Administration Coordinator

Leeds Community Healthcare NHS Trust

This job is now closed

Job summary

An opportunity has arisen for an Administration Co-ordinator within the Health Case Management team at Killingbeck Court.

Main duties of the job

As an experienced Administrator, you will provide direct support to the Service Manager and the multi-disciplinary clinical team. You must have excellent written and verbal communication skills, be able to work in a team with the ability to work on your own initiative. Experience of line management is required as you will directly supervise/line manage administrative and secretarial staff.

You must therefore be able to adapt and prioritise your own work-load as well as the workload of direct reports/administrative colleagues. An extensive knowledge of Microsoft Office (Word/Excel/Outlook) is required. Knowledge and experience of using NHS systems would be advantageous although full training will be given. The role will also require you to work flexibly and in collaboration with other Administration Co-ordinators across the city to meet the variation in service demands, maintain core responsibilities and ensure cover is provided at other sites.

About us

Working for Leeds community Healthcare NHS Trust

Who are we?

Leeds Community Healthcare provides a range of community-based health services across the whole city. We treat people in their homes, local health centres and community hospitals, and work in partnership with other local Trusts, charities and Leeds City Council.

We have a strong culture based on deeply-held values, and our focus at all times is on delivering high quality care to the people of Leeds. In our most recent CQC evaluation, we were rated "Good", with our Adult Services rated "Outstanding" for caring.

Leeds Community Healthcare NHS Trust encourages and supports staff to be vaccinated as this remains the best lines of defence against Covid 19.

Perks of the job

Our benefits range from generous annual leave to access to NHS discount sites. Here are some of the most important ones:

27-33 days annual leave plus bank holidays
Highly regarded NHS Pension Scheme
A supportive, structured preceptorship programme for all registered new starters
Professional development opportunities including coaching, training and education support
Salary sacrifice or lease car schemes
Health and wellbeing including gym membership, occupational health service and priority access to mental health services

Date posted

19 October 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9833-FB-CC-663-23

Job locations

Killingbeck Court

Unit 1, Killingbeck Court

Leeds

LS14 6UF

Job description

Job responsibilities

The Administration and Business Support Coordinator will be the day-to-day manager for a number of administrative staff, carrying out some line management responsibilities and sometimes holding a delegated budget

The post holder will be a team player and will actively contribute to continuous service improvement activities, including the maintenance and improvement of quality to ensure that services are delivered with a customer focus.

Key result areas

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

2. Responsibility for analysis and judgement

Undertake a range of variable tasks and small scale projects, as assigned by the line manager.

Assist senior members of staff with business and operational delivery tasks. Co-ordinating and contributing as and when required.

Make effective decisions, raising queries with appropriate parties and undertake appropriate analysis to support those decisions or recommendations where there may be a range of options.

Judge if issues require escalation in order to be resolved.

Investigation of formal complaints where necessary.

Job description

Job responsibilities

Key result areas

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

2. Responsibility for analysis and judgement

Undertake a range of variable tasks and small scale projects, as assigned by the line manager.

Assist senior members of staff with business and operational delivery tasks. Co-ordinating and contributing as and when required.

Make effective decisions, raising queries with appropriate parties and undertake appropriate analysis to support those decisions or recommendations where there may be a range of options.

Judge if issues require escalation in order to be resolved.

Investigation of formal complaints where necessary.

Person Specification

Qualifications

Essential

English & Maths to GCSE grade 9 to 4 or equivalent qualification / experience.
NVQ level 4 in Business Administration or Customer Service / equivalent experience, or working towards.
Willing to undertake further training if needed

Desirable

Educated to Diploma level or equivalent experience.
Level 2 IT skills i.e. OCR (formerly RSA) or equivalent experience.
First Aid Certificate

Experience

Essential

Experience of maintaining one or more information systems, managing storage and retrieval of information or records
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions
Experience of being a team player with the ability to support and advise others in the performance of their roles as required.
Knowledge and understanding of confidentiality and data security
Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages

Desirable

Intermediate level knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, Share Point and Microsoft Team software packages

Skills and Attributes

Essential

Good written communication skills, including grammar and spelling
Experience of maintaining filing systems both electronically and manually
Experience of arranging and supporting meetings; taking notes, observing procedures and distributing meeting papers
Experience of working in a busy office environment
Proven ability to understand and react appropriately to risks and issues
Ability to extract and understand information from various sources
Previous experience requiring the handling of sensitive information in a confidential manner
Experience of maintaining one or more information systems, managing storage and retrieval of records
Ability to adapt to new changes implemented by the organisation
Ability to pay attention to detail within tight deadlines with frequent unpredictable interruptions

Desirable

Experience in the NHS or wider health and social care setting
Customer service experience

Person Specification

Qualifications

Essential

English & Maths to GCSE grade 9 to 4 or equivalent qualification / experience.
NVQ level 4 in Business Administration or Customer Service / equivalent experience, or working towards.
Willing to undertake further training if needed

Desirable

Educated to Diploma level or equivalent experience.
Level 2 IT skills i.e. OCR (formerly RSA) or equivalent experience.
First Aid Certificate

Experience

Essential

Experience of maintaining one or more information systems, managing storage and retrieval of information or records
Experience of paying attention to detail within tight deadlines whilst dealing with frequent unpredictable interruptions
Experience of being a team player with the ability to support and advise others in the performance of their roles as required.
Knowledge and understanding of confidentiality and data security
Sound working knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, SharePoint and Microsoft team packages

Desirable

Intermediate level knowledge of Microsoft Office including Outlook, Word, Excel, PowerPoint, Access, Share Point and Microsoft Team software packages

Skills and Attributes

Essential

Good written communication skills, including grammar and spelling
Experience of maintaining filing systems both electronically and manually
Experience of arranging and supporting meetings; taking notes, observing procedures and distributing meeting papers
Experience of working in a busy office environment
Proven ability to understand and react appropriately to risks and issues
Ability to extract and understand information from various sources
Previous experience requiring the handling of sensitive information in a confidential manner
Experience of maintaining one or more information systems, managing storage and retrieval of records
Ability to adapt to new changes implemented by the organisation
Ability to pay attention to detail within tight deadlines with frequent unpredictable interruptions