Current jobs related to Senior Administrative Officer - Pucklechurch, South Gloucestershire - Oxleas NHS Foundation Trust

We are seeking a highly skilled and experienced Senior Administrative Officer to join our team at Oxleas NHS Foundation Trust. The successful candidate will provide administrative support to the Operational Managers and their nominated deputies, ensuring the smooth running of their office and systems.

• Coordinate the administrative function in delivering an efficient and effective service that supports the managers.
• Effective diary management; scheduling/prioritising appointments both regular and ad-hoc meetings with internal and external persons.
• E-mail management: scanning and monitoring of e-mails daily. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action.
• Demonstrate skills in the use of SystemOne in terms of clinical record-keeping and activity & data extraction/ collation for performance and QOF reporting.
• Provide administrative support including minute taking for senior management meetings.
• Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner.
• Ensure that all relevant papers are available for meetings and proactively chase accordingly.
• Act as first point of contact for the Operational Managers and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.
• Local budget holder/ approving invoices under the supervision of the Head of Healthcare and raising purchase orders.
• Monitor/screen all telephone calls to the Operational Managers and maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.
• Ensure complaint communications are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people, and organisations, therefore negotiating skills are required.
• Maintain personnel/HR reporting requirements sickness/annual leave/ managing rotas as directed using relevant IT programmes/ spreadsheets.
• Undertake regular reviews of administrative requirements and implement administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.
• Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service.
• Handling both routine and urgent matters using initiative and with minimal supervision.
• Will be required to meet deadlines and supply information at short notice.

• Support the Operational Managers in producing required information and reports.
• To organise events as and when required, which could be complex, including assessments and visiting clinicians.
• Manage resources and co-ordinate the ordering of stock and supplies.
• Provide regular supervision to junior administrative staff in the team.
• Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.
• To encourage a culture of professional and effective communication.
• To maintain a clear constructive relationship with Operational Managers, senior clinicians, team members, HMPS, the Trust and other partner agencies.

• To supervise Band 4 and Band 3 administration staff for monthly supervision and yearly PDR.
• Facilitate and under the direction of the Operational Managers and Quality Manager ensure regular communication systems, good practice events, good practice programme, staff newsletter.
• Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service.
• Ensure health and safety policies are implemented with the staff group workstation assessments etc.
• Implement core operational administration systems and services to meet service requirements and establish office procedures which reflect good practice effectively and efficiently.
• Establishing and maintaining effective working relationships with Directorate staff, corporate services ( IT, payroll, finance team) and relevant external bodies. Liaison with Finance Department on invoice/payment queries. Cost coding/monitoring invoices for payment.
• Dealing with aggressive and distressed clients, their families and professional bodies including solicitors, social workers, and community mental health teams either face to face or via the telephone.
• Maintaining/updating efficient use of IT systems, using various software packages, including SystemOne and P-NOMIS.
• Producing clinical reports, letters, presentations etc by verbal instruction, copy or auditory dictation.
• Producing and circulating service information.
• Always promoting a positive image of mental health, ensuring respect and for the dignity and rights of individuals is upheld at all times.

• Qualifications:
  • NVQ Level 4 Administration/Degree or relevant equivalent experience
  • Management and administration training or equivalent experience
• Experience:
  • Worked within NHS or similar large organisation
  • 3 years senior secretary/senior admin level experience
  • Staff management/supervision
• Skills:
  • Advanced knowledge of Word, Excel, PowerPoint
  • Touch typing (av 70 wpm)

Important Information: All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.