Secretarial and administration assistant manager

SECTION 1- MAIN RESPONSIBILITIES: The post holder will be required to work to own initiative and contribute to the highly efficient and effective provision within the Secretarial Administration Team. They will be responsible for supervising the Secretarial Administration teams; ensuring direct reports can achieve their objectives; induction; mandatory training; appraisals; and progressing any disciplinary or capability issues. Ensure staff are well trained and understand the necessity for accuracy and attention to detail when in-putting to and maintaining Lorenzo and all trust IT systems. They will be responsible for the recruitment and selection of staff, planning and organising cover during absence; absence management; implementing policy on attendance management; staff appraisals. They will assist the Secretarial Administration Managers in planning the aims, objectives and priorities of their teams work and communicating this to the team; monitoring the team performance and ensure staff understand and comply with Trust policies and procedures. Distribute workload across the administration teams, ensuring cross cover between teams when required whilst ensuring robust processes and policies for the department that link in with trust standards and KPIs. Support the Secretarial and Administration Managers in managing the service to ensure effective processes and procedures are in place to collate, monitor, and track performance against the national targets and our key performance indicators. This will require writing reports and working autonomously to understand meet operating targets. Attend and chair regular meetings for the department, taking minutes and outcoming and delivering clear actions where required. Ensure that complaints, incidents and issues from the department identified are actioned appropriately and in a timely manner, to ensure continuous quality improvement. Deal with day to day operational administration issues. Develop and maintain a culture within the teams that promotes improvement and quality. Promoting best practice throughout the teams, learning from national and local experience Deal with telephone enquiries from all staff groups, patients, relatives/carers, providing information, directing and Prioritising queries as appropriate to ensure efficiency and effectiveness of service delivery. Ensure that staff within the administration teams are managed effectively and that Trust HR policies are adhered to Develop and ensure the implementation of an induction and training programme for new staff within the administration team Work with the Secretarial Administration Management team in the planning and delivery of all projects. Responsible for flagging any capacity issues to the Secretarial Administration Managers as well as the Assistant Directorate Manager. 16. To assist with any other duties as seen necessary by the Management Team which are consistent with the grade.