Job summary
***This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested***
Are you an experienced manager looking for your next challenge? An opportunity has arisen for an Administration Team Leader to join our friendly team within the Community Paediatric Service within the Children and Families Division.
The post will work closely with our other Team Leader to provide line management to our medical secretariat staff across 5 sites. This is post offered on a 12 month Fixed Term Contract, working 37.5 hours per week Monday - Friday.
This interesting and varied role requires the ability to provide compassionate and inclusive leadership to administration staff, ensuring that a high quality secretarial and administration service is provided to our families and clinical teams. This position also requires excellent communication skills and the ability to manage conflicting priorities.
You will have the ability to work under pressure, prioritise your workload and deal with confidential and sensitive issues in a professional manner.
If you would like to discuss this opportunity further, please contact Beth King Operational Manager: bethan.king@nhs.net
Main duties of the job
Provide compassionate leadership to team members, ensuring fair and effective line management to support their health and well being
Provide administrative expertise to the administrative functions within Community Paediatrics, ensuring that a comprehensive administration service is provided to clinical staff, Children and Families within the division
Manage the workload of administration staff to ensure equitable distribution across service.
Be the service lead for digital dictation, including troubleshooting, monitoring of timescales and production of relevant reports.
Acknowledgement of training and mentoring opportunities for administrative staff
Provide opportunities for staff to work across the City and think creatively regarding across cover arrangements to reduce temporary staffing.
Ensure consistent processes are implemented and monitored.
Manage and review processes for patient communication within the service, including telephone calls, prescription requests and emails.
Ensure staff undertake mandatory training and that ESR records are maintained
Monitor and report on compliance with service specifications and service objectives.
Take appropriate action within the scope of the job to ensure KPI's are met, escalating non-compliance to the Operational Management team.
About us
IMPORTANT
Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection process
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address
o Be Part of Our Team...
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Job description
Job responsibilities
1. Leadership and Staff Management
- Provide compassionate and effective leadership to all team members, ensuring fair line management that promotes staff health and wellbeing.
- Offer daytoday management and supervision for administrative staff, including timely oversight of sickness, other leave, study leave and annual leave in line with HR policies.
- Ensure all staff receive annual appraisals (PDRs) with clear objectives and personal development plans.
- Identify and support training, mentoring and development opportunities for administrative staff.
- Play an active role in the recruitment and selection of administrative staff, ensuring processes are completed within required timescales.
- Develop staff knowledge around equality, diversity and inclusion, ensuring objectives are reflected in PDRs.
- Promote a positive working culture that supports staff wellbeing and contributes to a Great Place to Work and Learning environment.
2. Operational and Administrative Service Delivery - Provide expert administrative leadership across Community Paediatrics, ensuring a highquality, consistent administrative service for clinical staff, children and families.
- Manage and monitor the workload of administrative staff to ensure equitable distribution and appropriate prioritisation within the service.
- Develop, implement and monitor standardised administrative processes to ensure consistent, efficient service delivery.
- Lead on the coordination and maintenance of medical devices within the service, ensuring regular servicing and accurate recordkeeping.
- Work independently and maintain concentration for extended periods to meet service demands.
3. Digital Dictation and Systems Management - Act as the service lead for digital dictation, including troubleshooting, monitoring turnaround times and producing performance reports.
- Oversee ESR compliance for mandatory training, ensuring accurate staff records are maintained.
4. Communication and Patient Pathways - Manage and regularly review administrative processes for patient communication, including handling of telephone calls, email enquiries and prescription requests.
- Ensure that patient communication is efficient, timely and adheres to service standards.
5. Quality, Governance and Performance - Monitor and report on compliance with service specifications, KPI performance and service objectives.
- Take appropriate action to address areas of noncompliance, escalating issues to the Operational Management team when required.
- Investigate Datix incidents and complaints relating to Community Paediatrics, ensuring timely completion of investigations.
- Identify themes and trends arising from Datix reports, complaints and informal feedback, working with teams to ensure lessons learned and corrective actions are implemented.
