Job summary
Are you a skilled experienced administrator with exceptional leadership qualities
- This Admin Team Lead role will line manage the administration teams in Wheelchair Services and Central Booking. Both services support multiple, complex, Specialist Clinical teams.
- To line manage, motivate and supervise Admin and Clerical staff with responsibility for effective workforce planning.
- To regularly participate in operational and strategic meetings.
- To support and deliver an effective and efficient administration service toCommunity Operations Administration Services (COAS) which includes Childrens & Specialist Services, Place Admin and the Single Point of Contact.
- To lead in areas of change; working closely with both administration and health colleagues to deliver a quality service.
- Collaborating and working alongside the Business Support Managers
Main duties of the job
- Line Management of 30+ staff across various sites including supervision and appraisals
- Monitor and manage staff performance including absence management
- Create and cultivate positive working relationships with Clinical leads and Service Leads
- To collaborate with Business Support Managers on projects
- Closely monitor and review patient pathways, working alongside the clinical team to meet and manage key performance indicators and work to resolve issues
- Review and manage delegated budgets
- Lead on recruitment, selection and retention
About us
Apply now to join an organisation that has been awarded an 'Outstanding' rating by the Care Quality Commission (CQC), the highest possible rating and the first stand-alone NHS community trust in the country to be awarded the title.
- Good benefits package including a minimum 27 days annual leave, plus Bank Holidays, increasing after 5 years and 10 years to a maximum of 33 days
- Opportunity to join the NHS pension scheme.
- Wellbeing support (gyms, free eyesight test, cycle to work scheme, wellbeing resources)
- Free parking at most sites
- Supportive positive culture that is Well-Led with regular supervision
- Comprehensive in house and external training programmes available
- NHS discounts and many more
Please note that applications are accepted by completion of our on-line application form. We cannot accept CV's.
Job description
Job responsibilities
Organisational
- Day to day line management and supervision of Admin and Clerical Band 2, 3 and 4 staff across a wide range of roles, including work allocation when necessary.
- Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways.
- Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements.
- Manage projects and support consultations as decided by the Admin Ops Manager.
- Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered with the sites / localities on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts.
- Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant.
- Recording and monitoring of staff sickness and annual leave and other absence, completion of payroll documents and responsibility for ensuring that personal files are maintained and up to date.
- Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints.
- As an authorised signatory, manage and review a delegated budget, identifying potential problems and proposing solutions. Verify and authorise admin and clerical claims, overtime, annual leave etc.
- Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues.
- Assist with recruitment, selection and induction of Admin and Clerical staff.
- To receive and process referrals into the service, which may be To liaise with health professionals to triage and correctly process referrals.
- To prioritise urgent referrals and to employ effective waiting list management and appointment booking as directed by Admin Ops Manager, resolving appointment conflicts, and identifying and seeking to resolve potential problems as they arise.
Professional
- To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding.
- To provide supervision and support to new starters, temporary staff and apprentices where required.
- To use a range of software programs and systems to produce, maintain and distribute documents including reports, spread sheets, databases and presentations.
- To understand a range of work procedures and practices, some of which are non- routine, and to work flexibly with all clinical services providing comprehensive administrative This will involve travel to other sites.
- To undertake a range of administrative duties including production of clinical summaries, reports, forms, letters and notices; maintaining schedules and diaries; organising meetings and undertaking formal minute-taking; preparing patient held records and notes; making room bookings and arranging room layout and equipment; undertaking absence reporting; monitoring and recording mandatory training and other reasonable duties as required.
- To be committed to working within a changing environment, responding positively to new demands and changes, and to be an active team member recognising potential problems, and escalating these and any constructive ideas for improvement on to the appropriate person.
- To set up and maintain comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and that filing is carried out in a timely and accurate manner.
- To be responsible for checking own work and the other members of the team, using a robust audit, and reporting process, to maintain the high quality of work undertaken.
- To be responsible for the efficient use of office equipment and To undertake ordering of office and clinical supplies, monitoring and maintaining stock levels, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required.
- To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times.
- To implement policies for own work area and propose changes as necessary.
- It is the post-holders responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.
Job description
Job responsibilities
Organisational
- Day to day line management and supervision of Admin and Clerical Band 2, 3 and 4 staff across a wide range of roles, including work allocation when necessary.
- Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways.
- Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements.
- Manage projects and support consultations as decided by the Admin Ops Manager.
- Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered with the sites / localities on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts.
- Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant.
- Recording and monitoring of staff sickness and annual leave and other absence, completion of payroll documents and responsibility for ensuring that personal files are maintained and up to date.
- Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints.
- As an authorised signatory, manage and review a delegated budget, identifying potential problems and proposing solutions. Verify and authorise admin and clerical claims, overtime, annual leave etc.
- Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues.
- Assist with recruitment, selection and induction of Admin and Clerical staff.
- To receive and process referrals into the service, which may be To liaise with health professionals to triage and correctly process referrals.
- To prioritise urgent referrals and to employ effective waiting list management and appointment booking as directed by Admin Ops Manager, resolving appointment conflicts, and identifying and seeking to resolve potential problems as they arise.
Professional
- To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding.
- To provide supervision and support to new starters, temporary staff and apprentices where required.
- To use a range of software programs and systems to produce, maintain and distribute documents including reports, spread sheets, databases and presentations.
- To understand a range of work procedures and practices, some of which are non- routine, and to work flexibly with all clinical services providing comprehensive administrative This will involve travel to other sites.
