Administration Manager - Barnsley Sexual Integrated Health

Main area Administration Grade NHS AfC: Band 5 Contract Permanent Hours Part time - 30 hours per week (Ideally 4x7.5hr days) Job ref 847-RM-26-V924

Employer Spectrum Community Health CIC Employer type Public (Non NHS) Site Gateway Plaza Town Barnsley Salary £32,073 - £39,043 per annum pro rata Salary period Yearly Closing 02/09/ :59

Administration Manager - Barnsley Sexual Integrated Health

NHS AfC: Band 5

Job overview

The post holder will be responsible for the management of the administrative and operational efficiency within Barnsley Integrated Sexual health.

Under the leadership of the Head of Service you will be expected to maintain a highly effective, professional team who continue to deliver the highest standard of service to our service users and stakeholders. This will incorporate skills such as compassionate leadership, innovation, creativity and collaboration across all levels within the team and wider network of Spectrum CIC.

Indicative to band 5 subject to banding.

* Please note: we reserve the right to close this vacancy earlier than the stated.

Main duties of the job

Management responsibility for administrative and operational aspect of the team.

Budget responsibilities for supplies ordering.

Working for our organisation

BE THE DIFFERENCE IN HEALTHCARE

Join our team

We’re looking for passionate individuals to join our diverse and innovative team.

Whether you are starting out in your healthcare journey or are an experienced healthcare professional looking for a new challenge we’ve got a role for you!

• Access to NHS Pension
• Time for you day (additional day off)
• Refer a friend scheme
• Training and Development opportunities
• Flexible Working
• Access to Employee Assistance and Health and Wellbeing programmes
• Up to 33 days annual leave

We have an ambition to become a truly lived experience inclusive employer, changing how we approach staff experience and value personal stories our colleagues bring with them.

We welcome applications from everyone, including applicants with lived experience, those who belong to LGBTQIA+ Community and are Lesbian, Gay, Bisexual, Transgender, Queer (or questioning), Intersex and Asexual, people with a disability, neurodivergent applicants and people from Black, Asian and Minority Ethnic (BAME) backgrounds.

Spectrum Community Health CIC provides a range of award-winning healthcare services on behalf of the NHS, Local Authority Public Health services, and other partners across substance misuse, sexual health, and health and justice settings. As a not-for-profit social enterprise and Community Interest Company our focus is centred on people – our patients, service users, staff and partners.

Detailed job description and main responsibilities

KEY RESPONSIBILITIES:

Operational and Performance Management

• To manage and co-ordinate the overall administration process and ensure that a responsive service is available and provided to colleagues and managers. To co-ordinate work within the team and ensure that all systems within the service operate effectively and necessary deadlines are met.
• Provide an advisory resource to managers, advising on the processes, paperwork and timescales associated with the service.
• To provide cover for team members during periods of sickness and annual leave.
• To analyse workloads and produce staff rotas, enabling effective allocation of staff time to specific tasks on a daily basis.
• Have expert knowledge of the tasks associated with the procedures carried out by the team.
• Provide support to colleagues, sharing knowledge and expertise in order to provide a quality and highly efficient administration service.
• Be aware of all relevant Spectrum policies in order that they are implemented and followed within the team.
• Update and inform team of future service developments.
• Maintain a good understanding of available new technologies and techniques relevant to the service.
• Lead administrative and operational team meetings to ensure effective communication.
• Attend a range of internal and external meetings as required.
• Act as a role model by demonstrating excellent communication and listening skills to staff and customers/patients.
• Work within, and promote, Spectrum’s Values and Behaviours at all time

Service Development

• Support the implementation of new technologies as they are introduced and encourage innovations and cost saving efficiencies
• Maintain the operational efficiency of the team.
• Ensure an efficient and proactive customer service.
• Responsible for the equitable distribution of work to team members and the re-allocation of this workload in the event of absence.
• Maintain a highly organised office environment to maintain confidentiality and data protection and set office standards for the team.
• Provide day to day leadership of a team of admin staff in the provision of admin services within integrated sexual health services
• Maintain and develop an environment and culture that improves health, safety and security of the work-place, ensuring effective risk management strategies are implemented.
• Identify consistent admin process and delivery plan for

