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Administration Supervisor

1 month ago

Portsmouth, United Kingdom Solent NHS Trust Full time

Job summary

We are currently looking for an Administration Supervisor working 30 hours per week, to join our vibrant Administration Team based between The Orchards and St Mary's Health Campus in Portsmouth. You will Supervise our team of Receptionists and Secretaries who support our Inpatient Wards Clinical Staff and Doctors, and our Community Admin Secretaries and their Clinical Team and Doctors.

You must have excellent written and verbal communication skills and be able to work flexibly, multitask and prioritise your work throughout the day, as well as enjoy a varied workload. You will thrive on supporting your staff to work effectively and efficiently at all times and drive development within the admin and clinical teams. You will be comfortable working alone without direct supervision and will have a good knowledge of Microsoft Applications and knowledge of SystmOne would be an advantage though full training will be given.

Our Mental Health Team provide care to Portsmouth patients both in our Inpatient setting and our Community Teams based at St Mary's. Solent is proud to support career development, and through regular supervisions and annual appraisals we will support you and you will be supporting your own staff to achieve goals and take the next step in their career with Solent. Apprenticeship options are available and will be discussed with the successful candidate.

Main duties of the job

*To ensure comprehensive administrative and clerical support to the Inpatient Mental Health Team, The Limes and Older Persons Community Mental Health Team, St Mary's service.

*To manage and supervise a team of Administrative staff as required

*To effectively prioritise personal and team workload maintaining confidentiality and diplomacy at all times

*To undertake admin and clerical duties relevant to the Service commensurate with Band 4 levels of responsibility

*To work without direct supervision and show extensive use of initiative in prioritising and making decisions in relation to effectively supporting the smooth operation of the service

*To ensure that the processes and procedures for the Inpatient Mental Health Team, The Orchards are followed and maintained on those entering and leaving the building

*To carry out other duties as necessary to meet the changing needs of Solent NHS Trust, in accordance with management requirements and appropriate to banding

*All duties will be carried out within the Trust's Information Governance, recording, and data sharing procedures and guidance

About us

We have been working with other local NHS Trusts to create a new organisation, bringing together all community, mental health and learning disability services from across Hampshire and Isle of Wight. Subject to approvals, the aim is for the new Trust to be formed by July 2024.Project Fusion is the name for the programme to create the new combined NHS Foundation Trust. Hampshire and Isle of Wight Healthcare NHS Foundation Trust will be bringing the services into a single organisation will result in more consistent care, more equitable access to services irrespective of postcode, and a more sustainable workforce and services. The new organisation will operate locally to ensure services can best meet the needs of different new Trust will be comprised of all the services currently provided by Solent NHS Trust and Southern Health NHS Foundation Trust, the community, mental health and learning disability services provided by Isle of Wight NHS Trust and child and adolescent mental health services delivered in parts of Hampshire by Sussex Partnership NHS Foundation Trust.Colleagues will transfer to the new organisation under Transfer of Undertakings (Protection of Employment) -- known as TUPE on 1st July 2024. TUPE is a legal process to ensure you transfer out of one organisation and into another, maintaining the terms and conditions of your employment.

Job description

Job responsibilities

*Please Note : For a detailed job description for this vacancy, please see attached Job Description*

Person Specification

Qualifications

Essential

GCSE grade C/4 in English or equivalent Management/Leadership qualification or equivalent experience Level 4 Diploma Apprenticeship in Business Administration or relevant experience

Experience

Essential

Experience in a leadership/managerial role or experience of mentoring/acting up etc. Working to strict deadlines and under pressure Experience of setting up and implementing internal processes and procedures realising efficiencies and efficient practices Working without direct supervision

Desirable

Experience of leading/managing people in a Health or Social Care setting Delivery of appraisals and supervision

Additional Criteria

Essential

Excellent communication skills both written and verbal with the ability to prepare and produce concise yet insightful communications Excellent organisational skills with the ability to prioritise workload Ability to maintain confidentiality Exceptional time management with experience of working to tight and often changing timescales Being flexible and adaptable at work in order to meet competing priorities and varying situations Microsoft Office applications Information Governance, Confidentiality and Data Protection Be able to demonstrate and understanding of the principles of equality, diversity, and inclusion and how they apply to staff and patients in a healthcare setting. Able to demonstrate personal commitment to challenging discrimination and promoting equalities, at an appropriate level for the post The role requires Enhanced DBS The role requires the post holder to sign up to the Automatic Renewal DBS service Is able to work legally in the UK Is able to work with children and vulnerable adults Ability to travel for meetings across a range of sites in Southampton/Portsmouth/Hampshire.

Desirable

Understands medical terminology Microsoft Office applications Information Governance, Confidentiality and Data Protection