to a Serious Untoward Incident (SUI) within the Countywide Locality.
* Provide leadership to ensure all service‑wide administrative functions are covered appropriately, including ad‑hoc job planning and recruitment of bank staff to cover annual leave or sickness.
* Maintain all staff personal files to a high standard and manage contracts and variations promptly.
* Coordinate with Paymasters on pay‑related matters and with the HR Manager on HR matters.
* Communicate with a variety of people on a range of matters and keep accurate records in line with Trust policies and procedures.
* Supervise administration staff to ensure thorough appraisals and training are delivered.
* Ensure all administrative staff attend and complete mandatory training as required.
* Support others in their personal development, maintain personal development records and review processes.
* Minimise health, safety and security risks and report incidents that jeopardise these risks.
* Maintain quality in own work, encourage others to do the same, prioritise workload and organise tasks to meet timescales.
* Act in ways that support equality, diversity and inclusive practice; treat everyone with dignity and respect and report undermining behaviour.
* Provide administrative leadership for forward planning of resources, including ordering service materials, processing invoice payments and booking rooms.
* Work to deadlines as required by service needs.
* Ensure any queries or complaints are dealt with appropriately, following Trust policies and referring to the appropriate department.
Qualifications & Experience
Qualifications, training and experience requirements are detailed in the Job Description/Person Specification.
Benefits
* Free car parking at many sites.
* 27 days leave plus bank holidays, increasing to 33 days with long service.
* Broad range of training and development opportunities, including apprenticeships up to Level 7.
* Multi‑professional preceptorship programme for newly qualified staff.
* Generous NHS pension and enhanced pay for unsocial hours.
* Flexible, family‑friendly and agile working opportunities.
* Recognition and long‑service awards.
* Fast‑track physiotherapy.
* Access to discounts and salary‑sacrifice schemes (Cycle to Work, Car Scheme, travel and retail discounts).
Additional Information
* This role is not eligible for sponsorship as per the Government's UK Visa and Immigration Rules and Regulations.
* Applicants are advised to apply early as the vacancy may be closed prior to the advertised date.
#J-18808-Ljbffr