• Chlamydia screening on-line registrations and postal packs.
• Co-ordinating and monitoring the LARC scheme in Primary Care
• Co-ordinating and monitoring the EHC scheme in Pharmacies
• Co-ordinating and monitoring C-Card scheme
• Monitoring self-managed care e.g. on-line testing

Business Planning and Financial Management

• Be accountable for the management of the administrative team and function within agreed budgets. Taking responsibility for the management of staff, income and expenditure budgets within designated control levels and for the achievement of financial balance at year end. Also ensure that monthly positions are reported and actioned appropriately.
• Identify, co-ordinate and deliver efficiency savings and cost improvement plans for the administrative function.
• Authorise expenditure in accordance with spending limits.
• Promote organisational efficiency, demonstrate cost-effectiveness and embed a culture of value for money across the administrative function

Human Resource Management

• Responsible for recruitment, staff performance appraisals and the application of the grievance and disciplinary procedures.
• Responsible for the training and development of staff working in the service areas.
• Co-ordinate and report annual leave and communicate sick leave on a monthly basis.
• Co ordinate, book and record attendance of annual statutory training for the team.
• Line-manage direct line reports in accordance with Spectrum policies and procedures ensuring good practice in recruitment and performance management.
• Ensure effective and timely communication of and adherence to organisation policies and procedures to staff through appropriate channels.
• Monitor levels and standards of performance, staff conduct, standards of behaviour and absenteeism ensuring matters are dealt with in accordance to organisational policy, and ensuring reporting requirements are achieved.
• Manage and monitor all aspects of training and development in line with organisational policy, ensuring that administrative staff have an annual appraisal and development plan and attend mandatory training.
• Work closely with staff to ensure that they are working to competencies which are regularly reviewed and updated. Facilitate the development of professional and personal capability to fulfil their roles.
• Support staff to have management supervision to maintain development.
• Ensure training and development needs for staff are identified and training opportunities are shared with staff.
• Utilise workforce efficiently and effectively to ensure the structure and skill mix of services reflect the activity demands. Undertake and implement skill mix reviews to meet the changing demands of the admin function within the allocated budget.
• Promote equal opportunities for staff in accordance with organisational policy.
• To ensure team members attend Spectrum mandatory training, and that accurate records are maintained of all training attended by individual staff members.
• To act as a mentor for new team members, supervising their training and monitoring the induction programme.
• Co-ordinate training workshops for the team, covering new developments within the service.

Quality, Clinical Governance and Risk Management

• To identify areas requiring service improvements and where required.
• Identify areas for improvement in systems, processes and procedures that will improve the service, seeking agreement and taking issues forward with appropriate support. Implement an action plan and ensure that any decisions regarding changed methods are communicated to the team.
• Ensure that confidentiality is maintained at all times and that staff adhere to the Data Protection Act, Freedom of Information Act and the Caldicott Principles.
• To oversee and carry out audit activity, to ensure good practice within the department.
• Undertake and manage project work under own initiative, including analysis and interpretation of data and results and assessment of options.

Service User Involvement

• Monitor and analyse patient experience and customer feedback surveys and act on findings/themes

Person specification

Education and Knowledge

• GCSE Maths & English or equivalent
• Business Management Qualification (diploma level or equivalent)
• ECDL/ICDL qualification or demonstrable equivalent IT skills
• Experience of busy office environments
• Experience of working within administrative teams
• Supervisory experience
• Experience of filing information and retrieval systems.
• Experience in using Microsoft Office or equivalent
• Excellent telephone manner
• Excellent organisational skills
• Ability to work under pressure
• Able to carry out the duties of the job. Non-judgemental attitude Compassionate leadership Innovative Creative Flexible Approachable Self-motivated Ability to work using own Initiative Resilience
• Customer service qualification (or equivalent) e.g. Level 2/NVQ cert or diploma in customer service
• Business related degree (or equivalent)
• SystmOne training and experience
• Working with the general public.
• Working with confidential/sensitive information.
• Project monitoring - e.g. PRINCE2
• Experience of Recruitment and selection processes
• Experience of staff appraisal processes.
• Arranging and chairing meetings.
• Access to a vehicle with the ability to travel around locality

Skills

• Training in computer software e.g. health database
• Excellent telephone manner
• Excellent organisational skills
• Ability to work under pressure

Employer certification / accreditation badges

This post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service.

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