- To undertake a range of administrative duties including production of clinical summaries, reports, forms, letters and notices; maintaining schedules and diaries; organising meetings and undertaking formal minute-taking; preparing patient held records and notes; making room bookings and arranging room layout and equipment; undertaking absence reporting; monitoring and recording mandatory training and other reasonable duties as required.
- To be committed to working within a changing environment, responding positively to new demands and changes, and to be an active team member recognising potential problems, and escalating these and any constructive ideas for improvement on to the appropriate person.
- To set up and maintain comprehensive, confidential records and filing systems, ensuring that all records are kept up-to-date, and that filing is carried out in a timely and accurate manner.
- To be responsible for checking own work and the other members of the team, using a robust audit, and reporting process, to maintain the high quality of work undertaken.
- To be responsible for the efficient use of office equipment and To undertake ordering of office and clinical supplies, monitoring and maintaining stock levels, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required.
- To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times.
- To implement policies for own work area and propose changes as necessary.
- It is the post-holders responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.
Person Specification
Qualifications
Essential
- Educated to degree level, evidence of higher education or equivalent experience
- NVQ Business Administration Level 4 or equivalent
- Good general standard of education (minimum GCSE English and Maths at Grade C, or equivalent)
- Qualification in supervisory management or demonstrable experience
Desirable
Experience
Essential
- Proven experience of working within busy healthcare settings
- Significant experience of recruiting, supervising and line managing large and diverse teams of admin and clerical staff across a range of roles, including undertaking appraisals, disciplinaries and grievances
- Excellent IT and keyboard skills with extensive knowledge and experience of using Microsoft Office, particularly Word, Excel, Powerpoint and Publisher
- Awareness and understanding of waiting list management and clinical support needs
- Proven financial and budget management experience
- Proven experience of working autonomously and the ability to demonstrate excellent decision-making skills
- Proven experience of managing site and facilities issues
Desirable
- Experience of PAS I SystmOne
- Evidence of continuing professional development
- Experience of waiting time management and performance issues
- NHS experience
Skills,Abilities and Knowledge
Essential
- Ability to demonstrate excellent inter- personal, communication, negotiation and persuasive skills with colleagues, patients and external partners at all levels
- Ability to demonstrate a systematic approach to the prioritisation of work, to manage a high-volume workload with competing priorities and to cope well under pressure to meet tight deadlines
- Ability to demonstrate use of initiative with a pro-active approach in completing tasks
- Ability to demonstrate strong leadership skills within small and wider teams
- Excellent knowledge of administrative procedures with proven ability to review and improve admin processes and systems
- Ability to demonstrate excellent customer care-focused skills
- Ability to analyse, synthesise and present data and other information effectively
Desirable
- SystmOne literate
- Health roster
Personal Attributes/ Behviours
Essential
- Ability to sensitively handle issues at an individual or team level
- Ability to recognise, respect and maintain confidentiality
- Confident, approachable manner
- Supportive to colleagues
- Able to work flexibly to provide cover for absent colleagues during holidays and sickness as required
- Self-motivated
- Able to make own travel arrangements to meet the needs of the service
Desirable
- Good sense of humour
- Enthusiastic
- Motivated
- Tact and diplomacy
Other
Essential
- Evidence of acquiring a deeper understanding of current issues facing the NHS and NCH&C in particular
- Willing to undertake further training as required
- Must hold full and valid driving licence and have access to a vehicle
Person Specification
Qualifications
Essential
- Educated to degree level, evidence of higher education or equivalent experience
- NVQ Business Administration Level 4 or equivalent
- Good general standard of education (minimum GCSE English and Maths at Grade C, or equivalent)
- Qualification in supervisory management or demonstrable experience
Desirable
Experience
Essential
- Proven experience of working within busy healthcare settings
- Significant experience of recruiting, supervising and line managing large and diverse teams of admin and clerical staff across a range of roles, including undertaking appraisals, disciplinaries and grievances
- Excellent IT and keyboard skills with extensive knowledge and experience of using Microsoft Office, particularly Word, Excel, Powerpoint and Publisher
- Awareness and understanding of waiting list management and clinical support needs
- Proven financial and budget management experience
- Proven experience of working autonomously and the ability to demonstrate excellent decision-making skills
- Proven experience of managing site and facilities issues
Desirable
- Experience of PAS I SystmOne
- Evidence of continuing professional development
- Experience of waiting time management and performance issues
- NHS experience
Skills,Abilities and Knowledge
Essential
- Ability to demonstrate excellent inter- personal, communication, negotiation and persuasive skills with colleagues, patients and external partners at all levels
- Ability to demonstrate a systematic approach to the prioritisation of work, to manage a high-volume workload with competing priorities and to cope well under pressure to meet tight deadlines
- Ability to demonstrate use of initiative with a pro-active approach in completing tasks
- Ability to demonstrate strong leadership skills within small and wider teams
- Excellent knowledge of administrative procedures with proven ability to review and improve admin processes and systems
- Ability to demonstrate excellent customer care-focused skills
- Ability to analyse, synthesise and present data and other information effectively
Desirable
- SystmOne literate
- Health roster
Personal Attributes/ Behviours
Essential
- Ability to sensitively handle issues at an individual or team level
- Ability to recognise, respect and maintain confidentiality
- Confident, approachable manner
- Supportive to colleagues
- Able to work flexibly to provide cover for absent colleagues during holidays and sickness as required
- Self-motivated
- Able to make own travel arrangements to meet the needs of the service
Desirable
- Good sense of humour
- Enthusiastic
- Motivated
- Tact and diplomacy
Other
Essential
- Evidence of acquiring a deeper understanding of current issues facing the NHS and NCH&C in particular
- Willing to undertake further training as required
- Must hold full and valid driving licence and have access to a vehicle
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.
