Job summary
We have an exciting opportunity within Nottingham CityCare's MOSAIC (Musculoskeletal, Orthopaedic, Spinal, pain and Integrated Chronic fatigue syndrome) Service for an Administrator Team Leader to join our team.
This is a full-time position for an experienced senior administrator who thrives under pressure and takes pride in leading a dynamic and professional admin team.
The MOSAIC Service takes delight in developing our staff, and as a band 4 Administration Team Leader, you will have the perfect opportunity to develop your career within a large, innovative, and friendly team that consists of experienced administrators, physiotherapists, Advanced Practitioners, Occupational Therapists and Rehabilitation Exercise Practitioners.
As you join our team, not only will you have the guidance and supervision from our experienced staff, but you will also be able to develop your leadership skills within our service.
To thrive in this position, you will need to be able to evidence a high level of organisation, team co-ordination, administration, data management, as well as, facilitating and monitoring complex admin service processes using your strong leadership and communication skills.
In return, we will develop your leadership and development with supervision and training that will help progress your career within administration.
Main duties of the job
The successful candidate must be confident in demonstrating your experiencing skills including and not excluding to:
- Organising, facilitating and leading Admin Team meetings
- Overseeing supervision within the admin team
- Data and waiting list management.
- Attending operational meetings to feedback service waiting list reports
- Clinical room allocation
- Creation of clinical rotas in conjunction with Clinical Leads and Service Manager
- Recruitment
- Working under pressure, meeting deadlines and managing interruptions.
- Delegating tasks to supervisors and team administrators.
About us
We are a provider of NHS
Community Health Services, CityCare exists to support the health and wellbeing
of all local people, working alongside other health and care partners to
achieve this. We are a value driven, people business with a passion for excellence.
Our vision and social purpose is to make a difference everyday to the health
& wellbeing of our communities and our values of kindness, respect, trust
and honesty lie at the heart of everything we do, guiding how we work together
with partners and each other to consistently deliver high quality compassionate
care. As a social enterprise we aim to add social value by investing in the
future of our local communities and helping to make a difference in peoples
lives.
CityCare value the benefits of a diverse and inclusive
workforce. We encourage applications from candidates who identify as disabled,
LGBT+ or from a Black, Asian or Minority Ethnic (BAME) background, as they are
currently under-represented within our organisation.
CityCare is an equal opportunities employer. We are positive
about employing people with disabilities. If you require your application in a
different format please contact Human Resources on 0115 8839418. CityCare is
committed to the protection of vulnerable adults and children.
Job description
Job responsibilities
Job Purpose
- Provide coordination, administrative and data management support for multi-disciplinary team.
- Work effectively as part of a busy administration team.
- To ensure team members are aware of own role and are up to date with any system / process changes.
- Support, facilitate and monitor service delivery as per service specification.
- Develop, maintain and create service management systems including databases.
Dimensions
- Ensure that team member is aware of their own role and any new information for cover arrangements.
- Supervision and support of other administration staff team members.
- To actively participate in CityCare mandatory and other role-relevant individual and team training.
- Team admin team meetings.
Key Responsibilities
Clinical Processing Referrals
- To effectively process and triage large volumes of referrals received from multiple agencies including from the acute trust, other CityCare services, self-referrals, liaising with a wide range of multi-disciplinary agencies as required.
- To make judgments regarding referrals, using triage protocols to ensure that patients are seen by the most appropriate clinician at the right time to meet their needs. The post holder will seek advice from experienced clinicians as necessary for clinical decision making e.g. for patients who do not necessarily fit the pathway, or who already have other services involved.
Waiting Lists
- Responsible for effective management of external and internal waiting lists to meet service specification requirements.
- To feedback waiting list data back to management.
Data management
- To lead on the collection and maintenance of essential data collection for the service.
- To record patient interventions on relevant patient database systems (e.g. Systmone) when appropriate and provide relevant support to team members.
- To be proficient in the use of other clinical systems, information to assist in the delivery and planning of the service.
General
- Effectively use a range of IT applications to collect data, create reports, project plans, spread sheets and other documents.
- To develop, maintain and create service management systems including databases.
- To provide administrative leadership, support and management other administrators within the team for the MOSAIC service a day to day basis.
- To be customer focused when representing the service and ensuring that the reception people are given is supportive, welcoming and helpful.
- To work within the relevant legal frameworks and have an understanding of the Data Protection Act and how this relates to the management of confidential information in accordance with health and social care policy.
- To plan / organise work using own initiative, whilst being able to work as a valuable member of a team and to be responsible for appropriate delegation of daily duties.
- To manage clinical staff diaries and book appointments for all clinical staff with the team.
- To participate in individual appraisal and supervision, contributing to the identification of training opportunities.
- To undertake supervisory responsibilities including supervision and Personal Development Reviews with more junior admin staff. Maintain accurate sickness records on ESR and conduct formal Stage 1 meetings.
- To work closely with the team manager to formulate admin processes involved in service development.
- To undertake any additional duties as appropriate and delegated by the Team Manager or MOSAIC Service Team Leader.
Job description
Job responsibilities
Job Purpose
- Provide coordination, administrative and data management support for multi-disciplinary team.
- Work effectively as part of a busy administration team.
- To ensure team members are aware of own role and are up to date with any system / process changes.
- Support, facilitate and monitor service delivery as per service specification.
- Develop, maintain and create service management systems including databases.
Dimensions
- Ensure that team member is aware of their own role and any new information for cover arrangements.
- Supervision and support of other administration staff team members.
- To actively participate in CityCare mandatory and other role-relevant individual and team training.
- Team admin team meetings.
Key Responsibilities
Clinical Processing Referrals
- To effectively process and triage large volumes of referrals received from multiple agencies including from the acute trust, other CityCare services, self-referrals, liaising with a wide range of multi-disciplinary agencies as required.
