Admin and Clerical Manager

Job purpose Working collaboratively with Heads of Service to take a lead role in the design and roll out of a centralized administrative hub Provide comprehensive efficient and effective management of all admin and clerical staff and processes for the 0-19 service. To act as line manager for administrative staff, including training and staff inductions. Undertake appraisals for clerical staff Lead on the recruitment and selection of administration staff considering service needs. Monitor workload and set priorities for administrative staff considering service needs.

Production and analysis of patient data for key performance indicators. Design and implement rotas for all admin and clerical staff, to support administrative priorities and tasks. Coordinate and undertake some departmental audits. Hold regular meetings with Head of Service and management team.

Represent staff at meetings as and when required. Order department consumables and equipment Dimensions Manage admin and clerical staff across the Childrens 0-19 service, co-designing and leading the ambition for a centralised single point of access hub. Extensive knowledge of HR policies and procedures. Expert knowledge of departmental administrative policies and procedures.

To ensure administrative and clerical support to the Head of Service and Clinical Service managers. The post holder is accountable for line management responsibility of all admin and clerical staff. The post holder will also be responsible for the production of statistics and data quality of assigned key performance indicators, rotas, audits, stock and non-stock requisitions, recruitment and dailyoperational management to ensure smooth running of the department. Key Responsibilities Expert knowledge and implementation of departmental administrative policies and procedures Ongoing monitoring of staff adherence to all relevant policies and procedures Management of all admin and clerical staff relating to day-to-day activity.

Arrange time to carry out staff appraisals and back to work interviews etc. Uses own judgement when dealing with staff absences. Organise departmental induction and competency packages for new starters Co-ordinate and make necessary adjustments with colleagues to maintain cover throughout all essential workflows Ensure the timely creation and distribution of Rotas Prioritise workload and respond to the demands of the department whilst still meeting deadlines Maintain accurate records of annual leave, study leave, and sickness and complete sickness returns in accordance with Trust policy Anticipate potential challenges and proactively plan accordingly, making optimum use of staff and resources Organise meetings, workshops, and appropriate training for all clerical and clinical staff as required. and in difficult, Take the lead in sensitive and contentious situations e.g.

performance management Provide and receive complex or sensitive information on a daily basis. Provide supportive framework for all admin and clerical staff for maximum efficiency of the department. Exchange information verbally, electronically and in writing with; service users, relatives and staff including the wider multi-disciplinary teams. i.e.

GP Surgeries/ Other NHS Trusts. Deal with telephone enquiries, and either resolve the enquiry directly or ensure the efficient transfer to appropriate person, to ensure prompt and efficient action. To be able to negotiate with staff when discussing implementing changes, for example, changes in working practices and use persuasive and motivational skills when trying to encourage A&C staff to take on extra duties or implement changes in working practices. Exercise own judgement involving complex facts or situations which require resolution.

Analysing departmental statistics to meet collaboratively designed performance targets. Analyse staff levels when making judgement on effective workforce employment. Exercise judgement in response to enquiries from staff, patients, relatives and externals e.g. other managers, GP practices or trusts.

Some complaints or problems may require further investigation with referral to a senior member of the team. Work unsupervised for long periods, being able to use own initiative and make decisions Anticipate potential challenges and plan accordingly Undertake surveys or audit as necessary when requested Oversee requests for departmental audits and retrieval of appropriate data Contributes to effective stock control /maintenance within the department. Exercise personal duty of care when using expensive equipment i.e. computers / printers etc; Ensure all computer terminals/printers are switched off and regularly maintained Responsible for arranging repair and maintenance of equipment.