Administrative Team Lead
5 days ago
**DUTIES&RESPONSIBILITIES**: Responsible for the smooth running of the administrative functions and team, ensuring work is allocated and monitored; providing training and development; organising regular one to one meeting with each of the administrative team and administrative team meetings. Line management of the administration staff (3-5 staff). Responsible for induction of new office employees; ensuring IT access and equipment is ready and inducting new staff in company policies. Carry out performance appraisals of direct reports and arrange/or make recommendations for development if required.
Provide and co-ordinate administrative support to Directors and senior managers, liaising with them to identify their support needs and matching the capacity of the administration team, taking account of urgency and importance of tasks. To be an approver for finance as appropriate within the companys financial scheme of delegation. Responsible for the day-to-day management of project activities to support senior managers. Maintaining processes to ensure appropriate project documentation, reporting and planning.
Support the companys corporate calendar of events. Arrange office and company events. To assist patients, staff and the public in a sensitive and caring manner during incidental contacts. To be responsible for the efficient administration of meetings delivered by the administrative team: - Arrange meeting dates and venue.
- Collate meeting papers and prepare agenda items for review by meeting leads. - Distribute meeting papers as directed. - Attend meetings, take and transcribe accurate minutes and distribute final minutes in accordance with terms of reference. - Co-ordinate, track and prompt the timely follow-up of action points.
- Ensure correspondence is dealt with in a professional manner and with appropriate priority. - Maintain an accurate electronic record of meeting papers and reports. - Act as a point of contact. - Deal promptly and professionally with enquiries To prioritise and manage own workload, working independently and as part of a team, to meet service need.
Always manage cover for the office during holiday periods ensuring appropriate cover. Also providing cover for other members of the administrative team when necessary, in order to ensure continuity of the support service. To regularly review personal practices to identify levels of effectiveness and adjust in accordance with good practice. Participate in planning and implementing improvements.
To be competent in the use of a range of office equipment. To ensure management of various company registers ie: professional registers, training, DBS, competency and medical equipment/Assets and alert records is in place and efficient. Deal with confidential matters appropriately. Ensure that administrative staff adhere to office policies and procedures MANAGING THE CENTRAL OFFICE HEALTH, SAFETY AND SECURITY: Ensuring first aiders training is valid and up to date Fire wardens are in place Responsible for Fire drill in the office Office Keys and distribution Manage the office environment and overseeing general maintenance of the office; with the support of the administrative team Manage where applicable Central Office Budget lines, including office expenses, supplies, stationery, entertainment.
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Contract Administrator
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Payroll Administrator
5 days ago
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