Deputy Administration Manager

At Gloucestershire Health and Care NHS Foundation Trust (GHC), we provide joined-up mental health, physical health and learning disability services to people of all ages across Gloucestershire. We run community hospitals and provide care and support in people's own homes and in a range of other locations across the county.
We are on a mission to enable people to live the best life they can and we have a vision to work together to provide outstanding care. We put people at the heart of our services, focusing on personalised care by asking 'what matters to you'.
We're passionate about making sure that everyone can contribute to achieving our mission and we are continually working to support healthy and happy high-quality teams in all areas of the Trust.
Our application process aims to understand each candidates knowledge, skills and experience. We have found that candidates that use AI to generate their answers can lack specificity and fail to address key criteria outlined in the job description.
It is really important to personalise your application to convey your individual skills, knowledge, and experiences effectively and for us to understand why you are applying for this role with GHC. We discourage over reliance on AI-generated applications as it will lessen your chances of success in securing an interview with us ., We now have an exciting opportunity for a permanent full time enthusiastic Deputy Administration Manager to join our inpatient administration team. The Deputy Administration Manager must be able and willing to work in a busy environment where priorities change on a daily basis, have excellent interpersonal skills and a willingness to embrace change. The post holder will be required to work across all areas of the hospital and other sites as the needs of the service dictate.
We are looking for a skilled individual to provide leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality. You will deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality and work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager.
You will project the professional image of the business through demonstrating excellent customer care in all activities and adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales., + Working collaboratively with key partners and subcontractors
+ Providing leadership and direct line management and associated responsibilities to administrative staff within the Countywide Locality (20 - 25 staff)
+ Deliver upon a range of administrative functions as part of the on-going strategic and business planning for the Countywide Locality
+ Work closely with the clinical team(s) to provide an administration service in accordance with the requirements of the Administration Service Manager
+ Project the professional image of the business through demonstrating excellent customer care in all activities
+ Adopt a constantly flexible approach to ensure that all individual and team objectives are completed efficiently and within given timescales
+ Always maintain confidentiality
+ Budget holder and signatory (admin staff and non-pay) as delegated by the Administration Service Manager
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification., + To deputise for the Administration Service Manager in their absence, to include maintenance reporting, overseeing new building work and being the point of contact for all contractors and sub-contractors
+ To support the Administration Service Manager with specific projects or tasks when required
+ To provide ad hoc administrative support to the Countywide Management Team as requested by the Administration Service Manager
+ Undertake investigations, complete written/electronic reports for submission to senior management for the purpose of service development, service deficit, service complaints and incidents as required
+ To update administrative staff on issues relating to Information Governance on a regular basis specifically confidentiality and information sharing protocols
+ Provide direct line manager responsibilities to administrative staff (approx 20-25 staff), including Health and Safety and Human Resources requirements (e.g. recruitment, local induction, annual leave, sickness, travel, salaries, time management, job planning, HR issues (e.g. performance management, grievance) as well as compliance with Trust policies and procedures and statutory obligations
+ Undertake HR duties such as collation of monthly staff timesheets to Paymasters/flexi records, staff annual leave and staff sickness absence. To keep up dated to the changes within HR procedures and disseminate information accordingly to Management and staff
+ Provide full administrative support to the monthly Governance meetings, including agenda preparation, collating and sending documents and taking and distributing minutes to the board
+ Provide full administrative support needed in response to a Serious Untoward Incident (SUI) within the Countywide Locality
+ Provide leadership to ensure all service wide administrative functions are covered appropriately, including ad hoc changes to job planning/ or successful recruitment of bank staff to cover annual leave/staff sickness
+ Maintain all staff personal files to a high standard
+ Maintain staff contracts and variations to a prompt and high standard
+ Liaise with Paymasters regarding pay related matters
+ Liaise with HR Manager regarding HR related matters
+ Communicate with a variety of people on a range of matters and keep accurate and complete records consistent with the Trust's policies and procedures
+ Provide management supervision to administration staff, ensuring all staff receive appraisals and training as identified to provide an effective administration service
+ Provide leadership to ensure that all administrative staff attend and complete mandatory training as appropriate to the post
+ Help and support others in their personal development and maintain personal development and take an active part in learning opportunities and also keep an up to date record of your own development review process
+ Minimise own and others health, safety and security risks while following procedures to report incidents that put health, safety and security at risk
+ Maintain quality in own work and encourage others to do so while working as an effective and responsible team member and prioritise own workload and organise own work to meet timescales
+ Act in ways that; support equality and value diversity. Treat everyone with whom you come in contact; with dignity and respect and recognise and report behaviour that undermines equality and diversity
+ Provide administrative leadership regarding forward planning of resources to operate service, including ordering of service materials / resources, processing invoice payments and booking rooms
+ Be able to work to deadlines as required by the service needs
+ To ensure any queries / complaints are dealt with appropriately always following the Trust's policies and referring to the appropriate department as necessary
This role is not eligible for sponsorship as per the Government's UK VISA and Immigration Rules and Regulations. For more information please visit https://www.gov.uk/browse/visas-immigration/work-visas

We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
+ 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
+ 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
+ 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.

When joining us, as well as becoming part of a team that makes a difference, we also offer:
+ Free car parking at many of our sites
+ 27 days leave plus bank holidays, increasing up to 33 days with long service
+ A broad range of training and development opportunities, including apprenticeships up to Level 7 qualification.
+ A multi-professional preceptorship programme for all Newly Qualified; Nurses, Nursing Associates, Internationally Educated Practitioners, Allied Health Professionals and Return to Practice Practitioners.
+ Generous NHS pension and enhanced pay when if you work unsocial hours
+ Flexible, family friendly and agile working opportunities
+ Recognition and long service awards
+ Fast Track physiotherapy
+ Access to discounts and salary sacrifice schemes; including Cycle to Work, Car scheme and discounts on travel, leisure and retailers.
Applicants are advised to apply early as if a large number of applications are received for this post, we reserve the right to close the vacancy prior to the advertised date.