- To make judgments regarding referrals, using triage protocols to ensure that patients are seen by the most appropriate clinician at the right time to meet their needs. The post holder will seek advice from experienced clinicians as necessary for clinical decision making e.g. for patients who do not necessarily fit the pathway, or who already have other services involved.
Waiting Lists
- Responsible for effective management of external and internal waiting lists to meet service specification requirements.
- To feedback waiting list data back to management.
Data management
- To lead on the collection and maintenance of essential data collection for the service.
- To record patient interventions on relevant patient database systems (e.g. Systmone) when appropriate and provide relevant support to team members.
- To be proficient in the use of other clinical systems, information to assist in the delivery and planning of the service.
General
- Effectively use a range of IT applications to collect data, create reports, project plans, spread sheets and other documents.
- To develop, maintain and create service management systems including databases.
- To provide administrative leadership, support and management other administrators within the team for the MOSAIC service a day to day basis.
- To be customer focused when representing the service and ensuring that the reception people are given is supportive, welcoming and helpful.
- To work within the relevant legal frameworks and have an understanding of the Data Protection Act and how this relates to the management of confidential information in accordance with health and social care policy.
- To plan / organise work using own initiative, whilst being able to work as a valuable member of a team and to be responsible for appropriate delegation of daily duties.
- To manage clinical staff diaries and book appointments for all clinical staff with the team.
- To participate in individual appraisal and supervision, contributing to the identification of training opportunities.
- To undertake supervisory responsibilities including supervision and Personal Development Reviews with more junior admin staff. Maintain accurate sickness records on ESR and conduct formal Stage 1 meetings.
- To work closely with the team manager to formulate admin processes involved in service development.
- To undertake any additional duties as appropriate and delegated by the Team Manager or MOSAIC Service Team Leader.
Person Specification
Qualifications
Essential
- Excellent working knowledge of Microsoft Office software and other IT and clinical systems e.g., SystmOne, ERS,
- A-level/ NVQ 3 or equivalent experience in admin / business /customer service environment.
Desirable
- Degree level education
- ECDL qualification
- Customer Service
- Management of data bases
Experience
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection.
- Proven administrative leadership experience.
Desirable
- Experience of working within Multi-disciplinary teams
- Recruitment and selection skills.
- Proven experience of supervising others, including carrying out appraisals and HR management procedures (inc absence and performance).
Knowledge and skills
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection.
- Proven administrative leadership experience.
- Experience of working with reception / telephone environments.
- Understanding and able to deal with confidential and sensitive issues when liaising with patients, team members and other professional.
- Ability to prioritise, organise and delegate workload to meet deadlines
- Excellent communication and listening skills.
- Awareness of the barriers to effective communication.
- Understanding of and commitment to equal opportunities and equity in service delivery.
- Ability to work under pressure with constant interruptions requiring skills in multi-tasking, maintaining accuracy at all times.
- Ability to problem solve and support others in resolving problems.
- Persuasion / influencing skills
- Ability to manage conflicting issues assertively and sensitively.
- Remain calm under pressure
- Ability to plan and organise own and teams workload.
- Positive and flexible approach to the management of change.
Desirable
- Knowledge and understanding of relevant health and social care legislation and initiatives.
- Experience of supervising and training others on admin processes and procedures.
Special Requirements
Essential
- Ability to travel between clinical locations (could be achieved using public transport).
- Proactive. Use of initiative and aware of own limitations. Flexible and adaptable, innovative and self-reliant with a positive attitude.
- Able to work flexible hours, including some evenings.
Desirable
- Full driving licence with access to a car for driving between clinical venues.
- Assertive, good delegations skills, evidence of negotiation and managing conflict.
Person Specification
Qualifications
Essential
- Excellent working knowledge of Microsoft Office software and other IT and clinical systems e.g., SystmOne, ERS,
- A-level/ NVQ 3 or equivalent experience in admin / business /customer service environment.
Desirable
- Degree level education
- ECDL qualification
- Customer Service
- Management of data bases
Experience
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection.
- Proven administrative leadership experience.
Desirable
- Experience of working within Multi-disciplinary teams
- Recruitment and selection skills.
- Proven experience of supervising others, including carrying out appraisals and HR management procedures (inc absence and performance).
Knowledge and skills
Essential
- Experience of office procedures working at a high level as part of an administration team / within an administration role.
- Experience of dealing with sensitive/confidential information
- Understanding of confidentiality and data protection.
- Proven administrative leadership experience.
- Experience of working with reception / telephone environments.
- Understanding and able to deal with confidential and sensitive issues when liaising with patients, team members and other professional.
- Ability to prioritise, organise and delegate workload to meet deadlines
- Excellent communication and listening skills.
- Awareness of the barriers to effective communication.
- Understanding of and commitment to equal opportunities and equity in service delivery.
- Ability to work under pressure with constant interruptions requiring skills in multi-tasking, maintaining accuracy at all times.
- Ability to problem solve and support others in resolving problems.
- Persuasion / influencing skills
- Ability to manage conflicting issues assertively and sensitively.
- Remain calm under pressure
- Ability to plan and organise own and teams workload.
- Positive and flexible approach to the management of change.
Desirable
- Knowledge and understanding of relevant health and social care legislation and initiatives.
- Experience of supervising and training others on admin processes and procedures.
Special Requirements
Essential
- Ability to travel between clinical locations (could be achieved using public transport).
- Proactive. Use of initiative and aware of own limitations. Flexible and adaptable, innovative and self-reliant with a positive attitude.
- Able to work flexible hours, including some evenings.
Desirable
- Full driving licence with access to a car for driving between clinical venues.
- Assertive, good delegations skills, evidence of negotiation and managing conflict.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
