The administrative team lead encompasses both managerial and administrative responsibilities which include the following:
Administration
1. Excellent IT skills in Excel, Word, PowerPoint, MS Teams/ WebEx/ similar video conferencing software
2. Ensure the efficient day-to-day administration of area of responsibility
3. Ensure deadlines are met and that service levels are maintained
4. Line management of administration team to include recruitment when necessary, rostering, appraisal, performance management & training.
5. Provide support & manage any HR issues arising from staff within the administration team, such as sick leave or performance & escalate accordingly.
6. Ensure an even distribution of workload among team, taking into account absence due to annual leave etc
7. Ensure policies and procedures are well documented and understood and adhered to by staff in own section
8. Ensure accurate attention to detail in own work and work of team
9. Use appropriate technology to ensure work is completed to a high standard
10. Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority
11. Ensure line management is kept informed of issues
12. Ensure that the service is kept informed and that their views are communicated to middle management
13. Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service
14. Monitor the sign off system for agency staff’s hours which has been put in place to ensure that it continues to comply with financial regulations.
15. Review the workforce planning template for weekly return to National office.
16. Manage the allocation of duties to staff to ensure continuity of service in supporting external services.
17. Experience of analysing and collating data and producing summary reports using MS Excel or similar tools
18. Experience in managing and working collaboratively with multiple internal and external stakeholders
19. Experience of working in a busy office environment which has involved interacting in a professional manner with senior management and other key internal and external stakeholders
20. Capacity for management responsibility and demonstration of initiative, including decision making.
Human Resources / Supervision of Staff
1. Supervise and ensure the well-being of staff within own remit
2. Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships
3. Deal with under performance in a timely and constructive manner
4. Identify training and development needs of staff in own area
5. Promote co-operation and working in harmony with other teams and disciplines
Service delivery and improvement
1. Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes
2. Encourage and support staff through change processes
3. Monitor efficiency of service provided by team, identify and implement changes to the administration of the service where inefficiencies arise
The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.
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