Lead Administrator CYPS Young Minds Matter Service in Gloucester

The Young Minds Matters Service (YMM) is looking for an experienced Administrator to join and support our high performing team. This role provides an excellent opportunity for someone looking to develop skills in first line supervisory management. The post holder will work closely alongside various teams to support the operational delivery of an effective and efficient administration service.

We are looking for a dynamic and enthusiastic team player with a proven track record of working in a busy administrative environment. You should have excellent written and verbal communication skills, as well as excellent organizational skills. Experience in dealing with confidential information, managing premises, using IT and procurement systems, and supporting the implementation of new systems and processes is essential. The role will also involve some delegated line management responsibility for administration staff, including supervision and appraisal.

If you enjoy working under your own initiative, have a flexible approach to work and welcome the challenge of being part of a management team within a busy mental health administrative environment, we would like to hear from you.

• To have supervisory responsibility for and offer leadership to the band 3 Administrators.
• To contribute to the service by demonstrating high level administrative skills which allow the senior management team to focus on clinical and operational responsibilities.
• Ensure that there are effective administrative systems and procedures in place, identify areas for increased efficiency and make and implement recommendations for improvements.
• Contribute ideas and suggestions to improve the effectiveness and image of the service by active participation in team meetings and in discussions with colleagues and manager.
• To support with all processes, including referrals, ensuring documentation is uploaded and available for allocation meetings.
• Support management meetings, create terms of reference in conjunction with meeting Chair, collate and disseminate information, take minutes recording actions and timescales.
• Provide secretarial support to members of the team utilising a high level of IT skills to produce quality documentation to support the work of the team using the appropriate Microsoft software.
• Respond to email, telephone and written enquiries using a high level of initiative and responding in a confidential and sensitive way taking appropriate action.
• Open, record, date stamp and effectively manage and distribute all incoming and outgoing post in order to ensure effective communications for the department.
• Support the team with procurement by using an online based system to procure goods and services and manage team’s petty cash.
• Support with the planning and arranging of service wide team meetings, away days and training events.
• Organise and facilitate meetings / training events etc through the creation and distribution of agendas and papers, arranging dates, venues, and refreshments if required, including minute-taking.
• Effective use of the Trust’s Patient Information System (RIO), with robust updating and recording of accurate data. Good understanding of RiO pathways and admin responsibilities, ensuring effective/timely delegation of tasks.
• Adhere to all Trust policies, paying particular regard to the Information Governance and Data Protection Policies.
• Pro-actively manage completion of statutory & mandatory training and appraisals to ensure 100% compliance.
• Act in ways that support equality and value diversity. Treat everyone with whom you come into contact, with dignity and respect, and recognise and report behaviour that undermines equality and diversity.