Job summary
An exciting opportunity has arisen within the Dental Services Directorate. We are looking to recruit a motivated and enthusiastic Band 4 Team Leader to join the Dental Services team at Guy's and St Thomas' Hospitals.
The post holder must have excellent customer service skills, both face-to-face and over the phone, as they will often be the first point of contact for dentists, nurses, managers and patients. You will beresponsible for the line management of the admin team as well as supporting the clinical team lead.
You must be a good team player with good communication skills, able to prioritise competing demands for the service, be able to learn quickly to understand the complexity of the service. The role will require the individual to interact with a multi-disciplinary team in a busy office environment, dealing with complex and sensitive issues, often requiring appropriate judgement to be made under minimal supervision. As we have approached the release of EPIC, an understanding of the system will be highly desirable.
The successfully shortlisted candidates will be invited to join an assessment followed by a face-to-face interview at Guy's Hospital.
Main duties of the job
The Team Leader will lead a team of administrators to provide a high quality administrative support service to the department . The post will provide a broad range of support activities to ongoing and fixed-term projects within the Dental department and will ensure the smooth running of the secretarial service and effective internal and external liaison to contribute to the successful running of the office as a whole.
The role will require the individual to interact with a multi-disciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under minimal supervision. The successful candidate will be required to report back on service activity and monitor performance and to facilitate and arrange cover for services that require additional support.
This is a challenging Full Time role, 37.5 hours per week (8.45am-5:15pm). You will need excellent organisational skills with a proactive, collaborative and flexible approach, and the ability to liaise with members of staff at all levels. Candidates must be flexible to the needs of the service, attend meetings when required and have excellent communication skills.
About us
The Guy's Dental Hospital is the largest dental hospital in the UK. It forms part of the 'King's College London Dental Institute at Guy's, King's College and St Thomas' Hospitals', the largest Dental Institute in Europe.
We are looking to recruit driven individuals who put patients at the heart of everything they do, who are eager to contribute to their team's as well as the wider directorate's ongoing work, who thrive as part of a multidisciplinary team in a fast-paced environment, and who wish to be part of an amazing workforce.
The Dental Hospital is forward-looking and dynamic with many state of the art facilities. The immediate goal is to maintain our position as one of the world's leading centres for dental healthcare, education and research.
Job description
Job responsibilities
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
- Responsible for the day-to-day management of the team and ensure that that staff are managed in line with Trust Policies.
- Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate.
- Motivate and support staff so that they understand the objectives of the service within EPIC and are able to maximise their contribution to the highest standard of patient care.
- Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
- Support in the implementation of projects, with minimal supervision to agreed goals and agreed timescales.
- Act as first point of contact with visitors to the department and respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary.
- Implement administrative policies within own work area and propose changes to working practices in own area.
- Keep an accurate record of team members annual leave, sickness and other leave requirements.
Job description
Job responsibilities
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
- Responsible for the day-to-day management of the team and ensure that that staff are managed in line with Trust Policies.
- Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate.
- Motivate and support staff so that they understand the objectives of the service within EPIC and are able to maximise their contribution to the highest standard of patient care.
- Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
- Support in the implementation of projects, with minimal supervision to agreed goals and agreed timescales.
- Act as first point of contact with visitors to the department and respond to a wide variety of queries, often dealing with complex and sensitive issues, in a courteous and efficient manner, making referrals to senior staff as necessary.
- Implement administrative policies within own work area and propose changes to working practices in own area.
- Keep an accurate record of team members annual leave, sickness and other leave requirements.
Person Specification
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administratio
Previous experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience working in a customer service setting
Skills, knowledge and ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Confidence in making decisions when dealing with competing priorities
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to work methodically in a busy environment and meet deadlines
Desirable
Person Specification
Qualifications
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administratio
Previous experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service.
- Experience working in a customer service setting
Skills, knowledge and ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Confidence in making decisions when dealing with competing priorities
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
- Ability to work methodically in a busy environment and meet deadlines
Desirable
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
