Administration Manager

NHS; Mansfield; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading health community organization is seeking an Admin Manager to oversee administrative operations. The ideal candidate will be skilled in leadership, multitasking, and office management procedures. Responsibilities include supervising staff, managing invoices, and supporting service delivery in a health care environment. Strong communication and relationship-building skills are essential as the role involves closely working with stakeholders and managing client services to ensure positive experiences. Join us in making a difference in Nottinghamshire.

Qualifications

• Demonstrable experience in a reception/administration role.
• Experience of working in a team environment.
• Experience in minute taking for meetings.
• Experience in a health care setting, such as Community health provider or GP Practice.

Responsibilities

• Oversee and manage administrative operations.
• Complete and process invoices and reporting.
• Provide line management for the administration team.
• Encourage clients’ readiness for behaviour change.
• Coordinate Nicotine Replacement Therapy (NRT).

Skills

Organizational skills

Leadership

Multitasking

Communication skills

Teamwork

Education

GCSE/O Level in Maths and English or equivalent

NVQ 2 level in a relevant subject or equivalent

Tools

Microsoft Office

Database systems

Job description

We are seeking a highly organized and proactive Admin Manager to oversee and manage administrative operations within our organization. The ideal candidate will have exceptional leadership skills, a strong ability to multitask, and a deep understanding of office management procedures. This role involves supervising administrative staff, streamlining processes, and ensuring that the office operates smoothly and efficiently

Main duties of the job

The post holder will play a key role in supporting and developing the service through effective implementation, delivery, ongoing innovation and service improvement. Responsibilities include completing and processing invoices, providing line management to the administration team, and producing accurate monthly and quarterly reports. The role will involve weekly monitoring of workloads and service targets, taking and distributing meeting minutes, and carrying out general administrative tasks such as record keeping and filing. The post holder will also encourage and assess clients readiness for behaviour change, coordinate the safe and timely organisation of Nicotine Replacement Therapy (NRT) as required by smoking cessation practitioners, and work closely with key stakeholders and partner organisations to support clients journeys into the service and ensure a positive experience.

About us

ABL is an exciting fast-paced, growing community health organisation. As an experienced, CQC registered, provider of community health services, we are passionate about delivering evidence based, innovative, effective and relevant health care services in partnership with individuals, communities and stakeholders.

Job responsibilities

Your Health Your Way, Nottinghamshire Integrated Wellbeing Service (IWS) overview

ABL Health and Nottinghamshire County Council are partnering to deliver an Integrated Wellbeing Service across Nottinghamshire called Your Health Your Way. This transformative service will play a central role in system change, bringing previously separate lifestyle behaviour change functions together into one service. It seeks to work collaboratively with communities to support the transformation of services for the local population. The service will provide integrated behaviour support for smoking cessation, weight management, alcohol reduction, physical activity and falls prevention, all embedded in sustainable behaviour change and positive wellbeing.

Role Purpose:

We are seeking a highly organized and proactive Admin Manager to oversee and manage administrative operations within our organization. The ideal candidate will have exceptional leadership skills, a strong ability to multitask, and a deep understanding of office management procedures. This role involves supervising administrative staff, streamlining processes, and ensuring that the office operates smoothly and efficiently

You will be responsible for a range of administration including invoicing, stationary orders and ensuring the smooth running of the office to support the Office Manager.

Your key responsibilities will be:

• Providing a range of administration duties for the service including patient and health professional letters, patient database updates, appointment bookings, taking telephone queries, liaising with health professionals and colleagues.

You will be working as part of a large and friendly team of varied professions across the County of Nottinghamshire, and you will be part of the Single Point of Access team which is responsible for all administration duties for the service including referrals into the service via electronic database, telephone, website, text and email.

Duties and Responsibilities

The role will be varied, challenging, and rewarding as you support and develop the service through implementation, delivery and ongoing innovation and service development.

Key responsibilities will be:

• Complete and process of invoices
• Line management of administration team
• Complete monthly and quarterly reporting
• Weekly monitoring of workload and service targets.
• Take meeting minutes, type and distribute as required
• Be able to encourage and assess client's readiness for specific behaviour change
• Organise Nicotine Replacement Therapy (NRT) safely and promptly as required by smoking cessation practitioners
• Work with key stakeholders and partners to support clients journeys into service and experience

Skills and Competencies Required

Experienced working with Microsoft Office and database systems

Positive and proactive working at pace with multiple tasks

Adept in communication; positive and welcoming communication style with all patients, health professionals and colleagues

Build strong relationships; good team player happy to work as part of a team and work independently on own tasks

Quality driven; you naturally seek high standards and actively seek to improve them.

Value and remain open to new ideas and perspectives.

The desire to make a difference

We are looking to change the lives and improve the wellbeing of the people in Nottinghamshire.

Standard Information

Information Governance

Employees of ABL Health must comply with the provisions of GDPR and the Data Protection Act 2018. The postholder must not; either during the course of their employment, or following termination of their employment, disclose any information relating to service users or employees, or of the lawful business practices, of the organisation.

The postholder will be required, when and where appropriate to the role, to comply with the processing of requests under the Freedom of Information Act 2000

The postholder must comply with ABLs policies that protect the information assets of the organisation from unauthorised disclosure, modification, destruction, inappropriate access or use. The postholder will be responsible for maintaining the clinical and/or corporate records that fall within the remit of this role to the standards in ABLs records management policies, and data quality processes and standards.

Health & Safety

Compliance with the Health & Safety at Work Act 1974 the postholder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, the taking of appropriate actions and reporting of all incidents, near misses and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.

Safeguarding is Everyones Business

ABL has a responsibility to ensure that all children / young people and adults are adequately safeguarded and protected. As a consequence, all ABLs employees, temporary staff and volunteers are required to adhere to ABLs safeguarding policies / procedures in addition to local and national safeguarding policies and to act upon any concerns in accordance with them.

ABL is Smoke - Free. Smoking is not permitted on any of our premises or the surrounding land including car parking facilities.

Training

Full training is provided within the role to cover a range of duties and responsibilities outlined above are indicative only and are intended to give an overview of the range and type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the postholder.

Equality, Diversity & Human Rights

It is the responsibility of every person to act in ways to support equality and diversity and to respect human rights, working within the spirit and detail of legislation including the Equality Act 2010 and the Human Rights Act 1998. ABL is an equal opportunities employer and aims to challenge discrimination, promote equality and respect human rights.

Qualifications

• GCSE/O Level in Maths and English or equivalent
• NVQ 2 level in a relevant subject or equivalent level of qualification or significant equivalent previous proven experience.

Experience

• Demonstrable experience in a reception/administration role
• Experience of working in a team environment
• Experience in minute taking for meetings
• Experience in a health care setting e.g. Community health provider, GP Practice, Hospita

Disclosure and Barring Service Check

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.

Employer name

ABL Health Ltd