Job summary
We have a vacancy for a full-time Senior Administrator in our Countywide Children's Speech and Language Therapy team.
This critical role underpins the effective running of the service by providing administrative support for the leadership team, managing the departmental HR processes for staffing, as well as leading the countywide admin team in their offer of appointments to service users, management of information and the support they offer to the therapy team.
This role would suit an established or aspiring leader with good people skills, an analytical mind, excellent organisational, IT skills and communication skills. If you are decisive, able to work independently and forward thinking then we would love to hear from you. Experience in the NHS or similar organisation is an advantage.
With the option to work in either of the admin bases; Bury St Edmunds / Ipswich, with a requirement to travel and work in the alternate base, hybrid working is available.
If you are interested in this role, have the necessary skills, experience and qualities, please contact Isobel Crichton-Smith Service Lead on 07903877694 or 01284 741732 for an informal discussion about this exciting opportunity to join our team.
Main duties of the job
The post holder will:
Support Service lead with response to service-related data including analysis & reporting.
Lead on all aspects of the administration relating to staff management using ESR.
Lead on the preparation and management of vacancies.
Oversee maternity, paternity, adoption leave, requests to increase/reduce hours, resignation, and retirements, ensuring smooth role transitions and effective leave management and contractual adjustments.
Organise & minute meetings.
Provide leadership for countywide admin team ensuring balance between appointing services, information management and effective support for clinicians.
Manage appointments & waiting lists to meet KPIs including Referral to Treatment Time (18 weeks).
Maintain service clinical record systems to a high standard, to take a lead on SystmOne use.
Oversee management of Education, Health and Care Plan requests.
Manage administrator post/s, to include yearly appraisal & regular check-ins.
Oversee service-related induction for new staff & students, (IT access & equipment).
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see the full job description for more information
Car parking will be discussed at interview stage
Job description
Job responsibilities
Please see the full job description for more information
Car parking will be discussed at interview stage
Person Specification
Education & Qualification
Essential
- oGood standard of education.
- oEducated to Degree Level or equivalent training or experience.
- oFirst time leadership course or willingness to undertake.
Experience & Knowledge
Essential
- oKnowledge of Service management reporting processes across a broad range of health systems: community/acute, education, commissioners.
- oIn depth knowledge of full range of administrative processes that support the delivery of services
- oExperience / awareness of paediatric therapeutic services e.g. SLT, OT, PT, Audiology, Paediatricians, Psychology, Children's Community Nursing.
- oPrevious experience in an admin/PA post.
- oExtensive knowledge all of Microsoft Office programmes and IT systems.
- oStaff management.
- oMinute taking skills.
Desirable
- oKnowledge of NHS IT systems e.g. Systm1, ESR, Radar/Datix, Integra, Sharepoint
- oExperience of demand and capacity reporting.
- oSound experience of change management processes.
- oAwareness of system partners (Alliance) e.g. ICB, SCC, ESNEFT, CCS, NSFT.
Skills & Abilities
Essential
- oAbility to collate, analyse and interpret numerical and textual information.
- oUse of database.
- oAbility to build effective working relationships.
- oSelf-starter - able to manage and organise own workload to ensure deadlines are met.
- oExcellent written and verbal communication skills.
- oCommitment to staff development.
- oExcellent prioritisation skills.
- oHigh level of concentration and ability to deal with frequent changes in demands.
Personal Qualities
Essential
- oSelf-motivated/Able to motivate others.
- oDiplomacy.
- oProfessional manner.
- oProactive approach to challenges.
- oFlexible approach to work.
Person Specification
Education & Qualification
Essential
- oGood standard of education.
- oEducated to Degree Level or equivalent training or experience.
- oFirst time leadership course or willingness to undertake.
Experience & Knowledge
Essential
- oKnowledge of Service management reporting processes across a broad range of health systems: community/acute, education, commissioners.
- oIn depth knowledge of full range of administrative processes that support the delivery of services
- oExperience / awareness of paediatric therapeutic services e.g. SLT, OT, PT, Audiology, Paediatricians, Psychology, Children's Community Nursing.
- oPrevious experience in an admin/PA post.
- oExtensive knowledge all of Microsoft Office programmes and IT systems.
- oStaff management.
- oMinute taking skills.
Desirable
- oKnowledge of NHS IT systems e.g. Systm1, ESR, Radar/Datix, Integra, Sharepoint
- oExperience of demand and capacity reporting.
- oSound experience of change management processes.
- oAwareness of system partners (Alliance) e.g. ICB, SCC, ESNEFT, CCS, NSFT.
Skills & Abilities
Essential
- oAbility to collate, analyse and interpret numerical and textual information.
- oUse of database.
- oAbility to build effective working relationships.
- oSelf-starter - able to manage and organise own workload to ensure deadlines are met.
- oExcellent written and verbal communication skills.
- oCommitment to staff development.
- oExcellent prioritisation skills.
- oHigh level of concentration and ability to deal with frequent changes in demands.
Personal Qualities
Essential
- oSelf-motivated/Able to motivate others.
- oDiplomacy.
- oProfessional manner.
- oProactive approach to challenges.
- oFlexible approach to work.
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).
