Job summary
To provide effective, confidential administrative
team leader support on a day-to-day basis for the Admin Teams, and to ensure
that their needs are fully met, by working within demanding time constraints by
prioritisation of own workload, minimal supervision and ability to use
initiative.
The
post holder will need to be proactive, flexible and responsive to the changing
needs and demands of the organisation and to support the smooth running of
clinical services.
Main duties of the job
ADDITIONAL
TO BAND 2 ADMIN ASSISTANT AND BAND 3 CLINICAL SUPPORT OFFICER:
Provide a first point of contact to support Admin Teams
particularly when dealing with difficult patients or providers.
Liaise with other Admin Team Leaders to ensure consistent
understanding and communication
Convene and regularly undertake Admin Team Meetings.
Prepare draft responses to internal and external
communications as necessary, using own initiative and knowledge of subject.
Monitor and review the delivery of overall plans,
identifying and investigating any issue arising.
Organisation and smooth running of the administrative and
secretarial requirements of Admin Teams, including dealing with unplanned staff
absences, planned staff absences, rotas.
Work and negotiate with others to identity procedures
consistent with legislation, policies and procedures that support the delivery
of services.
Develop work plans and allocate work in a way which is
consistent with the teams objectives, is realistic and achievable, and takes
full account of team members abilities and development needs.
Contribute to the recruitment and selection of team
members.
About us
If you are being interviewed you must accept an interview slot in the system to continue, even if you have arranged with the manager.
You must be able to produce ALL certificates stated essential in the person specification or you will not be able to complete pre-employment checks.
We provide hospital services from two acute sites - Darlington Memorial Hospital and University Hospital of North Durham. We have a centre for planned care in Bishop Auckland and provide care from community hospitals in Chester-le-Street, Shotley Bridge, Barnard Castle, Sedgefield and Weardale as well as over 80 other community based settings and providing care in patients' homes.
We particularly welcome applications from disabled and Black, Asian and Minority Ethnic (BAME) candidates as BAME and disabled people are currently under-represented.
Full Job Descriptions can be found in the adverts supporting documents.
Over reliance on
AI-generated content is discouraged and may diminish the applicant's chances of
success.
For the most up-to-date information on visa requirements and eligibility, please check online to determine whether you can apply.
From April 9th 2025 - Healthcare assistants - You must have a minimum of two years
of experience working within the NHS as a HCA for the Trust to consider
sponsorship (we will only consider sponsorship if you meet this criteria and
have a current visa expiring within 3 months).
Job description
Job responsibilities
Provide
a first point of contact to support Admin Teams particularly when dealing with
difficult patients or providers.
Liaise with other Admin
Team Leaders to ensure consistent understanding and communication
Convene and regularly
undertake Admin Team Meetings.
Prepare draft responses to
internal and external communications as necessary, using own initiative and
knowledge of subject.
Monitor and review the
delivery of overall plans, identifying and investigating any issue arising.
Organisation and smooth
running of the administrative and secretarial requirements of Admin Teams,
including dealing with unplanned staff absences, planned staff absences,
rotas.
Work and negotiate with
others to identity procedures consistent with legislation, policies and
procedures that support the delivery of services.
Develop work plans and
allocate work in a way which is consistent with the teams objectives, is
realistic and achievable, and takes full account of team members abilities and
development needs.
Contribute to the
recruitment and selection of team members.
Responsible for first
level grievance and discipline.
Contribute to the
appraisal process with Admin Teams in accordance with the Trust Appraisal
Scheme in order to promote staff development.
Day to day
supervision/management and coordination of delegation of duties and work
allocation to the Admin Teams.
The post holder may be
required to undertake the role of Information Asset Administrator or
Information Asset Owner to provide
support for the control and administration of information assets within their
area/department (details available on
the Health Informatics web page)
The
post holder may be required to undertake the role of Registration Authority
Agent/Sponsor which includes supporting the NHS Care Records Service
applications using smartcards and appropriate access files
Job description
Job responsibilities
Provide
a first point of contact to support Admin Teams particularly when dealing with
difficult patients or providers.
Liaise with other Admin
Team Leaders to ensure consistent understanding and communication
Convene and regularly
undertake Admin Team Meetings.
Prepare draft responses to
internal and external communications as necessary, using own initiative and
knowledge of subject.
Monitor and review the
delivery of overall plans, identifying and investigating any issue arising.
