Job summary
We have an exciting opportunity for someone to work
within our 0-19 Children's Universal Service. We seek a Single Point Access (SPA) Supervisor
for our 0-19 Children's Universal Service in Waltham Forest.
Postholder to have day-to-day
responsibility for operational management of the administrative component of the SPA process, i.e.,
referral process of patient information, monitoring and updating operational data quality. To provide leadership, direction, training, and support to the SPA Admin Team whilst
ensuring effective working
relationships and efficient practices
We are looking for
someone who is passionate about providing leadership to the administrative
team. Someone who is willing to be flexible and adapt to changes.
You will be working for a brilliant team of administrators.
There are training and development opportunities within the
role.
You will be supported by your team and the management team.
This is a role for an administrator who is looking for career
progression and would like to manage a team.
This is a full-time post which offers flexible working, however
because of the management responsibilities that come with the role, a high percentage of the time will be spent in
the office with the team.
Main duties of the job
- You will provide administrative service to meet the
needs of the 0-19 Universal Childrens Service in Waltham Forest region.
- You will be able to make decisions at short notice,
manage a team of administrators.
- Prioritise your work while responding to constant interruptions.
- Carry out supervision for the staff in your team.
About us
Tower Hamlets GP Care Group (the Care Group) was incorporated as a community interest company limited by shares in September 2014. Every general practice in Tower Hamlets owns one share of £1. The Care Group was formed to manage borough level contracts on behalf of the practices, deliver primary care led services and support general practices, and to be the provider voice of primary care in the wider health and social care system.
Read up more about Tower Hamlets here:http://www.towerhamlets.is/
The Care Group is also a member of Tower Hamlets Together, a place-based integrated partnership, which includes Bart's Health, East London NHS Foundation Trust, the London Borough of Tower Hamlets and the Council for Voluntary Services.
The key priorities for the Care Group are:
- Innovation and support for primary care
- Being a great place to work
- Integrating primary and community care
- Providing of high-quality cost-effective care to local people
- Influencing improvements in health outcomes
Job description
Job responsibilities
- Provide a high quality confidential and comprehensive administrative service.
- Oversee day-to-day running of 0-19 Single Point of Access
team, under the delegation of a
service Team Lead/Manager.
- Coordinate
administrative arrangements relating to reporting requirements, to include the collation and presentation of
documentation, preparing evidence and ensuring information is up to date.
- Oversee the
administrative function required of the SPA team to include appointment management (direct entry to practitioner electronic diary), electronic referral
process, transferring in and out of information out / 0-19 Duty.
- Process local
data for preparation of reports in relation to contract data requirements, working closely with Team Leads
and managers.
- Utilize advanced
level IT skills
to create spreadsheets, databases, reports, and presentations.
- Develop and maintain filing
systems (electronic) to ensure effective
access to relevant information.
- Prioritize your own workload on a day-to-day basis to ensure
that deadlines are met.
- Manage
delegated day-to-day responsibility for the administrative team whilst on
site in the SPA.
- Oversee the facilitation and administration of meetings, including the production of agendas and coordination of papers in
relation to the SPA and under delegation of line manager ensuring
that key documents
are available within defined timescales.
- Propose and implement changes
to working practices
to reflect the needs of the Service.
- Act as delegated authority
for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests
for information from as agreed
by the Manager.
- Participate and support 0 to 19 universal team managers with recruitment process.
- Develop and maintain an up-to-date SPA staff database to facilitate effective communication.
- Liaise with central administrator regarding locality bases as required.
- Responsible for communicating with staff and external stakeholders in respect to changes within
the SPA service
as appropriate services.
- To provide
effective line management for the SPA administrative
team, SPA leadership to all administrative staff, ensuring the
provision of supervision, appraisal and personal development plans, annual leave, sickness
absence management, recording
and monitoring via relevant
organisation systems, disciplinary, grievance and performance management and recruitment of staff in line with organisation policies
and procedures.
- Ensure adequate cover arrangements are in place across
the SPA resolving conflicting diary appointments and complex diaries
when required.
