Administration Manager

Job Title: Administration Manager
Location: Sheffield, S9 1BY
Salary: £32,000 - £37,000 p.a. (Dependent on experience)
Contract Type: Permanent
Hours: Full time, Monday - Friday

Right to live and work in the UK is required for this role.

Closing Date: Friday 28th February

About Us:

Optima Health are the UK market leader of Occupational Health and Wellbeing services. Our heritage can be traced back to 1947 where we were pioneers in the provision of Occupational Health and have led the way ever since, bringing new and innovative solutions to employers across the UK.

Role Summary:

The Administration Operations Manager is responsible for overseeing the efficient, customer-focused delivery of all back-office services, including managing medical records, processing subject access and prior sight requests, handling all incoming and outgoing mail, and overseeing invoicing. In this role, you will develop and implement guidelines and procedures aimed at enhancing the customer service experience, ensuring consistency, and maintaining adherence to established processes. You will also track team productivity and establish performance measures to meet the agreed targets.

Main Duties and Responsibilities Include:

• Manage and deliver all back-office functions efficiently, such as processing service-related documentation, post, FME, subject access requests, prior sight requests, and document scanning.
• Oversee the medical records process, including indexing, retention, and secure destruction, in accordance with Optima Health's Medical Records Management policy.
• Ensure compliance with legal and quality standards, including GDPR requirements.
• Track productivity and manage staff performance to achieve optimal results.
• Oversee line management duties, including recruitment, employee retention, motivation, appraisals, performance management, absence management, and addressing conduct, capability, and grievance issues as needed.
• Provide leadership and motivation to direct reports and their teams to ensure efficient service operations for all assigned clients.
• Promote flexible working through innovative communications technology while maintaining essential controls and adhering to the company's flexible working policy to retain talent and minimize travel.
• Support Optima Health's Workplace Wellbeing Plan for all employees within Service Operations.
• Travel as required for the role.
• Perform additional tasks aligned with the level of responsibility as requested.

Experience, skills and knowledge required for the role:

• Previous experience of managing and improving an Administration function
• Previous experience of dealing with complaints
• Excellent communication skills, both written and verbal
• Excellent organisational skills with the ability to multi-task
• Effective decision maker and able to work autonomously.
• Ability to gather, analyse, interpret, and present (complex) quantitative and qualitative data to a range of audiences.
• Ability to think logically and construct sound, persuasive arguments.
• Be an advocate for change and process improvement.
• Be an advocate for service excellence.
• Ability to maintain and develop strong, trust based working relationships.
• Good understanding of GDPR legislation
• IT literacy: Able to confidently use MS Word, Excel, and Outlook

What Can We Offer You?

• Competitive salary
• 25 days annual leave, plus bank holidays
• Buy and sell holiday scheme
• Pension scheme
• Health Cash Plan
• Career progression opportunities
• Employee Assistance Programme
• Cycle to work scheme
• Eye care test vouchers
• Flu vaccination scheme
• Employee discount scheme
• Life assurance
• Professional registrations fees paid
• Clinical Training Academy

Optima Health is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All applicants meeting the minimum criteria for the role will receive consideration for employment without regard to age, gender or gender expression, disability, race or ethnicity, religion or belief or sexual orientation.