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Job summary

Main area
Admin Management
Grade
Band 5
Contract
Permanent
Hours
  • Part time
  • Job share
22.5 hours per week
Job ref
364-A-9214
Employer
Essex Partnership University NHS Foundation Trust
Employer type
NHS
Site
Bungalow - travel to other sites required
Town
Colchester
Salary
£31,049 - £37,796 per annum, pro rata for part time
Salary period
Yearly
Closing
17/08/2025 23:59

Employer heading

Essex Partnership University NHS Foundation Trust logo

Admin Team Leader

Band 5

Our Trust cares for more than 100,000 patients at any one time across our community health, mental health and learning disability services across Essex and parts of Bedfordshire and Suffolk. 

We want you to be part of our journey of transformation, where our patients and their families are at the heart of everything we do and to achieve our vision to be the leading health and wellbeing service in the provision of mental health and community care.

You’ll be part of a Trust where you will be supported to be your authentic self and be the best you can be, where we will help you to grow, develop and thrive. 

The Trust is recognised by the University of Essex and is a top provider of apprenticeships for people looking to be an assistant practitioner, senior health care support worker (CAP). Our trailblazing CAP apprenticeship won a national HSJ Award.

We are also recognised as a Veteran Aware Trust and holder of gold accreditation from the Ministry of Defence Employment Recognition Scheme. Our services are highlighted as an exemplar of good practice, producing the best care for more than 3.500 armed forces veterans in the past seven years. 

We have been shortlisted and won national awards. We are an inclusive organisation and Level 3 Disability Confident Leader Trust.

We are constantly innovating and looking for new ways to deliver care, such as using technology to enhance patient care and working with partners to launch new services such as the Basildon Mental Health Urgent Care Department, virtual hospitals and falls response cars.  

Join us and you’ll do the best work of your life – and make a difference to other people’s lives. What we do together, matters.

Job overview

You will support the locality hub for which you work in delivering and implementing strategic plans.  In addition you will be responsible for the management of the administration team and in the provision of an effective and comprehensive clinical and non-clinical administration service.

You are responsible for the day-to-day supervision and management of lower banded staff within your team locality.  As required by your manager, this may include ensuring new staff are appropriately inducted, that staff receive appropriate supervision, have an annual appraisal and are compliant with mandatory training requirements.  Where appropriate this may include the requirement you manage these staff in line with agreed Trust HR processes.

Main duties of the job

You will be expected to work collaboratively with key partner organisations, service users, carers, clinicians and other practitioners within the multi-disciplinary team in delivering services; providing a 7-day a week, 24-hours a day service for 365 days a year working shifts, where appropriate and operationally required.

In delivering your duties you are expected to display behaviours that are aligned with the Trust values and as required in accordance with the NHS Constitution at all times.

Working for our organisation

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;

  • Season Ticket Loans
  • NHS discounts for staff
  • Excellent Training facilities and opportunities
  • Buying and Selling annual leave scheme
  • The opportunity to work bank shifts and expand knowledge and experience in other areas
  • Salary Sacrifice schemes including lease cars and Cycle to Work
  • Day One Flexible Employer

The Trust supports and actively encourages flexible working for all employees. We offer many options and you are encouraged to ask the recruiting manager what is possible for this role. If appointed, you will have the opportunity to apply for a flexible working request from the first day of your employment

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

Detailed job description and main responsibilities

  • Ensuring that all information is entered onto Trust systems in a timely manner
  • Delivering and implementing strategic plans within your area of responsibility
  • Work across the team providing support / advice to those administration staff working in the lower banded posts 
  • Provide support to coordinate and arrange professional meetings for the Team as required, taking appropriate minutes
  • Arrange hub cover for colleagues during periods of leave
  • Record appropriately all staff sick absence within the Team
  • Participate in disciplinary / grievance procedures for administration staff, ensuring that Trust Policies are followed
  • Complete / collate monthly staff salary returns for the Team
  • Maintain staff training records for the Team and ensure they are kept up to date
  • Be overall responsible for planning and prioritising and the distribution of the workload from the clinical team to the admin team
  • Responsible for the direct management / supervision of the administration team 
  • Responsible for the implementation of Trust policies relating to administration issues 
  • Work closely with the Locality Manager to ensure that the functions of the administration  team are reviewed periodically and where appropriate developed to meet changing needs in line with other Trust services 
  • Overall responsibility for the reimbursement of service user travelling expenses in line with Trust Policy 
  • Overall responsibility for maintaining records of persons entering / leaving premises to meet fire, insurance and Trust regulations 
  • Manage the selection and recruitment of all administration staff within the team 
  • Overall responsibility for ensuring accurate Minimum Data Sets are submitted by due deadlines 
  • Overall responsibility for collating / recording computerised quality assurance / evaluation data as necessary 
  • Overall responsibility to ensure that information is accurately recorded in line with Monitor / CQC and Trust Data Information requirements 
  • Provide administration support to senior staff in all types of investigations

Person specification

Education/Qualifications

Essential criteria
  • Educated to degree level or equivalent or able to demonstrate knowledge and experience of a range of administrative procedures and policies acquired through training and experience
  • Good written and spoken English
  • NVQ3 or equivalent experience
  • RSA 3 or equivalent from another recognized professional body i.e. ‘Pitmans’
Desirable criteria
  • Business Management Qualification

Knowledge

Essential criteria
  • Advanced IT knowledge i.e. Word / Excel, PowerPoint and Outlook
  • Knowledge of a full range of secretarial and administration procedures including diary management and arranging appointments. This includes work allocation, problem solving for a team or area of work, as well as answering queries and progress chasing, plus developing alternative or additional procedures
  • Experience of creating records and filing systems and database management using an electronic information system
  • Working knowledge of Key Performance Indicators (KPIs) Knowledge of all Trust Policies
Desirable criteria
  • Audio Typing Knowledge of Monitor / CQC and Trust Data Information requirements
  • Working knowledge of the Remedy Clinical Information System

Skills/Experience

Essential criteria
  • Experience in the Performance Management of Staff
  • Experience of direct line management of staff including the allocation of work and having the ability to identify areas where additional support may be required and acting upon this
  • Experience of working effectively within a team environment
  • Experience of dealing with confidential and complex / sensitive information Previous experience of working in an administrative / secretarial environment
  • Experience of handling petty cash budget
Desirable criteria
  • Previous experience of working in the NHS
  • Experience of working in the Mental Health environment Experience in future planning of team environment / workload

Personal Qualities

Essential criteria
  • Shares the Trust’s Beliefs and models this in their attitude and behaviour
  • Ensures that the organisational values of open, compassionate and empowering are demonstrated by self and others every day and that any matters of concern are addressed in a timely way, either directly; or raised with the relevant Line Manager; or through the relevant processes within the Trust as appropriate

Additional Qualities

Essential criteria
  • Fitness Analysis as appropriate
  • Current driving licence
  • Ability to travel across sites and across Trust boundaries to attend meetings

Employer certification / accreditation badges

Apprenticeships logoNo smoking policyMenopause Friendly EmployerPositive about disabled peopleAge positiveDisability confident leaderImproving working livesArmed Forces Covenant Gold AwardMindful employer.  Being positive about mental health.Essex Family Friendly Employers

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Documents to download

Apply online now

Further details / informal visits contact

Name
Lakshmi Anandraj
Job title
Business Support Manager
Email address
[email protected]
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