Admin and Clerical Manager (Children and Families)
Nottingham CityCare are excited to announce that we seek to employ a manager to guide and oversee the administrative staff which support the 0-19 Children and Families specialism.
This is a brand new role, which is anticipated to provide our colleagues with the compassionate leadership they deserve, from an expert within their field. This role forms part of our ambitions to further improve the efficiency, effectiveness and responsiveness of the care we offer to babies, children, young people and families.
We are seeking to re-model and the successful candidate will be a key partner in how we deliver our ambitions operationally.
Main duties of the job
The successful candidate will lead and manage the admin and clerical staff who are assigned to the 0-19 Children and Families service, providing supervision, one to ones, appraisals, training and induction.
There is the requirement for the post holder to be confident in their abilities to line manage staff, with an approach which is conducive to co-production. There will need to be evident skill and experience in the use of associated policies and procedures, with further evidence of how CityCare values will influence the desired approach.
They will be instrumental in developing the team and taking a lead role in our ambitions for a single point of access. This will require the postholder to have skills in priority setting and maintaining associated trajectories. We are looking for someone who has worked creatively to improve service delivery and how they have used their skill in audit and data collection to evidence improvement.
Further duties are in relation to streamlining of processes and robust oversight of universal processes, to further support efficient and effective workflow.
The successful candidate will need to be able to flex communication style to support effective timely responses to allied professionals across the health and care sectors, and more importantly, our families and young people who access our care.
About us
We are aprovider of NHS Community Health Services, CityCare exists to support thehealth and wellbeing of all local people, working alongside other health andcare partners to achieve this. We are a value driven, people business with apassion for excellence. Our vision and social purpose is to make a differenceeveryday to the health & wellbeing of our communities and our values ofkindness, respect, trust and honesty lie at the heart of everything we do,guiding how we work together with partners and each other to consistentlydeliver high quality compassionate care. As a social enterprise we aim to addsocial value by investing in the future of our local communities and helping tomake a difference in peoples lives.
CityCare valuethe benefits of a diverse and inclusive workforce. We encourage applicationsfrom candidates who identify as disabled, LGBT+ or from a Black, Asian orMinority Ethnic (BAME) background, as they are currently under-representedwithin our organisation.
We are proud to be a forces-friendlyorganisation and are dedicated to supporting Veterans, Service Leavers, Reservists, andmilitary spouses/partners. We value the unique skills and contributions youbring.
CityCare is anequal opportunities employer. We are positive about employing people withdisabilities. If you require your application in a different format pleasecontact People Services on 0115 8839418. CityCare is committed to theprotection of vulnerable adults and children.
Job responsibilities
Job purpose
* Working collaboratively with Heads of Service to take a lead role in the design and roll out of a centralized administrative hub
* Provide comprehensive efficient and effective management of all admin and clerical staff and processes for the 0-19 service.
* To act as line manager for administrative staff, including training and staff inductions. Undertake appraisals for clerical staff
* Lead on the recruitment and selection of administration staff considering service needs.
* Monitor workload and set priorities for administrative staff considering service needs.
* Production and analysis of patient data for key performance indicators.
* Design and implement rotas for all admin and clerical staff, to support administrative priorities and tasks.
* Coordinate and undertake some departmental audits.
* Hold regular meetings with Head of Service and management team.
* Represent staff at meetings as and when required.
* Order department consumables and equipment
Dimensions
* Manage admin and clerical staff across the Childrens 0-19 service, co-designing and leading the ambition for a centralised single point of access hub.
* Extensive knowledge of HR policies and procedures.
* Expert knowledge of departmental administrative policies and procedures.
* To ensure administrative and clerical support to the Head of Service and Clinical Service managers.
* The post holder is accountable for line management responsibility of all admin and clerical staff.
* The post holder will also be responsible for the production of statistics and data quality of assigned key performance indicators, rotas, audits, stock and non-stock requisitions, recruitment and dailyoperational management to ensure smooth running of the department.
Key Responsibilities
* Expert knowledge and implementation of departmental administrative policies and procedures
* Ongoing monitoring of staff adherence to all relevant policies and procedures
* Management of all admin and clerical staff relating to day-to-day activity.
* Arrange time to carry out staff appraisals and back to work interviews etc.
* Uses own judgement when dealing with staff absences.
* Organise departmental induction and competency packages for new starters
* Co-ordinate and make necessary adjustments with colleagues to maintain cover throughout all essential workflows
* Ensure the timely creation and distribution of Rotas
* Prioritise workload and respond to the demands of the department whilst still meeting deadlines
* Maintain accurate records of annual leave, study leave, and sickness and complete sickness returns in accordance with Trust policy
* Anticipate potential challenges and proactively plan accordingly, making optimum use of staff and resources
* Organise meetings, workshops, and appropriate training for all clerical and clinical staff as required. and in difficult,
* Take the lead in sensitive and contentious situations e.g. performance management
* Provide and receive complex or sensitive information on a daily basis.
* Provide supportive framework for all admin and clerical staff for maximum efficiency of the department.
* Exchange information verbally, electronically and in writing with; service users, relatives and staff including the wider multi-disciplinary teams. i.e. GP Surgeries/ Other NHS Trusts.
* Deal with telephone enquiries, and either resolve the enquiry directly or ensure the efficient transfer to appropriate person, to ensure prompt and efficient action.
* To be able to negotiate with staff when discussing implementing changes, for example, changes in working practices and use persuasive and motivational skills when trying to encourage A&C staff to take on extra duties or implement changes in working practices.
* Exercise own judgement involving complex facts or situations which require resolution.
* Analysing departmental statistics to meet collaboratively designed performance targets.
* Analyse staff levels when making judgement on effective workforce employment.
* Exercise judgement in response to enquiries from staff, patients, relatives and externals e.g. other managers, GP practices or trusts.
* Some complaints or problems may require further investigation with referral to a senior member of the team.
* Work unsupervised for long periods, being able to use own initiative and make decisions Anticipate potential challenges and plan accordingly
* Undertake surveys or audit as necessary when requested
* Oversee requests for departmental audits and retrieval of appropriate data
* Contributes to effective stock control /maintenance within the department.
* Exercise personal duty of care when using expensive equipment i.e. computers / printers etc;
* Ensure all computer terminals/printers are switched off and regularly maintained
* Responsible for arranging repair and maintenance of equipment.
Person Specification
Qualifications
* Degree level education in a relevant subject or equivalent level of experience.
* Good standard of English- GCSE4 or equivalent experience
Experience
* Extensive experience as assistant admin manager in the Healthcare sector.
* Extensive knowledge of HR policies and procedures
* Experience of managing staff through change
* Data analysis experience
* Experience of Systm1
* Complaints management
Knowledge and skills
* A high standard of managerial skills
* IT Skills to include office software packages Excellent communication, organisational, people management, time management, negotiating, decision making, problems solving and report writing skills.
* Strong leadership ability and the ability to motivate others
Special Requirements
* Ability to be flexible over hours worked within contracted hours to meet the needs of the service.
* The ability to travel between locations.
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.
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