Job summary
To allocate work and provide daily supervision to the administration assistance, ensuring sufficient staff cover at all time to meet service requirements.
To raise issues affecting he teams ability to deliver service in line with expectation and service level agreement with the team lead.
Main duties of the job
Plan and maintain staff rosters and work plans
Resolve day-to-day operational problems that arise within the admin team
Allocate work and provide day-to-day supervision and advice to the administrative assistants
Provide on the job training to new starters to ensure they can competently carry out all tasks within their role
Assure the quality of data and information produced by the administrative assistants, ensuring adherence to LCHS's information governance requirements and the Data Protection Act.
Assist the team lead
Oversee procurement and requisitioning procedures
About us
Lincolnshire Community Health Services NHS Trust is in the top 25 per cent of all community trusts for overall staff engagement in the 2021 NHS National Staff Survey.
At LCHS, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in LCHS' workforce.
LCHS recognises the increasing demand for more flexibility in working practices in order to accommodate the personal goals and commitments that employees experience at different stages during their working lives. Flexible working opportunities such as part-time working, compressed hours, job shares, and hybrid working models can help staff to balance their personal and work commitments. Arrangements can be put in place if it can be shown that the needs of the individual can be balanced with those of the service and the impact on other team members, enabling the Trust to recruit and retain skilled staff, raise staff morale, reduce absenteeism and respond to changing service needs more effectively.
We are an ambassador of a learning culture that will support the right individual to progress in their chosen career through an 'earn while you learn' apprenticeship programme. Visit our Learning and Development page to find out more https://www.lincolnshirecommunityhealthservices.nhs.uk/join-us/learning-and-dev
Job description
Job responsibilities
Plan and maintain staff rosters and work plans to ensure there are adequate staff to meet agreed operational needs, advising the team lead whether annual leave requests can be accommodated in line with policy.
Resolve day-to-day operational problems that arise within the admin team such as staffing, IT or equipment issues, ensuring continuity of services.
Allocate work and provide day-to-day supervision and advice to the administrative assistants, helping individuals address problems affecting their performance.
Support the administration assistants by providing advice or dealing with any non-routine tasks that they are finding hard to resolve.
Carry out the work of the administration assistants where necessary to cover staffing shortages
Provide on the job training to new starters to ensure they can competently carry out all tasks within their role, ensuring they complete the local inductionprogramme and assessing/signing off their competency against the roles requirements.
Maintain daily contact with clinical team leads to ensure service provision remains in line with expectations and requirements.
Write standard operating procedures (SOPs) for routine tasks, ensuring they are up to date and disseminated appropriately. Deal with enquiries and implement procedures guided by SOPs.
Assure the quality of data and information produced by the administrative assistants, ensuring adherence to LCHSs information governance requirements and the Data Protection Act.
Assist the team lead with the investigation of incidents and complaints in a timely and sensitive manner
Ensure issues with buildings and premises are reported in line with policy.
Oversee procurement and requisitioning procedures, ensuring items and services are procured, coded and authorised in line with policy. Maintain a record of requisitions ordered and received and GRN on-line requisitions and invoices in anticipation of approval.
Job description
Job responsibilities
Plan and maintain staff rosters and work plans to ensure there are adequate staff to meet agreed operational needs, advising the team lead whether annual leave requests can be accommodated in line with policy.
Resolve day-to-day operational problems that arise within the admin team such as staffing, IT or equipment issues, ensuring continuity of services.
Allocate work and provide day-to-day supervision and advice to the administrative assistants, helping individuals address problems affecting their performance.
Support the administration assistants by providing advice or dealing with any non-routine tasks that they are finding hard to resolve.
Carry out the work of the administration assistants where necessary to cover staffing shortages
Provide on the job training to new starters to ensure they can competently carry out all tasks within their role, ensuring they complete the local inductionprogramme and assessing/signing off their competency against the roles requirements.
Maintain daily contact with clinical team leads to ensure service provision remains in line with expectations and requirements.