- Manage, develop,
and improve working
practices, protocols, setting
standards and promoting a positive performance culture throughout SPA in delivering a high quality and efficient administrative and business support service. This includes all elements of liaison
and joint working
with 0-19 service
and corporate departments i.e., Human Resources, Finance, Information Management, and Performance team.
- To participate in
the development of the SPA by attending strategic meetings as needed, to act as a voice for the members of the SPA
admin team.
Job description
Job responsibilities
- Provide a high quality confidential and comprehensive administrative service.
- Oversee day-to-day running of 0-19 Single Point of Access
team, under the delegation of a
service Team Lead/Manager.
- Coordinate
administrative arrangements relating to reporting requirements, to include the collation and presentation of
documentation, preparing evidence and ensuring information is up to date.
- Oversee the
administrative function required of the SPA team to include appointment management (direct entry to practitioner electronic diary), electronic referral
process, transferring in and out of information out / 0-19 Duty.
- Process local
data for preparation of reports in relation to contract data requirements, working closely with Team Leads
and managers.
- Utilize advanced
level IT skills
to create spreadsheets, databases, reports, and presentations.
- Develop and maintain filing
systems (electronic) to ensure effective
access to relevant information.
- Prioritize your own workload on a day-to-day basis to ensure
that deadlines are met.
- Manage
delegated day-to-day responsibility for the administrative team whilst on
site in the SPA.
- Oversee the facilitation and administration of meetings, including the production of agendas and coordination of papers in
relation to the SPA and under delegation of line manager ensuring
that key documents
are available within defined timescales.
- Propose and implement changes
to working practices
to reflect the needs of the Service.
- Act as delegated authority
for procurement processes, using electronic order and approval systems.
- Respond to ad-hoc requests
for information from as agreed
by the Manager.
- Participate and support 0 to 19 universal team managers with recruitment process.
- Develop and maintain an up-to-date SPA staff database to facilitate effective communication.
- Liaise with central administrator regarding locality bases as required.
- Responsible for communicating with staff and external stakeholders in respect to changes within
the SPA service
as appropriate services.
- To provide
effective line management for the SPA administrative
team, SPA leadership to all administrative staff, ensuring the
provision of supervision, appraisal and personal development plans, annual leave, sickness
absence management, recording
and monitoring via relevant
organisation systems, disciplinary, grievance and performance management and recruitment of staff in line with organisation policies
and procedures.
- Ensure adequate cover arrangements are in place across
the SPA resolving conflicting diary appointments and complex diaries
when required.
- Manage, develop,
and improve working
practices, protocols, setting
standards and promoting a positive performance culture throughout SPA in delivering a high quality and efficient administrative and business support service. This includes all elements of liaison
and joint working
with 0-19 service
and corporate departments i.e., Human Resources, Finance, Information Management, and Performance team.
- To participate in
the development of the SPA by attending strategic meetings as needed, to act as a voice for the members of the SPA
admin team.
Person Specification
Experience
Essential
- Experience in a supervisory role.
Skills and Abilities
Essential
- Ability to extract, manipulate and interpret data from a variety of CRMS systems ie EMIS.
Experience
Essential
- Experience in using CRMS ie EMIS.
Skills and Abilities
Essential
- Ability to work with a high level of autonomy, but also as part of a team and with a clear understanding of when issues need to be escalated.
Other Requirements
Essential
- An ability to speak with people who may be in distress, managing concerns with kindness and sensitivity but also firmly and tactfully.
Person Specification
Experience
Essential
- Experience in a supervisory role.
Skills and Abilities
Essential
- Ability to extract, manipulate and interpret data from a variety of CRMS systems ie EMIS.
Experience
Essential
- Experience in using CRMS ie EMIS.
Skills and Abilities
Essential
- Ability to work with a high level of autonomy, but also as part of a team and with a clear understanding of when issues need to be escalated.
Other Requirements
Essential
- An ability to speak with people who may be in distress, managing concerns with kindness and sensitivity but also firmly and tactfully.
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.
