Job summary
Would you like an opportunity to progress your administration career within our Norfolk services? Broadland Clinic is looking for a motivated and highly organised administrator to lead their team of administrators, receptionists and medical secretaries.
Main duties of the job
The post holder will be responsible for leading the provision of a comprehensive, professional, and consistent admin service.
Key duties include: Supervision of the admin team, giving guidance around workload and prioritisation. Liaising closely with the Service Managers and Clinical Advisors to ensure admin processes are efficient and consistent.
The post holder will be required to work independently using initiative, and applying a high degree of confidentiality to all of their work. To undertake non-routine duties without direct supervision, working within broad procedures and policies.
The post holder is the first point of reference and as such must display a considerable degree of initiative, possess mature judgement and maintain a calm, friendly and efficient manner when dealing with service users, their relatives, colleagues and visitors.
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission.
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
Provide day to day supervision and coordination of admin staff, and management of the department.
To be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.
To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis
To identify, develop and implement process improvements
Support Team Management in delivering high standards on all performance / delivery indicators. Responsibility for developing systems to manage team performance to agreed Trust targets.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
To update skills as necessary and attend mandatory training
To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
To participate in yearly appraisals with supervisor/line manager.
Job description
Job responsibilities
Provide day to day supervision and coordination of admin staff, and management of the department.
To be highly skilled and experienced in the full range of secretarial work practices, software programmes, and specialised functional terms.
To use knowledge, and experience to meet the needs of the teams by completing non-routine tasks on a daily basis
To identify, develop and implement process improvements
Support Team Management in delivering high standards on all performance / delivery indicators. Responsibility for developing systems to manage team performance to agreed Trust targets.
Responsibility for ensuring all correspondence is accurately and appropriately presented using current methodologies and medical terminology used by the team.
To update skills as necessary and attend mandatory training
To work unsupervised, on a daily basis, prioritising own workload, using initiative as to what is routine and what is urgent.
To use agreed guidelines/procedures and developed knowledge/skills/qualifications when working autonomously and managing own work.
To participate in yearly appraisals with supervisor/line manager.
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent experience
- Willingness to complete further training and qualification identified as appropriate to the role
Desirable
- Communications skills / Leadership training
Previous Experience
Essential
- Extensive experience of working in an office environment. Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Desirable
- Experience of leading / supervising a team
Knowledge and Skills
Essential
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
Desirable
- Leading a team, taking responsibility for productivity and efficiency
- Examples of identifying process improvements
Analytical Skills
Essential
- Able to use own judgement to find solutions through use of analytical and problem solving skills.
- Able to maintain spreadsheets, analyzing and disseminating data
Communication
Essential
- Pleasant, professional, enthusiastic approach
- Able to clearly and accurately communicate verbally, and in writing with service users and staff
Emotional and Mental Effort
Essential
- Able to respond to an unpredictable work pattern, prioritising your own and others workloads
- Able to remain calm, professional and positive when faced with difficult situations
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent experience
- Willingness to complete further training and qualification identified as appropriate to the role
Desirable
- Communications skills / Leadership training
Previous Experience
Essential
- Extensive experience of working in an office environment. Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, task-related problem solving, acquired through experience.
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Desirable
- Experience of leading / supervising a team
Knowledge and Skills
Essential
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
Desirable
- Leading a team, taking responsibility for productivity and efficiency
- Examples of identifying process improvements
Analytical Skills
Essential
- Able to use own judgement to find solutions through use of analytical and problem solving skills.
- Able to maintain spreadsheets, analyzing and disseminating data
Communication
Essential
- Pleasant, professional, enthusiastic approach
- Able to clearly and accurately communicate verbally, and in writing with service users and staff
Emotional and Mental Effort
Essential
- Able to respond to an unpredictable work pattern, prioritising your own and others workloads
- Able to remain calm, professional and positive when faced with difficult situations
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.
