Job summary
The Renal and Transplant Department is looking for a dynamic and enthusiastic Administration Team Leader to join the Admin and Clerical team.The Oxford University Hospitals NHS Trust is one of the largest acute teaching trusts in the country.
This is a replacement post.
Candidates are very welcome to visit the department and are invited to contact Mrs Yassmin Khater- Renal and Transplant Service Manager, Oxford Transplant Centre, Churchill Hospital, Oxford University Hospitals NHS Foundation Trust.
Main duties of the job
To manage a team of administration and clerical staff within the Renal and Transplant services and assume day to day responsibility for staffing issues and the efficient delivery of administrative processes. To ensure that robust reporting procedures are in place and that Trust polices are adhered to.
About us
Oxford University Hospitals (OUH) is a world-renowned centre of clinical excellence and one of the largest NHS teaching trusts in the UK. We became a Foundation Trust on 1 October 2015 and believe that this will enable us to work more effectively in partnership with our patients and our local community to provide high quality healthcare.
The Trust is made up of four hospitals - the John Radcliffe Hospital (which includes the Children's Hospital, West Wing, Eye Hospital, Heart Centre, and Women's Centre), the Churchill Hospital and the Nuffield Orthopaedic Centre, all located in Oxford, and the Horton General Hospital in Banbury, north Oxfordshire.
Our collaboration with the University of Oxford underpins the quality of the care that is provided to patients, from the delivery of high-quality research, bringing innovation from the laboratory bench to the bedside, to the delivery of high-quality education and training of doctors.
Job description
Job responsibilities
RESPONSIBILITIES:
1. Provide line supervision and support to a team of secretaries and ensure that procedures and polices are effectively applied, disseminating appropriate information in order that the team is kept fully updated on changes that may affect administrative processes. 2. Be responsible for the daily supervision of staff. Develop and implement methods to maintain records of attendance, sickness absence. Co-ordinate and authorise annual leave ensuring that adequate staffing levels are maintained and that plans are in place to cover annual leave and sickness.
3. Assist the R&T Service Manager with the recruitment of new staff. Assist in preparing adverts, job descriptions, person specifications and be involved in the shortlisting and interview processes.
4. Ensure that a comprehensive induction/training plan is in place for new staff and that appropriate training is undertaken on an on-going basis for all staff. Monitor in-house training opportunities and disseminate these as appropriate. Ensure that all staff attend statutory and mandatory training and staff training records are in place and kept up to date.
5. conduct yearly appraisals for staff, and ensure that personal development plans are created in accordance with trust guidelines.
6. Manage conflict within the workplace, demonstrating knowledge of appropriate Trust policies and providing professional support. Where necessary assist the R&T Service Manager in any formal/informal proceedings that may need to be initiated.
7. Promote effective communication through regular one to one and/or group meetings with staff and promote a one team approach to staff management and issues.
8. Ensure staff adhere to the Quality Assurance polices and procedures and that any changes are recorded, communicated and implemented according to guidelines.
9. Be involved in the production and regular review of working practices following Trust policies and guidelines.
10. Be responsible for Health and Safety within local area of work. Ensure that risk assessments are carried out and that any incidents relating to Health and Safety are reported and processed according to Trust policy. Ensure staff is aware of good working practice and appropriate use of all equipment.
11. Manage the departmental stationary budget and ensure that stationary stock levels are maintained.
12. Ensure that office equipment is adequately maintained, and problems reported to relevant staff/companies.
13. Any other duties appropriate to the role as shall from time to time be requested by the R&T Service Manager/ Operational Services Manager
Job description
Job responsibilities
RESPONSIBILITIES:
1. Provide line supervision and support to a team of secretaries and ensure that procedures and polices are effectively applied, disseminating appropriate information in order that the team is kept fully updated on changes that may affect administrative processes. 2. Be responsible for the daily supervision of staff. Develop and implement methods to maintain records of attendance, sickness absence. Co-ordinate and authorise annual leave ensuring that adequate staffing levels are maintained and that plans are in place to cover annual leave and sickness.
3. Assist the R&T Service Manager with the recruitment of new staff. Assist in preparing adverts, job descriptions, person specifications and be involved in the shortlisting and interview processes.
4. Ensure that a comprehensive induction/training plan is in place for new staff and that appropriate training is undertaken on an on-going basis for all staff. Monitor in-house training opportunities and disseminate these as appropriate. Ensure that all staff attend statutory and mandatory training and staff training records are in place and kept up to date.
5. conduct yearly appraisals for staff, and ensure that personal development plans are created in accordance with trust guidelines.
6. Manage conflict within the workplace, demonstrating knowledge of appropriate Trust policies and providing professional support. Where necessary assist the R&T Service Manager in any formal/informal proceedings that may need to be initiated.
7. Promote effective communication through regular one to one and/or group meetings with staff and promote a one team approach to staff management and issues.
8. Ensure staff adhere to the Quality Assurance polices and procedures and that any changes are recorded, communicated and implemented according to guidelines.
9. Be involved in the production and regular review of working practices following Trust policies and guidelines.
10. Be responsible for Health and Safety within local area of work. Ensure that risk assessments are carried out and that any incidents relating to Health and Safety are reported and processed according to Trust policy. Ensure staff is aware of good working practice and appropriate use of all equipment.
11. Manage the departmental stationary budget and ensure that stationary stock levels are maintained.
12. Ensure that office equipment is adequately maintained, and problems reported to relevant staff/companies.
13. Any other duties appropriate to the role as shall from time to time be requested by the R&T Service Manager/ Operational Services Manager
Person Specification
Experience
Essential
- Experience of working within an NHS environment
- Able to work on own initiative and prioritise workload as appropriate
- Previous experience in an office environment
- Previous experience in people management
Knowledge
Essential
- Knowledge of administrative procedures within an NHS environment
Skills
Essential
- Excellent communication skills (verbal and written)
- Able to communicate effectively with patients, members of the public, service providers and members of the multidisciplinary team
- Proficient in Microsft 365 suite
- Proficient in EPR and associated Trust systems
Desirable
Person Specification
Experience
Essential
- Experience of working within an NHS environment
- Able to work on own initiative and prioritise workload as appropriate
- Previous experience in an office environment
- Previous experience in people management
Knowledge
Essential
- Knowledge of administrative procedures within an NHS environment
Skills
Essential
- Excellent communication skills (verbal and written)
- Able to communicate effectively with patients, members of the public, service providers and members of the multidisciplinary team
- Proficient in Microsft 365 suite
- Proficient in EPR and associated Trust systems
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).
