Administration Manager & Site Co-ordinator
We are looking to recruit an Administration Manager to supervise the Administrative Team in the Minor Injury Unit (MIU) and Caterham Dene Ward at Caterham Dene Hospital. The role also includes assisting clinical managers with administrative support and acting as the site co‑ordinator and liaison for Estates and Health and Safety.
The role requires a highly motivated candidate who can work independently and serve as an excellent role model for the Administration Team.
Main duties of the job
- Provide line management support to the administration team
- Work with clinical managers to assist in the production of guidelines and policies
- Assist with the monitoring of standards e.g. benchmarking, audits and data monitoring
- Produce meeting reports and minutes
- Liaise with and support Estates and Health and Safety to ensure a safe working environment
- Ensure smooth process and consistency in managing invoices
- Participate in Audits and Quality Improvement projects
- Investigate complaints and incidents in line with organisational policies
Job responsibilities
- Supervise administrative and reception staff in the Minor Injury Unit and Caterham Dene Ward, ensuring efficient, high‑quality support; manage recruitment, appraisal, training and line management
- Act as chair of quarterly administration staff meetings and model First Community health and care values and behaviours
- Ensure all staff are trained in the use of appropriate clinical and non‑clinical recording systems for Caterham Dene Hospital and MIU services
- Proactively manage the flow of work to support effective running of services and assist managers and deputies with administrative support
- Identify new technologies and opportunities to improve efficiency and workload management
- Operate independently, delivering a client‑focused service, resolving problems, and using independent judgement and responsibility
- Act as the facility site co‑ordinator and liaison for Estates and Health and Safety for the site
Benefits
NHS terms and conditions, high‑quality training and development opportunities, flexible working to enable a good work‑life balance, inclusive and friendly environment, NHS pension, flexible retirement options and various employee benefits.
Person Specification
Skills & Knowledge
- Excellent communication and interpersonal skills
- Excellent change management skills
- Experience dealing with challenging people and situations
- Strong problem‑solving skills
- Advanced IT skills (Microsoft Word, Excel, PowerPoint) for reports, spreadsheets and correspondence
- Literacy and numeracy proficiency
- Use of electronic clinical records systems
- Knowledge of medical terminology and NHS IT systems
- Knowledge of standing financial and NHS business instructions
Experience
- Administrative department experience
- Substantial managerial experience
- Experience managing recruitment and selection, appraisals and sickness absence management
- Experience producing meeting reports and minutes
- Experience working within a healthcare environment
- Health & Safety experience
- Knowledge of standing financial and NHS business instructions
Qualifications
- Degree level qualification or equivalent
- IOSH qualification
Other Requirements
- Ability to work on own initiative and organise workload without supervision, meeting tight and changing deadlines
- Excellent organisational skills
- Team player
- Ability to work under pressure and meet deadlines, changing priorities as required
- Commitment to continuing professional development
- Professional calm and efficient manner
- Strong desire to improve performance and make a difference by focussing on team goals
- Exposure to verbal complaints, highly confidential sensitive and contentious issues and situations
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and requires a submission for Disclosure to the Disclosure and Barring Service to check for any previous criminal convictions.
Remuneration
£32,073 to £39,043 a year plus 5% HCAS per annum, pro rata.
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