- Conduct regular audits of administrative standards and processes, supporting continuous service improvement and service redesign where required.
- Implement agreed actions arising from service reviews, audits or performance concerns.
6. Service Improvement and Collaboration - Lead key improvement initiatives focused on strengthening administrative functions within Community Paediatrics.
- Work closely with the Operational Support Manager and clinical teams to ensure administrative support aligns with service needs.
- Collaborate with other services to identify, implement and share best practice.
- Explore opportunities for crosscity working and creative crosscover arrangements to reduce reliance on temporary staffing.
- Actively seek and embed new ways of working to ensure efficiency, standardisation and consistent operating procedures across the service.
Job description
Job responsibilities
1. Leadership and Staff Management
- Provide compassionate and effective leadership to all team members, ensuring fair line management that promotes staff health and wellbeing.
- Offer daytoday management and supervision for administrative staff, including timely oversight of sickness, other leave, study leave and annual leave in line with HR policies.
- Ensure all staff receive annual appraisals (PDRs) with clear objectives and personal development plans.
- Identify and support training, mentoring and development opportunities for administrative staff.
- Play an active role in the recruitment and selection of administrative staff, ensuring processes are completed within required timescales.
- Develop staff knowledge around equality, diversity and inclusion, ensuring objectives are reflected in PDRs.
- Promote a positive working culture that supports staff wellbeing and contributes to a Great Place to Work and Learning environment.
2. Operational and Administrative Service Delivery - Provide expert administrative leadership across Community Paediatrics, ensuring a highquality, consistent administrative service for clinical staff, children and families.
- Manage and monitor the workload of administrative staff to ensure equitable distribution and appropriate prioritisation within the service.
- Develop, implement and monitor standardised administrative processes to ensure consistent, efficient service delivery.
- Lead on the coordination and maintenance of medical devices within the service, ensuring regular servicing and accurate recordkeeping.
- Work independently and maintain concentration for extended periods to meet service demands.
3. Digital Dictation and Systems Management - Act as the service lead for digital dictation, including troubleshooting, monitoring turnaround times and producing performance reports.
- Oversee ESR compliance for mandatory training, ensuring accurate staff records are maintained.
4. Communication and Patient Pathways - Manage and regularly review administrative processes for patient communication, including handling of telephone calls, email enquiries and prescription requests.
- Ensure that patient communication is efficient, timely and adheres to service standards.
5. Quality, Governance and Performance - Monitor and report on compliance with service specifications, KPI performance and service objectives.
- Take appropriate action to address areas of noncompliance, escalating issues to the Operational Management team when required.
- Investigate Datix incidents and complaints relating to Community Paediatrics, ensuring timely completion of investigations.
- Identify themes and trends arising from Datix reports, complaints and informal feedback, working with teams to ensure lessons learned and corrective actions are implemented.
- Conduct regular audits of administrative standards and processes, supporting continuous service improvement and service redesign where required.
- Implement agreed actions arising from service reviews, audits or performance concerns.
6. Service Improvement and Collaboration - Lead key improvement initiatives focused on strengthening administrative functions within Community Paediatrics.
- Work closely with the Operational Support Manager and clinical teams to ensure administrative support aligns with service needs.
- Collaborate with other services to identify, implement and share best practice.
- Explore opportunities for crosscity working and creative crosscover arrangements to reduce reliance on temporary staffing.
- Actively seek and embed new ways of working to ensure efficiency, standardisation and consistent operating procedures across the service.
Person Specification
Qualifications
Essential
- Maths & English
- Degree or equivalent
- Evidence of continuing professional development ECDL Level 4 or equivalent
Management Experience
Essential
Experience
Essential
- Relevant experience of working in an administrative role
- Experience of being a first line manager
- Understanding and experience of meeting key performance indicators
Person Specification
Qualifications
Essential
- Maths & English
- Degree or equivalent
- Evidence of continuing professional development ECDL Level 4 or equivalent
Management Experience
Essential
Experience
Essential
- Relevant experience of working in an administrative role
- Experience of being a first line manager
- Understanding and experience of meeting key performance indicators
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).
