Senior Administrator

Please review the uploaded Job Description for the full requirements of the role. Some of the Principle Duties include: 1. Support the Administration Manager in the delivery of services across the locality and in developing CSH Surrey wide standardised administration processes. 2. Participate in the development and up-dating of standard operating procedures (SOPs) for all administrative processes. 3. To plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Administration Manager. Acting as the day to day supervisor of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocating and re-allocating tasks on a daily basis as required as organisational priorities change. 4. Contribute to the process of rota planning and flexible working within the team to ensure that work flow is managed between different tasks on all sites and that reception areas are covered at all times 5. Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action. 6. Provide data to inform the staffing plan to recruit & develop admin staff in line with changing business needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff. 7. Provide the starters induction and leavers processes of admin personnel; liaising with HR and IM&T as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards. 8. Participate in the communication and information cascade to administrators within the hub via team meetings and other communications methods. And to maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team. 9. Responsible for the formal supervision and performance development reviews of a delegated group of administrators from within the locality, identifying training and skills development needs to feed the training plan devised by the Admin Manager, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks. 10. Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required. Providing advice and guidance as appropriate and alerting the Admin Manager to any additional support or action required, to achieve the skills gain required. 11. To prioritise and take responsibility for own work load recognise and support colleagues who need guidance and assistance. 12. Support the Admin Manager in the implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the administration team within the locality. Alerting any issues to the Admin Manager. 13. Maintain securely the personnel records of hub administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act. 14. Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes. 15. To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate. 16. Participate in the investigation of any internal or external complaints relating to the administration service in line with the CSH Surrey complaints policy. Job description Job responsibilities Please review the uploaded Job Description for the full requirements of the role. Some of the Principle Duties include: 1. Support the Administration Manager in the delivery of services across the locality and in developing CSH Surrey wide standardised administration processes. 2. Participate in the development and up-dating of standard operating procedures (SOPs) for all administrative processes. 3. To plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Administration Manager. Acting as the day to day supervisor of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocating and re-allocating tasks on a daily basis as required as organisational priorities change. 4. Contribute to the process of rota planning and flexible working within the team to ensure that work flow is managed between different tasks on all sites and that reception areas are covered at all times 5. Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action. 6. Provide data to inform the staffing plan to recruit & develop admin staff in line with changing business needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff. 7. Provide the starters induction and leavers processes of admin personnel; liaising with HR and IM&T as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards. 8. Participate in the communication and information cascade to administrators within the hub via team meetings and other communications methods. And to maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team. 9. Responsible for the formal supervision and performance development reviews of a delegated group of administrators from within the locality, identifying training and skills development needs to feed the training plan devised by the Admin Manager, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks. 10. Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required. Providing advice and guidance as appropriate and alerting the Admin Manager to any additional support or action required, to achieve the skills gain required. 11. To prioritise and take responsibility for own work load recognise and support colleagues who need guidance and assistance. 12. Support the Admin Manager in the implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the administration team within the locality. Alerting any issues to the Admin Manager. 13. Maintain securely the personnel records of hub administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act. 14. Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes. 15. To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate. 16. Participate in the investigation of any internal or external complaints relating to the administration service in line with the CSH Surrey complaints policy.