Lead Administrator - CYPS Young Minds Matter Service

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people's own homes and in a range of other locations across the county.
We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking 'what matters to you'.
We're passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.
Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.
It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us ., · To have supervisory responsibility for and offer leadership to the band 3 Administrators
· To contribute to the service by demonstrating high level administrative skills which allow the senior management team to focus on clinical and operational responsibilities.
· Ensure that there are effective administrative systems and procedures in place, identify areas for increased efficiency and make and implement recommendations for improvements.
· Contribute ideas and suggestions to improve the effectiveness and image of the service by active participation in team meetings and in discussions with colleagues and manager.
· To support with all processes, including referrals, ensuring documentation is uploaded and available for allocation meetings.
· Support management meetings, create terms of reference in conjunction with meeting Chair, collate and disseminate information, take minutes recording actions and timescales.
· Provide secretarial support to members of the team utilising a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification., + To respond to email, telephone and written enquiries using a high level of initiative and responding in a confidential and sensitive way taking appropriate action.
+ Open, record, date stamp and effectively manage and distribute all incoming and outgoing post in order to ensure effective communications for the department.
+ Support the team with procurement by using an online based system to procure goods and services and manage team's petty cash.
+ Support with the planning and arranging of service wide team meetings, away days and training events.
+ Organise and facilitate meetings / training events etc through the creation and distribution of agendas and papers, arranging dates, venues, and refreshments if required, including minute-taking.
+ Effective use of the Trust's Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
+ Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
+ Pro-actively manages completion of statutory & mandatory training and appraisals to ensure 100% compliance.
+ Act in ways that; support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.

The Young Minds Matters Service (YMM) is looking for an experienced Administrator to join and support our high performing team. This role provides an excellent opportunity for someone looking to develop skills in first line supervisory management. The post holder will work closely alongside various teams to support the operational delivery of an effective and efficient administration service.
We are looking for a dynamic and enthusiastic team player with a proven track record of working in a busy administrative environment. You should have excellent written and verbal communication skills, as well as excellent organizational skills. Experience in dealing with confidential information, managing premises, using IT and procurement systems, and supporting the implementation of new systems and processes is essential. The role will also involve some delegated line management responsibility for administration staff, including supervision and appraisal.
If you enjoy working under your own initiative, have a flexible approach to work and welcome the challenge of being part of a management team within a busy mental health administrative environment, we would like to hear from you.

We have in excess of 5000 staff working over 50 sites, providing a diverse range of services. We strive to support an organisational culture that is welcoming, builds and celebrates inclusivity and diversity and provides a sense of belonging and trust.
The annual NHS Staff Survey gives our people the opportunity to tell us about their experience working at the Trust. For the 2023 survey just over 2800 colleagues gave us their views (58.5%). It was great to see from the results that colleagues are saying that:
+ 89.7% believe they are making a positive difference to patients/service users;
+ 73.3% would recommend the organisation as a place to work;
+ 82.4% agree that care of patients and service users is the organisations priority;
+ 76.7% would be happy with the standard of care for a friend or relative
Our results put us as 5th nationally as a Community, Mental Health and Learning Disabilities NHS Employer of Choice and 1st equal amongst all NHS Provider Trusts in the South West. However, we know we have more to do and will continue to drive forward our commitment to making GHC a Great Place to Work.

When joining us, as well as becoming part of a team that makes a difference, we also offer:
+ Free car parking at many of our sites
+ 27 days leave plus bank holidays, increasing up to 33 days with long service
+ A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
+ A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
+ Generous NHS pension and enhanced pay when if you work unsocial hours
+ Flexible, family friendly and agile working opportunities
+ Recognition and long service awards
+ Fast Track physiotherapy
+ Our Wellbeing line
+ Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.
Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date. Good luck with your application.
For more information please see the attached 'Additional Information for Applicants' document.