Job summary
This role is offered on a permanent basis. The hours are part-time, 22.5 hours per week.
As Business Support Supervisor for Gloucestershire Community Neurology Service you will be responsible for the provision of a full admin support function to the service.
Join our team and you'll discover our working environment is quite unique. We empower people and trust them to make their own decisions for service users with none of our calls being scripted.
We embrace new ideas and you should too. Bring your skill, the right attitude and a willingness to learn and we'll reward you with a brilliant salary
We are a multi-disciplinary team providing a countywide service. We've worked hard over the last couple of years to introduce a whole range of changes to make sure we provide a prompt, efficient and effective service for our clients, while also developing a friendly, kind and supportive team culture.
Main duties of the job
Ensuring an effective, efficient and consistent administration support function through:
- line management, support and supervision of all admin staff
- reviewing performance reports, exceptions and quality across the team
- contributing to, developing and implementing plans for service improvement
- providing effective administration support the management team
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
Manage, on a daily basis, all administrators, ensuring that individuals have clear work programmes and objectives that are reviewed regularly. Ensure that work is delivered to the required standard by ensuring reporting mechanisms are developed and maintained by the team.
Ensure that there are clear plans in place to manage workloads and resources across the team. Ensure that these plans are enacted by training, monitoring and coaching your team to ensure that work is delivered to an excellent standard.
Ensure that staff performance is monitored in line with organisations policies and that work completed and outstanding is captured clearly and effectively.
Develop the skills of the administrative support team by capturing training needs and provide training and coaching directly or source this for the team securing funding alongside this. Review performance in conjunction with local and national guidelines
Ensure compliance to processes for corporate administrative, legislative, governance and financial standards and ensure all issues are dealt with appropriately.
Manage annual leave within the administration team and ensure appropriate cover at all times. Ensure any difficulties or anticipated areas of difficulty are resolved.
Recruit, appraise and carry out performance and sickness management for your direct reports. Carry out coaching, training, and provide support to your team though 1-1s and supervisions.
Ensure prompt attention is given to enquiries from staff, patients, visitors and colleagues from partner agencies
Act as a first point of contact for the organisation, be able to maintain a calm and appropriate manner in a variety of situations, seeking support as required
Deliver excellent customer care and support to both internal and external patients, visitors and colleagues
Provide and receive routine information, verbal and written to inform work colleagues, patients and visitors of information as required
Provide information, written, verbal by telephone, e-mail, letter etc to staff from other departments and partner agencies
Job description
Job responsibilities
Manage, on a daily basis, all administrators, ensuring that individuals have clear work programmes and objectives that are reviewed regularly. Ensure that work is delivered to the required standard by ensuring reporting mechanisms are developed and maintained by the team.
Ensure that there are clear plans in place to manage workloads and resources across the team. Ensure that these plans are enacted by training, monitoring and coaching your team to ensure that work is delivered to an excellent standard.
Ensure that staff performance is monitored in line with organisations policies and that work completed and outstanding is captured clearly and effectively.
Develop the skills of the administrative support team by capturing training needs and provide training and coaching directly or source this for the team securing funding alongside this. Review performance in conjunction with local and national guidelines
Ensure compliance to processes for corporate administrative, legislative, governance and financial standards and ensure all issues are dealt with appropriately.
Manage annual leave within the administration team and ensure appropriate cover at all times. Ensure any difficulties or anticipated areas of difficulty are resolved.
Recruit, appraise and carry out performance and sickness management for your direct reports. Carry out coaching, training, and provide support to your team though 1-1s and supervisions.
Ensure prompt attention is given to enquiries from staff, patients, visitors and colleagues from partner agencies
Act as a first point of contact for the organisation, be able to maintain a calm and appropriate manner in a variety of situations, seeking support as required
Deliver excellent customer care and support to both internal and external patients, visitors and colleagues
Provide and receive routine information, verbal and written to inform work colleagues, patients and visitors of information as required
Provide information, written, verbal by telephone, e-mail, letter etc to staff from other departments and partner agencies
Person Specification
Qualifications
Essential
- Diploma or NVQ level 4 in Business Administration or appropriate equivalent qualification or equivalent experience.
- Educated to GCSE level in Mathematics and English to Grade C or above.
Experience
Essential
- Experience of managing staff at various levels including Experience of line management, delegation, supervision and performance assessment.
- Experience of undertaking complex administrative tasks, progress chasing and working to tight deadlines.
Desirable
- Experience of working within a complex statutory organisation.
- Project management
Professional/Managerial Knowledge
Essential
- Skilled in Microsoft Office Packages, e.g. Word, Excel, and PowerPoint and use of computers and keyboards for typing of reports, email and auditing work and contributing to business plans and presentations.
- Familiarity of systems such as electronic patient records, rostering, finance.
Personal Skills
Essential
- Excellent interpersonal skills and ability to work as part of a team and sets high standards by example.
- Positive attitude to problem solving, innovation and a flexible adaptable approach to challenges.
Person Specification
Qualifications
Essential
- Diploma or NVQ level 4 in Business Administration or appropriate equivalent qualification or equivalent experience.
- Educated to GCSE level in Mathematics and English to Grade C or above.
Experience
Essential
- Experience of managing staff at various levels including Experience of line management, delegation, supervision and performance assessment.
- Experience of undertaking complex administrative tasks, progress chasing and working to tight deadlines.
Desirable
- Experience of working within a complex statutory organisation.
- Project management
Professional/Managerial Knowledge
Essential
- Skilled in Microsoft Office Packages, e.g. Word, Excel, and PowerPoint and use of computers and keyboards for typing of reports, email and auditing work and contributing to business plans and presentations.
- Familiarity of systems such as electronic patient records, rostering, finance.
Personal Skills
Essential
- Excellent interpersonal skills and ability to work as part of a team and sets high standards by example.
- Positive attitude to problem solving, innovation and a flexible adaptable approach to challenges.
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.
