Administrator

Two Positions Available, Based at Separate Locations (Walton Community Hospital & Staines Health Centre)

Hours: 37.5 hours per week (Monday - Friday, typically between 8:00am - 6:00pm, with working hours agreed in line with service needs and the successful candidate, e.g. 8:30am - 4:30pm). Flexibility will be required to support future service developments, including potential weekend working.

Bases: One post at Walton Community Hospital and one post at Staines Health Centre.

We are seeking two experienced and motivated individuals to join our Senior Administration Leadership Team. These roles provide senior-level administrative support within the Administration Service and include line management responsibility for a team of administrators supporting clinical teams. The successful candidates will play a key role in delivering a high-quality, efficient, and consistent administrative service, while supporting staff development and promoting a standardised approach across the service. Each post-holder will primarily be based at their designated site but may be required to work across both locations during the working week.

Main duties of the job

• Provide senior administrative support across the service
• Line manage and support a team of administrators
• Ensure effective and efficient administrative processes for clinical teams
• Promote consistency and standardisation in administrative practices
• Support staff development and contribute to a positive team environment
• Work flexibly across multiple sites as required

About You

We are looking for an enthusiastic and experienced administrator who:

• Has strong organisational and administrative skills
• Demonstrates excellent written and verbal communication
• Has the ability to work both independently and as part of a team
• Shows initiative with a proactive, can-do attitude
• Is adaptable and able to work effectively in a fast-paced, changing environment
• Is committed to delivering high-quality service

Additional Information:

The base location is Walton Hospital; however, the role requires the ability to work across multiple sites during the week.

Job responsibilities

Please review the uploaded Job Description for the full requirements of the role.

Some of the Principal Duties include:

• Support the Administration Manager in the delivery of services across the locality and in developing CSH Surrey wide standardised administration processes.
• Participate in the development and up‑dating of standard operating procedures (SOPs) for all administrative processes.
• Plan, coordinate 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.
• 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.
• 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.
• 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.
• 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.
• Participate in the communication and information cascade to administrators within the hub via team meetings and other communications methods.
• 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.
• Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required.
• Top-prioritise and take responsibility for own workload recognise and support colleagues who need guidance and assistance.
• 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.
• 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.
• Participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
• Participate in the investigation of any internal or external complaints relating to the administration service in line with the CSH Surrey complaints policy.

Person Specification

Personal Attributes

• Pro-active and innovative
• Team Player

Other

• Car Owner/Driver
• Ability to travel between bases and other geographical areas
• Valid license to drive and access to a car for business use

Skills

• Ability to act on own initiative and independently within policies and procedures, referring to manager as required.
• Intermediate Microsoft Office including Word, Excel, Outlook and PowerPoint.
• Advanced keyboard skills for the regular use of computer systems/able to touch type
• Good numeracy skills with ability to interpret and understand financial concepts
• Able to identify and implement service improvements working with others to achieve efficiencies
• Excellent interpersonal and communication skills, with experience of dealing with people at all levels
• Strong organisational skills- able to deliver agreed objectives within an agreed timeframe
• Able to manage conflict or/and difficult situations and challenge behaviours to improve performance using influencing and other communication skills
• Excellent attention to detail.

Experience

• Proven experience of delivering a wide range of administration tasks to a high standard in a patient/service focused environment.
• Some supervisory experience in a patient/service focused environment delivering services to a number of people and managing workload priorities.
• Experience of contributing to the development of teams.
• Experience of the delivery of objectives within a constantly changing environment
• Experience of change management.
• Setting up and using IT data collection formats and databases to produce reports for management information
• Knowledge of data protection legislation.
• Knowledge of business management procedures
• Experience of staff supervision to include work‑load management, setting objectives, implementing and monitoring performance indicators, performance reviews/appraisals and performance management.
• Knowledge/experience of HR policies and processes.
• Experience of Risk Management.
• Involvement in audit and in setting up and monitoring projects/new developments and an understanding of quality issues.
• Experience of Understanding of service level agreements and key performance indicators and their correlation to business aims and objectives.

Qualifications

• Educated to A level, NVQ level 3, RSA Higher diploma with a good basic education to include maths and English.
• Willingness to train/ develop further skills

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£29,812 to £32,715 a year inclusive of the 5% HCAS per annum pro rata