Admin Manager

at  Sheffield Childrens NHS Foundation Trust

To provide a comprehensive management support to the Director of Psychological Services and Service Manager as well as providing support to the Clinical Psychology Secretarial Team, and provide cover for secretaries during their absence.

The post holder will prioritise and carry out their duties in such a way as to make a direct and positive contribution to the organisation of the work. It is essential that the post holder should exercise initiative commensurate with the role and vital that confidentiality is maintained at all times. The Trust is a specialist Children’s Hospital and the post holder will be expected to deal with parents and patients, who may at times be distressed, in a sensitive and caring manner.

• Coordinate administrative services to the relevant clinical teams
• Direct line management of Admin and Clerical (A&C) staff
• Support the business and projects in the CWAMH division

Support and develop effective process and systems management
Sheffield Children’s is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision “to create a healthier future for children and young people.”
Outstanding patient care
Brilliant place to work
Leader in children’s health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Service Planning
To organise and take responsibility for specified A&C staff, coordinating a comprehensive administrative, clerical and secretarial service to relevant clinical teams on a day to day basis; including work allocation as required.
Support and manage effect process and systems in the admin teams by identifying opportunity for improvement, developing systems and leading the implementation of systems change

Information

• Contribute to the production of information reports as agreed across the CWAMH Division
• Use the best possible IT skills to contribute to data quality, information governance and ICT developments to ensure the service has a high quality management of information and admin systems

Organisational

• Provide support to and contribute to the coordination of admin time into division projects.
• Liaise with a wide variety of professionals and members of staff within and external to the Trust. Also with clients and their families who may be in an emotional or distressed state
• Provide support to the admin management team within CWAMH including cross-cover for specific posts/tasks including servicing of meetings as required.
• Act as a point of contact for all buildings issues in the service area.

Clinical Governance

• To support the Divisional management team to ensure that effective systems are in place to manage Clinical Governance within the Division

Management

• To liaise with other departments within the hospital, ensuring that the department interfaces efficiently with them.
• To establish an ongoing programme of workload and skill mix review in all areas of responsibility to ensure parity of service.
• Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisational requirements. This includes responsibility for designing and implementing rotas where required.
• Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed the relevant mandatory training.
• Lead and develop the induction programme for new staff to the team.
• Act as line manager for staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues.
• Monitor sickness and absence records, taking appropriate action in line with sickness and absence policies and undertake return to work interviews.
• Responsibility to assist the Management team by initiating first line action in potential disciplinary and capability cases.
• Authorised signatory for staff overtime and agency staff timesheets in line with budgetary boundaries.
• To assist the Service Manager to manage the recruitment and selection process for new staff.
• To attend and participate in meetings, helping to implement changes as required and contributes to the development of the department.
• Have responsibility for cascading communication and briefing to all staff in the department.
• Responsible for undertaking VDU, Risk Assessments and monthly H&S checklists within the department

Policies and Procedures

• Support the Service Manager in the development and implementation of new policies and procedures within the departments.
• Support the Service Manager with the implementation of standards and with the monitoring of performance standards set for the department.
• Responsible for production and maintenance of department Standard Operating Procedures.
• Support the Service Manager to implement Local and National Initiatives.
• Monitor that working procedures are adhered to by all staff and implement new working practices and procedures where necessary.
• Responsible for ordering of all stationery and equipment and co-ordination of equipment repairs, as necessary, within the department.

General

• Act as point of contact for all Health and Safety and security issues in the service function.

Inclusive Recruitment & Selection
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are currently reviewing our recruitment & selection process and are looking to make our job adverts more inclusive. This will support the long-term aim of Sheffield Children’s being a champion of Equality, Diversity and Inclusion. If you have any ideas in how we can make our recruitment & selection process more inclusive, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values

The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:

• Compassion – leading by kindness and showing empathy, understanding and respect
• Accountability – striving to do the right thing and owning responsibility
• Respect – value differences, tackling inequality and fostering a culture of inclusion
• Excellence – delivering a high-quality standard of care

• Coordinate administrative services to the relevant clinical teams
• Direct line management of Admin and Clerical (A&C) staff
• Support the business and projects in the CWAMH divisio