Westcliffe Health Innovations

Administration Team Leader

The closing date is 22 May 2025

Job summary

We are seeking an organised and proactive Admin Team Leader to join our Surgicalteam at Westcliffe Health Innovations on the Eccleshill site. This pivotal leadership role involves managing and mentoring a team of administrative staff to ensure the efficient and smooth operation of healthcare services. The post holder will be integral to the operational management of clinician rotas, appointment coordination, and data oversight, while supporting a high-performing, patient-focused administration team.

This is an excellent opportunity for a motivated individual with strong administrative, leadership, and communication skills, ideally with NHS or healthcare experience.

Main duties of the job

Lead, support, supervise, and develop a team of admin assistants.
Coordinate and plan clinician rotas up to one year in advance.
Ensure clinics are filled and appointments fully utilised.
Support the management team in data reporting and service development.
Maintain oversight of the 2WW cancer pathway and 18-week referral to treatment timeframes.
Manage internal communications and respond to patient and staff queries.
Investigate service complaints and represent the team at internal meetings.
Deliver induction and training for new admin team members.
Maintain and manage accurate patient records and data in line with confidentiality policies.

About us

Westcliffe Health Innovations is a forward-thinking provider of healthcareservices committed to delivering high-quality patient care.

We pride ourselves on our supportive working environment, staff development, and dedication to innovation in healthcare delivery.

We value our teams and offer a supportive working environment with opportunities for career progression and skill development.

Date posted

08 May 2025

Pay scheme

Other

Salary

£26,530 to £29,114 a year AfC Band 4 equivalent

Contract

Permanent

Working pattern

Full-time

Reference number

M0007-25-0003

Job locations

Westcliffe Health Innovations

Newlands Way

Bradford

West Yorkshire

BD10 0JE

Job description

Job responsibilities

Main Duties Key Results Areas:

To be fully conversant with all aspects of these different roles and be able to act as a mentor to new staff in their training and development

Be the representative for the team, leading them efficiently and being an ongoing mentor

Responsible for clinician rotas by liaising via email and telephone, and planning up to 1 year ahead

Making sure the team are utilising every appointment and clinics are full.

To support the Senior Management Team with collating and sharing information regarding the service and be a part of decision making for future service development and growth.

To contribute to the operational running of the service with an ability to problem solve and work collaboratively with the other Team Leaders.

The role will be to support all administration aspects of the patient pathway in line with 2WW cancer pathways and 18-week referral to treatment guidelines using NHS RTT and cancer knowledge.

1. Communication

To provide excellent customer care. To greet and speak to patients, visitors, members of the public and staff in a friendly, professional, and courteous manner, in line with the Organisation Values.

To answer telephones to a pre-agreed standard, that all enquiries are dealt with in an efficient and courteous manner, including referral to other departments as appropriate.

To record any messages clearly and accurately and deliver them promptly.

To act in such a manner as to always maintain and protect patient confidentiality.

To provide telephone advice and assistance to patients regarding general administrative matters concerning their procedures.

To ensure the telephone is always covered to deal with patient queries.

To proactively deal with potential situations of conflict, to diffuse and prevent patient complaints.

To communicate effectively at all levels between all departments and with senior management team.

2. Administration

Project work as designated by Management.

To investigate complaints regarding the service at the request of Management.

Represent the team viewpoint at any assigned Meeting

Use of MS Office applications including Word and Excel.

Training of all new staff to the Department in all areas

Organise production of yearly rotas

Other activities as and when required by the service.

3. Appointments

To deal with telephone enquiries to the unit, forwarding calls or taking messages as appropriate. The post holder will be required to use initiative and tact in dealing with enquiries and problems that may arise.

To provide a full comprehensive appointment service using the computer system. To notify patients of their appointments and to provide appropriate information and instructions.

To ensure accurate patient data on all software used.

To maintain and manage workflow to the Department.