Admin Team Lead - Children's Services

Job responsibilities

Organisational

1. To be accountable for the management and monitoring of defined outcomes within own area of work. To include Healthroster, absence management, recruitment and retention, identifying the best use of resource and building resilience.

2. To assess operational delivery against locally agreed outcomes and escalate any relevant concerns, proactively problem solving to identify possible solutions

3. 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.

4. Liaise with a range of staff, service users and external partners and communicate complex, sensitive, and distressing information across service pathways.

5. Review administrative systems and processes, developing policies and proposing and implementing improvements to working practices and procedures in line with relevant KPI requirements and patient pathways. To audit work as requested.

6. Delegated responsibility for clearly defined projects and consultations where there is no significant commercial or financial impact

7. Monitor personnel activity across the region, ensuring that as far as possible, the admin and clerical workload is covered across all the sites / locations on a daily basis and during planned or unplanned absence. There may be a requirement to help cover these posts.

8. Conducting appraisals for Admin and Clerical staff; assessing training needs and instigating appropriate action. Maintaining mandatory training records and ensuring staff are compliant.

9. 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.

10. Managing staff performance issues, dealing with first level grievances, disciplinaries and handling complaints.

11. To review and manage Datix ensuring learning is shared with the relevant teams

12. 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.

13. Organise, plan and attend admin and clerical team meetings, cascade information and discuss issues.

14. Lead on recruitment, selection and induction of Admin and Clerical staff.

15. To oversee effective waiting list management where appropriate in line with KPIs and the 18-week patient pathway

16. To build close working relationships in partnership with our clinical service leads to build knowledge and understanding of each area.

17. To build a resilient workforce across all teams

Professional

18. To demonstrate good customer care and communication skills when communicating with the public and with other health care professionals, overcoming barriers to understanding.

19. To lead on the induction and probation of new starters, temporary staff and apprentices.

20. To lead and encourage the development of individual staff members and teams

21. To use a range of software programs and systems to produce, maintain and distribute documents including reports; to manage performance, create spread sheets, databases and presentations. This includes the administration and maintenance of stand alone systems, including staff access management

22. 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 support. This will involve travel to other sites.

23. To work proactively to problem solve and identify possible solutions, acting on these as appropriate within the required timescales

24. To undertake a range of administrative duties including production of reports, forms, letters and notices; maintaining schedules and diaries; organising and chairing meetings, making room bookings and arranging room layout and equipment and other reasonable duties as required.

25. Undertaking absence reporting and managing absence. Monitoring and recording mandatory training and managing compliance..

26. 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.

27. 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.

28. To be responsible for the efficient use of office equipment and supplies. To undertake ordering of office supplies, requisitioning, and receipting goods and services on NHS procurement systems and carrying out research into goods and services as required.

29. To report maintenance, cleaning and health and safety issues in line with current procedures, keeping the line / site manager informed at all times.

30. To implement policies for own work area and propose changes as necessary.

31. It is the post-holders responsibility to ensure that they have undertaken all mandatory training, in line with the Trusts policies and procedure.

32. To attend and lead team meetings that maybe on site or virtual. This may include travel to other sites

33. To develop in specialist areas of interest relevant to role

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/ Level 4, or equivalent)
• Qualification in supervisory management or demonstrable experience

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 / SystmOne
• Evidence of continuing professional development
• Experience of waiting time management and performance issues
• NHS experience

Skills, Abilities and Knowledge

Essential

• 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 literate

Communication

Essential

• Ability to demonstrate excellent inter- personal, communication, negotiation and persuasive skills with colleagues, patients and external partners at all levels

Personal and People Development

Essential

• Able to recognise development needs of other staff and able to signpost/implement training packages

Personal Attributes / Behaviours (linked to the Trust's Behaviour Framework)

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

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.

Certificate of Sponsorship

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).