Job summary
The post holder will be part of a cross-trust friendly team, which includes administrative staff, clinical staff, management, and operational staff.
We are looking for a confident and enthusiastic individual to undertake this unique and exciting vacancy. The main responsibilities for the post include leading the administrative and clerical teams, to be prepared to provide administrative and managerial support as requested. To work alongside Clinicians and Operational Team to maintain the smooth running of the whole service. To be prepared to actively participate in service improvement / development initiatives as required. We are looking for someone who works well under pressure and enjoys working with people. We are also looking for someone who has excellent communication and customer care skills, and has the ability to organise and prioritise their workload. It is essential that the post holder has IT skills and knowledge of the hospital EPR and Dictate IT systems would be desirable.
The successful candidates are required to be able demonstrate the Trust values, the responsibilities of the job description and person specification.
Main duties of the job
Supervise the day to day work of the administrative team.Ensure that patient navigators and other members of the administrative team adhereto Trust policies and standard operating procedures at all times, highlighting to seniormanagement any situations where this is not achievable.Manage sickness/absence and recording of annual leave of the team, ensuring servicedelivery is not compromised, coordinating duty rosters of team where appropriate.Ensure ESR information including annual leave, sickness absence and any changes inemployment contracts for the administrative team are maintained in conjunction withHR and payroll.Ensure an equitable allocation and distribution of workload across all teams, with staffworking flexibly to accommodate the needs of the patients and the clinicians they aresupporting.Manage the recruitment process for the appointment of new staff with support from theservice manager.Coordinate and engage in the induction of new team members across the Trust,sharing knowledge and expertise of administrative processes and functions.Monitor individual and team performance regularly, holding 1:1 meetings, appraisals(SDRs) according to Trust Policy and team meetings.With the support of the relevant manager, be responsible for conducting anyinvestigation with regards to performance and conduct issues in line with Trustguidelines.Review probationary periods in line with the policy
About us
Our trust has around 10,000 staff serving 1.6 million patients. It comprises Barnet Hospital, Chase Farm Hospital, the Royal Free Hospital and more than 30 services in the community. This larger scale organisation provides an unprecedented opportunity for us to continue our pioneering work, particularly in finding ways to deliver even better care to our patients.
Our mission is to deliver world class care and expertise in our clinical services, underpinned by world class teaching and research and we will continue to measure our progress against our five governing objectives: excellent outcomes, excellent patient and staff experience, excellent value for taxpayers' money, being safe and meeting our external duties, and building a strong organisation.
Everyone is welcome at Royal Free London NHS Foundation Trust. We're proud of our diversity and we continue to undertake new initiatives to advance equality for LGBT+, BME, gender equality, staff carers and people with disabilities and lived experiences to promote good relations and understanding between our staff.
Job description
Job responsibilities
Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust
Job description
Job responsibilities
Please see attached job description for more information about this role and working at Royal Free London NHS Foundation Trust
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and Professional Qualification
Essential
- Diploma level qualification or equivalent experience
- English and Maths at GCSE level or equivalent
- Courses / further study attended to demonstrate evidence of personal development.
- Courses / further study attended to demonstrate evidence of personal development
Desirable
- RSA 2 or RSA 3 word processing/typing or equivalent experience.
- Knowledge of medical terminology
- Customer Services attendance certificate
- Strong working knowledge and proficient in the use of Outlook package - Power point, Excel, Microsoft Word as well as Access, email, Internet
- Knowledge of Cerner
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Experience of managing and prioritising own workload and working to deadlines
- Experience of dealing with non-routine and complex problems
- Experience of managing staff
- Experience of dealing with non-routine and complex problems, progress chasing, resource and staff allocation
Desirable
- Experience of drawing up staff rosters
- Previous administrative and organisational experience
Skills and aptitudes
Essential
- Excellent written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to use databases
Desirable
- Knowledge of Cerner
- Awareness of National and Trust pathway targets (such as 18 week RTT target)
- Ability to learn and assimilate information quickly
Others
Essential
- Team work and ability to develop strong collaborative working relationships within different teams and relevant administrative, clinical and management staff
- Ability to work without direct supervision
- Ability to maintain excellent communication channels and good customer services
- Ability to work without direct supervision
- Maintain a high level of professionalism in manner
- Ability to work under pressure and use own initiative
Desirable
- Ability to work flexibly
- Reliability - good time keeping
Personal Qualities and Attributes
Essential
- Ability to maintain excellent communication attributes channels and good customer services
- Maintain a high level of professionalism in manner
- Ability to work under pressure and use own initiative to prioritise tasks
- Good interpersonal skills , having a friendly and approachable manner
- Proactive, forward-thinking, quick problem solving attitude
Person Specification
Royal Free World Class Values
Essential
- Demonstrable ability to meet the Trust Values
Education and Professional Qualification
Essential
- Diploma level qualification or equivalent experience
- English and Maths at GCSE level or equivalent
- Courses / further study attended to demonstrate evidence of personal development.
- Courses / further study attended to demonstrate evidence of personal development
Desirable
- RSA 2 or RSA 3 word processing/typing or equivalent experience.
- Knowledge of medical terminology
- Customer Services attendance certificate
- Strong working knowledge and proficient in the use of Outlook package - Power point, Excel, Microsoft Word as well as Access, email, Internet
- Knowledge of Cerner
Experience
Essential
- Previous experience of working with the public and/or patients in a healthcare environment
- Experience of interaction with all levels of staff
- Experience of managing and prioritising own workload and working to deadlines
- Experience of dealing with non-routine and complex problems
- Experience of managing staff
- Experience of dealing with non-routine and complex problems, progress chasing, resource and staff allocation
Desirable
- Experience of drawing up staff rosters
- Previous administrative and organisational experience
Skills and aptitudes
Essential
- Excellent written and verbal communication skills
- Excellent organisational skills with meticulous attention to detail
- Excellent customer care practice, being polite, sympathetic, patient and diplomatic
- Understanding patient confidentiality
- Ability to confidently interact and share knowledge with staff at all levels
- Proof of continuous learning and development
- Ability to use databases
Desirable
- Knowledge of Cerner
- Awareness of National and Trust pathway targets (such as 18 week RTT target)
- Ability to learn and assimilate information quickly
Others
Essential
- Team work and ability to develop strong collaborative working relationships within different teams and relevant administrative, clinical and management staff
- Ability to work without direct supervision
- Ability to maintain excellent communication channels and good customer services
- Ability to work without direct supervision
- Maintain a high level of professionalism in manner
- Ability to work under pressure and use own initiative
Desirable
- Ability to work flexibly
- Reliability - good time keeping
Personal Qualities and Attributes
Essential
- Ability to maintain excellent communication attributes channels and good customer services
- Maintain a high level of professionalism in manner
- Ability to work under pressure and use own initiative to prioritise tasks
- Good interpersonal skills , having a friendly and approachable manner
- Proactive, forward-thinking, quick problem solving attitude
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).