Organisation and smooth
running of the administrative and secretarial requirements of Admin Teams,
including dealing with unplanned staff absences, planned staff absences,
rotas.
Work and negotiate with
others to identity procedures consistent with legislation, policies and
procedures that support the delivery of services.
Develop work plans and
allocate work in a way which is consistent with the teams objectives, is
realistic and achievable, and takes full account of team members abilities and
development needs.
Contribute to the
recruitment and selection of team members.
Responsible for first
level grievance and discipline.
Contribute to the
appraisal process with Admin Teams in accordance with the Trust Appraisal
Scheme in order to promote staff development.
Day to day
supervision/management and coordination of delegation of duties and work
allocation to the Admin Teams.
The post holder may be
required to undertake the role of Information Asset Administrator or
Information Asset Owner to provide
support for the control and administration of information assets within their
area/department (details available on
the Health Informatics web page)
The
post holder may be required to undertake the role of Registration Authority
Agent/Sponsor which includes supporting the NHS Care Records Service
applications using smartcards and appropriate access files
Person Specification
Qualifications
Essential
- Good Standard of Education minimum of 4 GCSEs or equivalent, including English Language, or equivalent experience.
- Educated to at least NVQ level 3 in Business Administration
- or equivalent knowledge/experience (or working towards).
- Plus relevant practical experience to diploma level.
Experience
Essential
- Significant administrative experience in a clinical/NHS environment.
- Knowledge of administrative/secretarial procedures.
- Experience in setting up and maintaining electronic filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of supervising/training staff in a challenging and constantly changing environment.
Desirable
- Experience in an Admin Team Leader role, providing general provision of admin team leader and secretarial/administrative duties.
Special Skills & Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. PowerPoint, Excel, and Microsoft Word.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Knowledge of Data Protection and Caldicott Principles and understanding of confidentiality and the associated legal and policy requirements.
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties including taking minutes.
- Committed to quality customer care/delivering excellent customer service.
- Effective interpersonal skills
- Communicate effectively and accurately to a wide range of people and demonstrate both excellent verbal and written comprehension skill.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Able to prioritise tasks and work to deadlines.
- Flexible approach to work and adaptable to change.
- Team worker.
- Ability to analyse and present data using Excel and Access.
Special Requirements
Essential
- Able to travel across Trust sites to meet the requirements of the post.
Person Specification
Qualifications
Essential
- Good Standard of Education minimum of 4 GCSEs or equivalent, including English Language, or equivalent experience.
- Educated to at least NVQ level 3 in Business Administration
- or equivalent knowledge/experience (or working towards).
- Plus relevant practical experience to diploma level.
Experience
Essential
- Significant administrative experience in a clinical/NHS environment.
- Knowledge of administrative/secretarial procedures.
- Experience in setting up and maintaining electronic filing systems.
- Experience of maintaining and setting up databases.
- Experience in planning and organising meetings and taking minutes.
- Experience of supervising/training staff in a challenging and constantly changing environment.
Desirable
- Experience in an Admin Team Leader role, providing general provision of admin team leader and secretarial/administrative duties.
Special Skills & Knowledge
Essential
- Proficient IT skills and experience of using a wide range of software packages e.g. PowerPoint, Excel, and Microsoft Word.
- Comprehensive knowledge of secretarial and administrative procedures and the ability to undertake associated tasks ensuring adherence to defined procedures and guidelines.
- Knowledge of Data Protection and Caldicott Principles and understanding of confidentiality and the associated legal and policy requirements.
- Demonstrate good organisational and diary management skills to include co-ordination of meetings and associated duties including taking minutes.
- Committed to quality customer care/delivering excellent customer service.
- Effective interpersonal skills
- Communicate effectively and accurately to a wide range of people and demonstrate both excellent verbal and written comprehension skill.
- Able to use own initiative to resolve routine queries, in line with departmental procedures.
- Able to work with minimal supervision following set procedures.
- Able to prioritise tasks and work to deadlines.
- Flexible approach to work and adaptable to change.
- Team worker.
- Ability to analyse and present data using Excel and Access.
Special Requirements
Essential
- Able to travel across Trust sites to meet the requirements of the post.
Employer details
Employer name
County Durham & Darlington NHS Foundation Trust
Address
Bishop Auckland General Hospital
Cockton Hill Road
Bishop Auckland
County Durham
DL14 6AD
Employer's website
https://www.cddft.nhs.uk/ (Opens in a new tab)
