Performance & Administration Manager - High Wycombe inHigh Wycombe inHigh Wycombe PUBLISHED 31 OCT 2024

We are looking for and experienced and enthusiastic new member of staff to join the Chiltern Adult Mental Health team as a Performance & Administration Manager. This is a fixed term contract post, which has both an administrative, management and a performance focus.

Join our dedicated Community Mental Health Team, committed to delivering exceptional mental health services across Amersham and High Wycombe. We strive to enhance the well-being of our community while fostering a supportive environment for our staff and clients.

The successful candidate will work closely with the Team Manager to ensure that the team are meeting their requirements to deliver the performance agenda which will involve the requirement to process data, analyse the results and link in with the individual clinicians as required. They will also be responsible for the overall co-ordination of the administrative function of the team, including the management and supervision of the other administrative staff working in the Team.

The ideal candidate needs to be flexible and comfortable working autonomously and making important decisions for the team, so you need to have excellent interpersonal, organisational and problem-solving skills. We are a very friendly team, and your professionalism, initiative and ability to take responsibility for the smooth running of our office will be warmly welcomed. The leadership team are always open to new ideas so you will be able to be creative and implement systems and processes that work for you and your team.

We are looking at a part time role but there are flexible options, including some working from home will be considered for the most suitable candidate.

You will be well supervised and there will be ample opportunities for learning and development to ensure that you are supported in this challenging, highly respected and rewarding role.

About us

DUTIES AND RESPONSIBILITIES

To ensure the CMHT Team Manager and all team members are provided with comprehensive, efficient and effective secretarial and administrative support.

To line manage the secretarial teams through regular individual supervision and team meetings, annual personal development reviews and ensuring mandatory training is undertaken. Maintain Trust on-line training records. To be responsible for the recruitment and induction of new administrative staff into the CMHT.

To support the CMHT Team Manager with health and safety by assisting with health and safety audits, carrying out risk assessments, entering records onto Safeguard and ensuring the reporting of incidents.

To manage Service User clinical records keeping systems and act as lead on implementation of any Trust system changes.

To support the CMHT Team Manager in achieving Trust targets on data quality by reviewing reports and monitoring the timely entry and quality of data input.

To maintain and develop the systems for managing electronic and paper filing, personnel records and communication within the team.

To be a central point of communication for the CMHT Team Manager, using own initiative to deal with phone calls and emails with appropriate actions and urgency. To also carry out ad hoc tasks as requested by the AMHT Team Manager.

Responsible for the production, analysis and presentation of a range of routine and ad hoc performance and business reports for the team. Ensuring that information provided reflects divisional service practice and is timely, relevant and accurate.

Responsible for procurement and approval of items received, receipting and invoicing as appropriate to level of signatory (eg e expenses and e procurement)

To develop relationships across the divisional services to ensure the performance information feeds into the directorate performance Framework.

Responsible for exception reporting and communicating key messages to team managers of risk areas within performance monitoring.

Use and promote access to information systems such as RiO and the e-roster and NHS professionals.

To act as a central point and expert for queries and information on all matters relating to performance in team. This requires involvement and participation in internal and external meetings, and workshops.

Present information to a variety of audiences, drawing conclusions and implications of results analysis data and supporting team managers with the courses of action.

Other Responsibilities:

To cover administrative duties where necessary to ensure the service is supported.

To ensure confidentiality and security of patient data is maintained at all times in compliance with the Data Protection Act.

To ensure confidentiality of staff, patients and carers is maintained in line with Trust policy.

To attend appropriate mandatory training courses in line with requirements of the role,

New starters have a 6 month probationary period. This, together with the induction process aims to create a positive supportive working environment allowing new employees to learn key elements of their role over a reasonable timescale.

Candidates not currently employed by the Trust who attend an interview for non-qualified Band 1-5 posts are required to undertake numeracy and literacy assessments.

Appointment to this post is subject to the trust receiving satisfactory references covering 3 years of employment or study. Please ask your referees to respond promptly to reference requests.

Employees are expected to undertake mandatory and statutory training related to their role.

We positively encourage applications from all areas of the community, regardless of gender, race, faith, disability, age or sexual orientation and we encourage applications from users of mental health services. This is part of our commitment to equality and reflecting the diversity of our population.

Oxford Health is committed to safeguarding and promoting the welfare of children and vulnerable adults, we expect all staff and volunteers to share this commitment.