Job summary
As the Business Administration Team Leader, you will be responsible for managing a number of Estates & Facilities general offices and reception teams across ABUHB sites. You'll ensure smooth and efficient service delivery, maintain high standards of financial and administrative compliance, and support staff development and performance. As part of the general office function you will provide expert knowledge and support to the Operational management teams.
You will work independently, using your initiative to prioritise workloads, develop and implement standard operating procedures, and ensure consistent communication between sites and the central business team. Your leadership will be key in maintaining a responsive, high-quality service for patients, staff, and visitors.
The post holder will also be responsible for ensuring there is cover within all general offices and receptions when there are staff shortages, escalating to the management team where appropriate.
Main duties of the job
- Lead and manage general office and reception staff across multiple sites.
- Develop and implement SOPs for administrative and financial tasks.
- Ensure compliance with Health Board policies and financial procedures.
- Oversee cash handling, deposits, and recharge processes.
- Provide training, support, and supervision to staff.
- Provide administrative support to the Operational Management teams
- Handle queries and complaints with professionalism and sensitivity.
- Maintain accurate records and use Health Board systems effectively.
- Support service improvement initiatives and team development.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
The post holder will operate under the business management function ensuring there is clear communication between the sites and central business team, and that all processes are carried to ensure the smooth running off the whole business management function.
The post holder will develop and implement processes and standard operating procedures for all tasks within the general office and reception function to ensure staff are able to carry out all tasks that are expected of them. They will work automatously without direct supervision and make decisions within remit of role using own initiative escalating to the management team where required.
Job description
Job responsibilities
The post holder will operate under the business management function ensuring there is clear communication between the sites and central business team, and that all processes are carried to ensure the smooth running off the whole business management function.
The post holder will develop and implement processes and standard operating procedures for all tasks within the general office and reception function to ensure staff are able to carry out all tasks that are expected of them. They will work automatously without direct supervision and make decisions within remit of role using own initiative escalating to the management team where required.
Person Specification
Qualifications and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent
- NVQ level 4 Business Administration or equivalent knowledge and experience
- ILM level 3 or equivalent knowledge and experience
- In depth knowledge of general offices processes i.e., full understanding of standing financial procedures and associated policies
- Proven ability to work within an administration role undertaking a range of tasks
- In depth knowledge of Microsoft 365
- Excellent IT skills
- Evidence of Continuing Professional Development
Desirable
- ECDL or equivalent certificate
Experience
Essential
- Ability to adhere to Policy & Procedures
- Experience of managing staff
- Experience of working in a busy and challenging environment
- Proven extensive administration experience
- Experience of working in a customer focussed environment, dealing with confidential issues and working to deadlines
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word
- Experience of creating successful working relationships
Skills and Attributes
Essential
- Accurate attention to detail
- Ability to manage competing priorities
- Excellent Microsoft Office skills, in particular experience of Windows, excel, Access etc
- Excellent telephone, interpersonal and communication skills
- Able to work on own initiative
- Ability to work effectively with both management with a positive attitude and willingness to take responsibility
- Knowledge of working in multi-disciplinary environments
- Proficient IT skills
- Able to work under pressure and to deadlines
- Flexible approach to working
- Commitment to personal development and others
- Ability to motivate self, staff and teams
- Ability to lead by example
- Excellent communication skills (written, verbal and electronically)
- Ability to engage positively, sensitively and diplomatic with staff, patients and visitors
- Follow & implement standard operating procedures
- Issue work instructions to staff
- Ability to prioritise own tasks and that of the team
- Self-motivated
- Have a flexible approach to changes in workload/duties/priorities
- Ability to travel between sites
- Able to work to a high standard
- Act in a polite & respectful manner
- Aware of security and confidentiality
- Excellent interpersonal skills
- Able to work to timescales
- Able to apply creative thought to develop effective solutions
- Apply constructive approach to problem solving
- Adaptable and flexible due to the changing needs of service/team
- Excellent team skills
- Exercise judgement when dealing with information and enquiries, always maintaining confidentiality
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Ability to travel between Health Board sites
Person Specification
Qualifications and Knowledge
Essential
- Maths & English GCSE A-C grade or equivalent
- NVQ level 4 Business Administration or equivalent knowledge and experience
- ILM level 3 or equivalent knowledge and experience
- In depth knowledge of general offices processes i.e., full understanding of standing financial procedures and associated policies
- Proven ability to work within an administration role undertaking a range of tasks
- In depth knowledge of Microsoft 365
- Excellent IT skills
- Evidence of Continuing Professional Development
Desirable
- ECDL or equivalent certificate
Experience
Essential
- Ability to adhere to Policy & Procedures
- Experience of managing staff
- Experience of working in a busy and challenging environment
- Proven extensive administration experience
- Experience of working in a customer focussed environment, dealing with confidential issues and working to deadlines
- Substantial experience of using Microsoft 365, including Outlook, Excel and Word
- Experience of creating successful working relationships
Skills and Attributes
Essential
- Accurate attention to detail
- Ability to manage competing priorities
- Excellent Microsoft Office skills, in particular experience of Windows, excel, Access etc
- Excellent telephone, interpersonal and communication skills
- Able to work on own initiative
- Ability to work effectively with both management with a positive attitude and willingness to take responsibility
- Knowledge of working in multi-disciplinary environments
- Proficient IT skills
- Able to work under pressure and to deadlines
- Flexible approach to working
- Commitment to personal development and others
- Ability to motivate self, staff and teams
- Ability to lead by example
- Excellent communication skills (written, verbal and electronically)
- Ability to engage positively, sensitively and diplomatic with staff, patients and visitors
- Follow & implement standard operating procedures
- Issue work instructions to staff
- Ability to prioritise own tasks and that of the team
- Self-motivated
- Have a flexible approach to changes in workload/duties/priorities
- Ability to travel between sites
- Able to work to a high standard
- Act in a polite & respectful manner
- Aware of security and confidentiality
- Excellent interpersonal skills
- Able to work to timescales
- Able to apply creative thought to develop effective solutions
- Apply constructive approach to problem solving
- Adaptable and flexible due to the changing needs of service/team
- Excellent team skills
- Exercise judgement when dealing with information and enquiries, always maintaining confidentiality
Desirable
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Ability to travel between Health Board sites
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).
