Operations Business Administration Manager

Ivolve Group; Chesterfield; Hybrid; GBP 30,000 - 50,000; Full time

Job description

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Job Title: Operations Business Administration Manager

Vacancy Location: Chesterfield, S41 7SL (Hybrid)

Shifts: Full-time, 37.5 hours per week

Salary: Competitive, Dependent on experience

For this role, you must have care sector experience.

Who We Are

We're one of the largest adult social care providers in the UK today - and we plan to keep growing and benefiting more lives. Our support is dynamic, person-centred and fulfilling, so people can enjoy a flourishing life. We deliver care and support with energy, passion and positivity.

We're very proud to be recognised as one of the best organisations to work in by 'The Sunday Times Best Places to Work 2024.'

Our Values

Our values reflect us all and they're at the heart of everything we do. They set out our culture, the way we behave and the way we do things.

Our colleagues are passionate, kind and resilient and they go the extra mile for the people we support and each other. We have this expectation of all of our colleagues. As a leader, you'll embody our values in action and inspire and motivate your teams to do the same.

Role Overview

Reporting to the Managing Director for England you will support the operational teams across the business, ensuring that all enquiries and administration tasks are monitored and actioned in a timely fashion. You will lead and manage a team of four Divisional Business Administrators, ensuring the work is distributed, undertaken and managed accordingly to support the day-to-day operational delivery in relation to Quality, People and Finance.

Your Responsibilities

1. Update and maintain databases and other internal systems on a daily basis such as Sona, Nourish and People XD providing reports where required.
2. Coordinate contract monitoring returns, updating compliance and ensuring Safeguarding, CQC Notification and Compliments and Complaints are reconciled for internal and external stakeholders within the required timescales.
3. Lead your team to effectively collate information and reports that provide oversight of key metrics on areas such as ESG to enable us to report back to external stakeholders and the wider business.
4. Management of relevant inboxes and redirecting to relevant colleagues to manage the query.
5. Monitoring of reports in relation to internal and external reporting and communication systems, following up where appropriate should access or other actions be outstanding.
6. Support the divisional administrators to manage a team of bank colleagues, maintaining training compliance and the allocation of workers across the services to reduce the need for agency and provide continuity to the people we support.
7. Updating of business continuity plans in response to incidents, maintaining them centrally for colleague access as required.
8. Oversight of mobility vehicles across England, managed at divisional level by divisional business administrators, ensuring MOT's and Services are planned and relevant system checks are completed.
9. Management of data and archiving in accordance with our retention policies and GDPR.
10. Completion of driver declarations and DVLA checks.
11. Co-ordinating stationery and cleaning equipment for larger sites and divisional offices where applicable and arranging of basic stationery and refreshments for supported living services.
12. Management of hospital admissions through data collection, raising notifications inline with local authority requirements or own internal processes. Flagging any concerns to the relevant Managers using hospital checklists to identify gaps.
13. Supporting with reminders around appraisal compliance, collating data that supports the completion and raising concerns to Managers where there is incompletion.
14. Creating Schedules for annual reviews for the people we support across the year. Supporting with the attendance and communication of these invites. Working with the Managers to ensure the service is working on the relevant review documents.
15. Any other administrative tasks as and when required such as maintenance of key information at both division and group level.

This list is not an exhaustive list of responsibilities.

The Main Skills and Experience Required:

1. Reliable and punctual
2. Ability to travel as required
3. Team player with a positive and cooperative attitude
4. Office administration experience
5. Good Systems knowledge
6. Strong communication skills
7. Strong organisational skills, with the ability to prioritise tasks
8. Good attention to detail
9. Strong IT skills, including Microsoft Outlook, Word & Excel.

Our Support

We go beyond expectations for our colleagues as well as the people we support. Our reward package includes much more than pay, 25 days of annual leave + bank holidays and pension. Your birthday off with pay after a year of service and there is a £300 refer a friend scheme too!

In addition, we also offer the following:

1. Industry-leading recognition
2. Social, financial and emotional wellbeing
3. Training and development to reach your potential

If you're ready for a job that can truly make a difference and you're up for a challenge, then this is the role for you!

INDF