Administrative Manager

Part Time - 18.75 hours per week/ 2.5 days per week
To co-ordinate the administrative team within Older Adults Community Mental Health Service that supports clinical service delivery to Clinicians, Managers, Service Users and Carers. To manage, supervise and provide effective leadership to the administrative staff, including performance management of the admin staff.
Implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice. Undertake regular reviews of administrative requirements and implement modern and efficient solutions to provide appropriate support to all professional team members., + To co-ordinate the administrative team within the unit service that supports clinical service delivery to Clinicians, Managers, Service Users and Carers.
+ To manage, supervise and provide effective leadership to the administrative staff within the unit, including performance management of the admin staff.
+ To ensure appropriate use of the administrative and patient information systems, introduce new systems as appropriate, and maintain a record of clinical staff whereabouts, and co-ordinate the best use of office space and room bookings.
+ Be responsible for all day to day issues in the base, Health and Safety, office and equipment maintenance, Security, Risk Assessment in role of risk assessor, Fire Safety in respect of nominated Fire Officer Role, Data Protection in role of Data Protection Officer.
+ To manage the clinical record system in conjunction with the service manager and clinical lead., + Implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.
+ Liaise regularly and effectively with the modern matron and clinical lead, and the Directorate Business office to agree the admin systems and standards required to assist the service and agree development plans.
+ Support and lead on local implementation for new technologies to improve administrative systems.
+ Undertake regular reviews of administrative and secretarial requirements and implement modern and efficient solutions to provide appropriate support to all professional team members.
+ Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.
+ Implement and maintain effective client and team filing systems, ensuring that client records are kept safe, confidential, up to date and accessible.
+ Take on lead responsibility for monitoring all data quality and the implementation, maintenance and utilization of electronic clinical information systems, ensuring all staff understand and deliver on their responsibilities and report problems to the Modern Matron.
+ Ensure appropriate administrative infrastructures are in place including equipment, communications, and procedural manuals and staffing.
+ Handling both routine and urgent matters using initiative and with minimal supervision.
+ Support the service to manage change and be pro-active in attending working parties, e.g. about service re-organisation.
+ Effectively manage clinical space. Ensure all resources and facilities are in place and functional for staff using the clinical space.
+ Ensure Care pathways on RiO are up to date and report on activity on a weekly basis to the Modern Matron/business office as directed.
+ Undertaking recruitment, supervision, and appraisal and performance management of the administration team.
+ To be responsible for accepting difficult telephone conversations that may be escalated by the admin team where they are unable to resolve or deal with the situation in the first instance.
+ Managing bank and agency administration staff.
+ Ensure the e-rostering data base is kept up to date, ensure sickness and other leave is recorded accurately and in a timely way.
+ Ensuring all new secretarial/admin staff and bank and agency receive a local induction and are trained in office systems and practices and procedures.
+ Allocating work on a daily basis, ensuing sufficient secretarial cover is in place in times of sickness/annual leave, either by spreading the workload. To highlight concerns regarding staffing with the Modern Matron.
+ Developing and maintain efficient office systems.
+ To be responsible for the maintenance of the building. Escalating health and safety issues that cannot be resolved satisfactorily through liaison with estates colleagues, ensuring that all repairs and maintenance are carried out in a timely fashion.
+ To be the link person between the PFI contractors/Estates and conduct regular audits of facilities and decoration in the unit to ensure a high standard of cleanliness and decoration is maintained.
+ Accountable for the ordering of stock and non-stock office stationery, equipment and supplies and for maintaining stock levels.
We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.
If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

Working for our organisation
Oxleas offers a wide range of NHS healthcare services to people in community and secure environment settings. Our services include community health care such as district nursing and speech and language therapy, care for people with learning disabilities and mental health care such as psychiatry, nursing and therapies. Our multidisciplinary teams look after people of all ages and we work in close partnership with other parts of the NHS, local councils and the voluntary sector and through our new provider collaboratives. Our 4,300 members of staff work in many different settings including hospitals, clinics, prisons, secure hospitals, children's centres, schools and people's homes.
We have over 125 sites in a variety of locations in the South of England. In London we operate within the Boroughs of Bexley, Bromley Greenwich and into Kent. We manage hospital sites including Queen Mary's Hospital, Sidcup and Memorial Hospital, Woolwich, as well as the Bracton Centre, our medium secure unit for people with mental health needs. We are the largest NHS provider of prison health services providing healthcare to prisons within Devon, Dorset, Bristol, Wiltshire and Gloucestershire, Kent and South London. We are proud of the care we provide and our people.
Our purpose is to improve lives by providing the best possible care to our patients and their families. This is strengthened by our new values:
+ We're Kind
+ We're Fair
+ We Listen
+ We Care