Admin Team Manager

Job summary hours per week.Anexciting opportunity has arisen to join the Mental Health Assessment and InterventionService (MAIS) in Plymouth.
We arelooking to recruit highly motivated and enthusiastic individuals to join the teamcurrently based at Crownhill court.
Youwill be working as an integral part of the service to provide strong leadershipand support to the team.
You will bejoining the CMHS administration management team , This is a new role withinMAIS as the service continues to develop new pathways.
This will offer a uniqueopportunity to be part of a changing service hoping to lead local services inproviding outstanding care in the community for clients.The CMHS works with service users who have a range ofmental health difficulties.
We are a multi-disciplinary team of which is nurseled, working alongside other professionals, Occupational Therapists, Psychologists,Support Workers and other key professionals including a dedicatedadministration team.
This role may not be eligible for sponsorship under the Skilled Worker route; please refer to the Direct Gov website for more information with regards to eligibility.Please note that Livewell may close the job advertisement earlier than the specified deadline if a high number of applications are submitted.
Therefore, we recommend you submit your application at the earliest opportunity.All Livewell staff are expected to be able and willing to work across a 7 day service.
Main duties of the job Your role will be to support the Clinical Team Managerand Service Support Manager with duties including leading on projects acrossthe service, report monitoring, waiting list co-ordinating , triage and takingminutes along with line managing a team of administrators.
As such, we require someone with hands-on experienceof office administration/secretarial work, proficient in efficient, precise andaccurate record keeping and someone with experience of leading a team.
LivewellSouthwest is an established community interest company, which provides asignificant range of high quality health and social care services on behalf ofthe NHS and city council.This newlymerged provider organisation within Plymouth is at the cutting edge ofintegrated service delivery and design.
It will ensure seamless, responsivecare and support is provided to the individual at the right time, in the rightplace, by the right professional, ensuring that adult social care statutoryresponsibilities defined by the Care Act 2014 and the Mental Health Act arefully implemented.Our aim isto ensure that people living in Plymouth and their families are supported tomaintain their health, wellbeing and independence.
As a social enterprise, weare a not for profit organisation that means we reinvest back into the serviceswe provide or in the communities we serve.
About us Livewell Southwest is an independent, award-winning socialenterprise delivering integrated health and social care services acrossPlymouth, South Hams, and West Devon, with specialist services in parts ofDevon and Cornwall.
Our teams work in community hospitals, GP practices, sportscentres, and health hubs.As an organisation with a strong social conscience we are guided by our values,kindness, respect, inclusivity, ambition, responsibility, andcollaboration.
We focus on transforming services to ensure sustainability, whileempowering staff and those we serve.We involve the people we care for, along with their families and carers, inshaping the care they receive, striving to deliver the right care at the righttime and place.
Centering our work on individual needs helps people leadhealthy, independent lives.We prioritise employees' development, offering protected CPD time, trainingpathways, leadership programs, and funding for qualifications like the CareCertificate and Nurse Training Scholarships.
Our induction and preceptorshipprograms ensure a smooth transition into our organisation.Livewell Southwest values diversity and encourages applications from allsections of the community, including those with armed forces experience, lived experience of mentalhealth, neuro-diverse conditions and learning disabilities.
If you need assistance or reasonable adjustments during theapplication process, contact the Recruiting Manager listed in the job advert.
Job description Job responsibilities To ensure the deliveryof an effective and competent level of administrative support and consistentlydeliver a client focussed service which promotes good customer service andeffective working relationships.To beresponsible for managing daily administrative support in MAIS ensuring businesspriorities are met for example: maintaining records, minute taking, datainputting, auidts,booking of events and appointments.
Typing ofconfidential reports/letters; which may be supplied via hard copy or minutetaking, (which may contain distressing information) as requested to meetservice needs.To develop waysin which key work streams are developed and manage projects within the servicearea.As AdministrativeManager, you will be expected to use your own initiative to manage changingservice needs.
You will engage with other managers to ensure that theadministrative support is provided to meet operational needs.To provide theday to day supervision and line management of junior staff where appropriate.
The job description and person specification arean outline of the tasks, responsibilities and outcomes required of the role.The job holder will need to be flexible to carry out any other duties as may bereasonably required by their line manager.To ensure aneffective contact service for the public/clients that is efficient andprofessional, which will include managing staff resources to ensure effectivecover.Promote theimage of the organisation and services by ensuring that all information andcommunication is up to date and suitably presented.Takeresponsibility for ensuring that internal and external communication systemsare fit for purpose.Ensure that allcomplaints, compliments, concerns, comments and suggestions are appropriately recorded,and where possible resolved within level of role or escalated appropriately.Respondto telephone, email and written queries on behalf of the service area includingcall handling where appropriate.Manage appointments, meetings and events on behalf of theservice, making bookings where necessary and ensuring all equipment anddocumentation is available.To produceagendas and minutes for high level and confidential meetings, transcribing anddistributing as necessary.Analyse data toenable managers to monitor budgets and performance in relation to businesssupport function.Collateinformation, prepare reports and presentations pertaining to the service areaat the request of the service manager.Produceinformation for service area users with support of service managers.Ensurethat the corporate support function complies with all PCH policies andprocedures including Data Protection, confidentiality, Health and Safety,security and safeguarding.Beproactive and contribute ideas for improvement in the way the service isdelivered.Ableto work on own initiative, prioritising work within defined policies andprocedures to set timescales.Manage specificprojects as requested by the service manager and provide updates on progress.Co-ordinateHealth and Safety within the service area, reporting faults and ensuring thatwork is undertaken.Ensure thatfire safety policies are adhered to within the service area.Organise datacollection to support research and development.
Person Specification Experience Essential Experience of supervising other staff members.
Ability to handle confidential information with discretion Significant previous experience of working in a senior administrative or supervisory role Experience of working in a customer facing role.
Decision making and resolving complex work related issues Desirable Recent experience of working in a health care provider office environment Knowledge Essential Thorough working knowledge of Microsoft Office packages, ie: Outlook, Word, Excel.
Excellent understanding of general office working procedures.
Desirable Knowledge of SystmOne.
Understanding of Data Protection legislation Awareness of current issues within the NHS.
Understanding of healthcare services and national requirements in inpatient and outpatient booking systems.
Qualifications Essential Educated to NVQ 4 in an administrative related subject or equivalent level of qualifications or significant equivalent knowledge, skills and previous experience.
Desirable Supervisory qualification NVQ III in Business Administration RSAIII equivalent typing / word processing.
Skills & Abilities Essential Excellent verbal and written communication skills.
Able to use judgement and initiative to provide information and support Accurate and fast typing and data entry skills.
Ability to manage and lead a team and work within wider teams.
Able to analyse problems and initiate appropriate solutions effectively Able to apply tact and sensitivity to establish trust and support Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
Able to compose and transcribe minutes, correspondence and reports Effective time management skills.
Empathetic approach to managing and resolving enquiries Flexibility to meet competing demands within the working day.
Able to manage difficult and distressing situations effectively.
Flexible and adaptable, ability to learn new skills and develop role.
Able to work as part of a team