Office Administrator

The position of Staff Officer (Grade V) encompasses both managerial and administrative responsibilities which include the following:

Administration

• Excellent IT skills in Excel, Word, PowerPoint, MS Teams/ WebEx/ similar video conferencing software

• Ensure the efficient day-to-day administration of area of responsibility

• Ensure deadlines are met and that service levels are maintained

• Line management of administration team to include recruitment when necessary, rostering, appraisal, performance management & training.

• Provide support & manage any HR issues arising from staff within the administration team, such as sick leave or performance & escalate accordingly.

• Ensure an even distribution of workload among team, taking into account absence due to annual leave etc

• Ensure policies and procedures are well documented and understood and adhered to by staff in own section

• Ensure accurate attention to detail in own work and work of team

• Use appropriate technology to ensure work is completed to a high standard

• Ensure that archives and records are accurate, maintained confidentially and readily available to the appropriate authority

• Ensure line management is kept informed of issues

• Ensure that the service is kept informed and that their views are communicated to middle management

• Support, promote and actively participate in sustainable energy, water and waste initiatives to create a more sustainable, low carbon and efficient health service

• 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.

• Review the workforce planning template for weekly return to National office.

• Secure & maintain good relations with the clinical vaccination team.

• Manage the allocation of duties to staff to ensure continuity of service in supporting external services i.e. Nursing Homes & Prison services.

• Experience of analysing and collating data and producing summary reports using MS Excel or similar tools

• Experience in managing and working collaboratively with multiple internal and external stakeholders

• 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

• Capacity for management responsibility and demonstration of initiative, including decision making.

Planning & Managing Resources

• Demonstrate an ability to plan and organise work effectively addressing priority issues and ensuring the operation runs efficiently and effectively

• Demonstrate excellent organisational and time management skills to meet objectives within agreed timeframes, achieving quality results.

• Demonstrate the ability to delegate appropriately and handle problems in a well-organised manner

• Demonstrate the ability to use resources effectively, challenging processes to improve efficiencies where appropriate.

Human Resources / Supervision of Staff

• Supervise and ensure the well-being of staff within own remit

• Create and maintain a positive working environment among staff members, which contributes to maintaining and enhancing effective working relationships

• Deal with under performance in a timely and constructive manner

• Identify training and development needs of staff in own area

• Promote co-operation and working in harmony with other teams and disciplines

Customer Service

• Promote and maintain a customer focused environment by ensuring service-users are treated with dignity and respect

• Seek feedback from service users/customers and implement change to incorporate same, in agreement with line manager

Service delivery and improvement

• Embrace change and adapt local work practices accordingly, ensuring team knows how to action changes

• Encourage and support staff through change processes

• 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.