Job summary
Gloucestershire Hospitals NHS Trust is offering an exciting opportunity for the role of Administration Team Leader within the Community Paediatrics Department at Gloucestershire Royal Hospital.
This position involves leading a skilled team of administrators and medical secretaries, with responsibility for managing the team and ensuring the smooth day-to-day operation of the service. The role includes supporting patient pathways, overseeing and maintaining outpatient access targets, and ensuring the ongoing quality and accuracy of data through regular validation of outpatient waiting lists.
We welcome applications from individuals who are dynamic, self-motivated, and enthusiastic, with a strong work ethic and a high level of responsibility. The ability to manage a team effectively, demonstrate initiative, and adapt to the needs of the service is essential.
The successful candidate will be expected to demonstrate high levels of professionalism, work independently, exercise sound judgement, and provide strong leadership and support to their team. Effective time management and the ability to meet deadlines are crucial to support the delivery of high-quality care in line with Trust objectives.
This is a full-time position of 37.5 hours per week, Monday to Friday.
Main duties of the job
This role involves leading the administrative team to deliver a consistent, high-quality, and efficient service. Responsibilities include the appropriate allocation of tasks across the team to support divisional objectives, as well as personally managing more complex administrative duties.
Candidates should ideally have proven experience in both supervisory roles and as a medical secretary.
A key focus of this role is the ongoing improvement of outpatient services, which are integral to patient pathways. This includes monitoring and reducing delays in appointments and ensuring optimal utilisation of available clinic slots.
Experience in data quality, validation processes, and an understanding of Referral to Treatment (RTT) pathways would be advantageous.
The ideal candidate will demonstrate strong problem-solving skills, excellent interpersonal abilities to work effectively with both clinical and non-clinical colleagues, and exceptional organisational skills to manage multiple priorities. A proactive approach and the ability to work independently are essential.
About us
This role involves leading the administrative team to deliver a consistent, high-quality, and efficient service. The postholder will be responsible for allocating tasks appropriately across the team to support divisional objectives, while also managing more complex administrative duties directly.
While previous supervisory experience is not essential, candidates should be able to demonstrate strong leadership skills, including the ability to guide and support a team effectively.
A key aspect of the role is the ongoing improvement of outpatient services, which are integral to patient pathways. This includes monitoring and reducing appointment delays, maximising the use of appointment slots, and ensuring effective coordination across the service.
Experience in data quality, validation processes, and familiarity with Referral to Treatment (RTT) pathways would be advantageous.
The ideal candidate will demonstrate strong problem-solving abilities, excellent interpersonal skills for effective collaboration with clinical and non-clinical colleagues, and exceptional organisational skills to manage multiple priorities. A proactive approach and the ability to work independently are essential to succeed in this role.
Job description
Job responsibilities
This position entails leading a team of administrators and medical secretaries, with responsibility for managing staff annual leave, sickness absence, and performance, as well as overseeing recruitment processes, conducting staff inductions and training, and holding Development Conversations to set clear SMART objectives for the team.
The role requires excellent multitasking, planning, and prioritisation skills to manage both individual responsibilities and those of the wider administrative team, in alignment with divisional objectives and typing targets. The postholder will be expected to continuously review and improve current work practices, introduce new approaches where appropriate, and ensure robust administrative processes are in place to support the evolving needs of the service.
A key part of this role includes reviewing service provision in collaboration with Consultant colleagues to ensure that the administrative function proactively supports patient pathway management, in line with both Local and National Access Targets.
The postholder will also be responsible for improving data quality on the patient administrative system and ensuring that the administrative team accurately records pathway outcomes following inpatient and outpatient activity. They will monitor all relevant patient access targets to ensure compliance and timely intervention where needed.
A primary focus of this role will be managing and reducing the number of overdue new and follow-up appointments, monitoring delays, and implementing first-line management actions to minimise disruption to patient pathways. Any concerns will be escalated to the Operational Support Manager as appropriate, with the postholder playing a key role in identifying and addressing issues effectively.
Job description
Job responsibilities
This position entails leading a team of administrators and medical secretaries, with responsibility for managing staff annual leave, sickness absence, and performance, as well as overseeing recruitment processes, conducting staff inductions and training, and holding Development Conversations to set clear SMART objectives for the team.
The role requires excellent multitasking, planning, and prioritisation skills to manage both individual responsibilities and those of the wider administrative team, in alignment with divisional objectives and typing targets. The postholder will be expected to continuously review and improve current work practices, introduce new approaches where appropriate, and ensure robust administrative processes are in place to support the evolving needs of the service.
A key part of this role includes reviewing service provision in collaboration with Consultant colleagues to ensure that the administrative function proactively supports patient pathway management, in line with both Local and National Access Targets.
The postholder will also be responsible for improving data quality on the patient administrative system and ensuring that the administrative team accurately records pathway outcomes following inpatient and outpatient activity. They will monitor all relevant patient access targets to ensure compliance and timely intervention where needed.
A primary focus of this role will be managing and reducing the number of overdue new and follow-up appointments, monitoring delays, and implementing first-line management actions to minimise disruption to patient pathways. Any concerns will be escalated to the Operational Support Manager as appropriate, with the postholder playing a key role in identifying and addressing issues effectively.
Person Specification
Qualifications
Essential
- Educated to A Level or equivalent experience
- Computer literate in Microsoft Office packages
Desirable
- Proficient in NHS Systems i.e Trak/Sunrise/Infoflex
- NVQ Level 4 in Business Administration or equivalent leadership/management qualification
Experience
Essential
- Excellent written communication skills with a good command and understanding of English, punctuation and grammar.
- Excellent communication, interpersonal and negotiation skills and ability to use them effectively to work with staff, clinical colleagues and the management team.
- Demonstrated organisational skills, showcasing the capability to effectively prioritise tasks, manage competing demands efficiently, and consistently meet deadlines through a methodical and detail-oriented approach
Desirable
- Proven experience of supervising an administrative team.
- Medical Secretary Experience
Knowledge/ Skills
Essential
- Sound understanding of HR policies to enable application of annual and special leave requests ensuring effective staff utilisation. Sickness Management and the Disciplinary Policy.
- Ability to delegate, work independently, use initiative and prioritise workload for self and team.
- Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, CRIS and Infoflex.
Desirable
- Experience in Data Validation and Knowledge of Referral to Treatment and Cancer Pathways.
Person Specification
Qualifications
Essential
- Educated to A Level or equivalent experience
- Computer literate in Microsoft Office packages
Desirable
- Proficient in NHS Systems i.e Trak/Sunrise/Infoflex
- NVQ Level 4 in Business Administration or equivalent leadership/management qualification
Experience
Essential
- Excellent written communication skills with a good command and understanding of English, punctuation and grammar.
- Excellent communication, interpersonal and negotiation skills and ability to use them effectively to work with staff, clinical colleagues and the management team.
- Demonstrated organisational skills, showcasing the capability to effectively prioritise tasks, manage competing demands efficiently, and consistently meet deadlines through a methodical and detail-oriented approach
Desirable
- Proven experience of supervising an administrative team.
- Medical Secretary Experience
Knowledge/ Skills
Essential
- Sound understanding of HR policies to enable application of annual and special leave requests ensuring effective staff utilisation. Sickness Management and the Disciplinary Policy.
- Ability to delegate, work independently, use initiative and prioritise workload for self and team.
- Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, CRIS and Infoflex.
Desirable
- Experience in Data Validation and Knowledge of Referral to Treatment and Cancer Pathways.
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.
