SYP - Administration Manager - May 2023

Role:                   Administration Manager                          

Department:     Occupational Health Unit           

Location:            Escasfeld House, Ecclesfield, Sheffield  

Salary:               £27,690-£31,434            

Hours:               37 hours per week        

Contract Type: Permanent

Role Purpose:

The Administration Manager resides within the Wellbeing Team and is critical to the core function of the overall wellbeing service. The role will provide senior leadership to the administration team and will ensure the team deliver an effective and efficient customer focused service in compliance with legislation, relevant guidance, and internal policy.  The role requires the Admin Manager to drive continuous improvement of service provision standards for health and wellbeing to support the force objectives. The Admin Manager will support and drive process development for OHU alongside the Clinical Governance Manager, implementing changes to meet SEQOHS standards to help OHU gain the qualification. In addition, the Admin Manager will support the organisation with the processing of Injury On Duty claims, liaising with key stakeholders, processing requests, and communicating outcomes.

Key Responsibilities:

• Lead, develop, motivate, and engage the Admin Team to ensure a high standard of customer service by the Admin Team.
• Ensure that team meetings, one-to-ones, PDRs, CPD and development needs are addressed.
• Ensure that the administrative daily tasks are effectively managed, workflow management is implemented and encourage adherence to set KPI’s.
• Responsible for ensuring the quantitative and qualitative analysis of electronic record data, preparing reports, configuring, and gathering information for Senior Management and HMIC where required and in the absence of the OH Systems Administrator.
• Responsible for overall management of eopas, developed and supported by the OH Systems Administrator.
• Responsible for monitoring the workflow management and ensuring the Admin team have an understanding of the system application to provide support to users in the absence of the OH Systems Administrator.
• Ensure development and review of admin policy and process to realise efficiency gains working in partnership with OHU management.
• Responsible for the overall management of the Disaster Victim Identification (DVI) OH process, attend meetings as required, ensure maintenance of DVI records by the Admin Team including vaccination status and to work collaboratively with other stakeholders in Force.
• Responsible for ensuring the integration and development of the Reasonable Adjustment Co-ordinator role to support Force requirements.
• Responsible for the submission of Injury on Duty award claims, preparing documentation and liaising with key stakeholders.
• Provide support for the financial management of the OH service, contribute to the effective control of the budget, maintain relationships with 3rd party providers and provide approval for invoices.
• Work closely with the Admin Team Leader and Recruitment Manager to monitor recruitment activity, ensure delivery of pre-employment screening as required, highlighting any risks service to the Health and Wellbeing Manager.
• Be responsible for the security and building maintenance of Escafeld House.
• Responsible for the completion of / submission of site inspections to the Health and Safety department.
• Undertake any other specific tasks or project work as directed by the Health and Wellbeing Manager, attending meetings as required.

Skills and experience:

• Experience of working at a senior level within an organisation, ideally in an OH department or equivalent, managing an administration function.
• Proven managerial experience providing leadership and supervision with evidence of implementing improvements in delivery and optimising performance.
• Educated to A ‘level or equivalent.
• Experience of use and understanding of electronic management systems e.g., eOPAS, Origin, Oracle or equivalent in order to manage service delivery and extract management information.
• Proven ability to manage a challenging workload and support future OH plans.

For further information relating to the role and tasks of this position, please refer to the attached role profile.

Benefits:

We offer generous entitlements and supportive policies to enable a better work-life balance, some of which are listed below:

• Generous annual leave allowance
• Flexible and hybrid working
• Generous ‘family’ leave
• Voluntary CPD Events for all staff to allow continuous development
• Mentoring & Coaching Scheme
• Paid Professional Subscriptions when relevant to role
• Access to a range of occupational health facilities
• Generous pension scheme
• Employee assistance service (accessible 24/7)
• Additional benefits for Westfield Health members
• Cycle to work scheme
• Sports and Social Club

Eligibility:

Applicants must meet the minimum requirement checkable history criteria, which must be taken into account for individuals applying to work with South Yorkshire Police in any capacity.  A minimum checkable history of 3 years is required for this role and successfully undergoing recruitment vetting procedure is a pre-requisite of employment with South Yorkshire Police.

Appearance & Standards:

SYP is committed to striking a proportionate balance between self-expression and the need to maintain role sensitive professional standards in dress and appearance. Officers, staff, and volunteers of South Yorkshire Police are permitted to have tattoos visible whilst on duty provided the tattoo is not considered to be unacceptable or otherwise inappropriate. Tattoos will be reviewed as part of the recruitment and selection process.  

South Yorkshire Police’s Key Values:

Please find attached information sheet on South Yorkshire Police’s Key Values. The force has a particular focus on three areas, Fairness, Integrity and Trust. Under each of these three headings there are key behaviours we expect all employees to adhere to.

Smarter ways of Working:

South Yorkshire Police is committed to developing working practices which assist staff to balance their personal and professional lives, whilst meeting the needs of the organisation. This in turn enables SYP to provide an outstanding service to the community.

There are 3 different categories as part of this which are: Fixed, Field and Hybrid.

This role has been evaluated as a Hybrid role.

Hybrid: Applicable when the work can be undertaken at any location, whether that be a SYP building or from home.

Closing Date:

Tuesday 6 June 2023 at 23:55.

Closing dates are not normally extended, other than in exceptional circumstances and agreement is made between the Talent Acquisition Manager and the Line Manager for the role.

Contact point for applicants:

For further information about the role, please contact Melissa Nicholson on 07464986552. 

Diversity & Inclusion:

Expressions of interest are particularly welcome from female and ethnic minority candidates.

It’s really important to us that the department represents the community we serve, in order for us to provide the best service, utilising a range of backgrounds, experience and skills.  We support and value all officers and staff and the unique experiences they bring to the role.  We strongly encourage and welcome expressions of interest from these valuable underrepresented groups.

If you are from an underrepresented group and want to find out more about the support we can offer, please contact our dedicated team on positiveaction@southyorks.pnn.police.uk

In addition, we will look to support anyone who requires Part Time/Job share working hours.

Note to candidates:

Please note that, should you be successful at the interview stage, the relevant internal or external pre-employment checks are required.  These include vetting clearance or review, prior to being appointed to the new role and start date being agreed.

Apply for the role:

To apply for the role, please click the ‘Apply’ button.