Write standard operating procedures (SOPs) for routine tasks, ensuring they are up to date and disseminated appropriately. Deal with enquiries and implement procedures guided by SOPs.
Assure the quality of data and information produced by the administrative assistants, ensuring adherence to LCHSs information governance requirements and the Data Protection Act.
Assist the team lead with the investigation of incidents and complaints in a timely and sensitive manner
Ensure issues with buildings and premises are reported in line with policy.
Oversee procurement and requisitioning procedures, ensuring items and services are procured, coded and authorised in line with policy. Maintain a record of requisitions ordered and received and GRN on-line requisitions and invoices in anticipation of approval.
Person Specification
Qulaifications
Essential
- Level 3 vocational qualification or equivalent in Business and Administration, or equivalent experience
Desirable
- oLevel 4 vocational qualification or equivalent in Business and Administration, or equivalent experience oEvidence of continuing professional development (CPD)
Knowledge
Essential
- Knowledge of confidentiality and data protection legislation
Experience
Essential
- oExperience of supervising staff oExperience of working in an administrative environment, delivering a range of administrative functions oExperience of dealing with members of the public, both face to face and by telephone oExperience of working in a busy environment and meeting deadlines oExperience of working collaboratively in a team
Desirable
- oExperience of working in a healthcare service oExperience of working in a customer services environment oExperience of managing complaints oExperience of carrying out investigations into poor work performance and providing support to improve work performance oExperience of resolving disputes
Special Attributes/ Specific requirements
Essential
- Flexible and adaptable approach to hours and duties
Desirable
- Ability to travel within the boundaries of the Trust Ability to work from home, if required (equipment will be provided)
Peronal Qualities
Essential
- A resourceful and creative attitude to problem solving and a willingness to suggest ways to improve work practices
- An enthusiastic approach to personal and team development
- A positive and collaborative approach to establishing and maintaining effective working relationships at all levels, both internally and externally
Skills / Competencies
Essential
- oAbility to work to a high level of accuracy and attention to detail, with constant interruptions
- oHigh level of competence in Microsoft Word, Excel and Outlook
- oAbility to liaise effectively with staff at all levels as well as with patients and their families
- oAbility to work autonomously, managing and prioritising a busy workload
Desirable
- Competent in the use of SystmOne
Person Specification
Qulaifications
Essential
- Level 3 vocational qualification or equivalent in Business and Administration, or equivalent experience
Desirable
- oLevel 4 vocational qualification or equivalent in Business and Administration, or equivalent experience oEvidence of continuing professional development (CPD)
Knowledge
Essential
- Knowledge of confidentiality and data protection legislation
Experience
Essential
- oExperience of supervising staff oExperience of working in an administrative environment, delivering a range of administrative functions oExperience of dealing with members of the public, both face to face and by telephone oExperience of working in a busy environment and meeting deadlines oExperience of working collaboratively in a team
Desirable
- oExperience of working in a healthcare service oExperience of working in a customer services environment oExperience of managing complaints oExperience of carrying out investigations into poor work performance and providing support to improve work performance oExperience of resolving disputes
Special Attributes/ Specific requirements
Essential
- Flexible and adaptable approach to hours and duties
Desirable
- Ability to travel within the boundaries of the Trust Ability to work from home, if required (equipment will be provided)
Peronal Qualities
Essential
- A resourceful and creative attitude to problem solving and a willingness to suggest ways to improve work practices
- An enthusiastic approach to personal and team development
- A positive and collaborative approach to establishing and maintaining effective working relationships at all levels, both internally and externally
Skills / Competencies
Essential
- oAbility to work to a high level of accuracy and attention to detail, with constant interruptions
- oHigh level of competence in Microsoft Word, Excel and Outlook
- oAbility to liaise effectively with staff at all levels as well as with patients and their families
- oAbility to work autonomously, managing and prioritising a busy workload
Desirable
- Competent in the use of SystmOne
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).
