Admin Team Leader

Job description

Job responsibilities

To analyse, investigate and resolve queries relating to data quality which will be used to measure performance.

Liaise with Facilities, IT, Procurement and Support Services Departments to ensure that site management and ordering processes/new works are addressed effectively and efficiently.

Responsible for ensuring that accurate work is completed within the time limits and standards set.

Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.

Co-ordinates a comprehensive administration, secretarial and reception service - prioritising, delegating, organising departmental workloads, arrange cover across the Directorates in liaison with other Admin Leads.

To work closely with the other Administration Team Leaders to ensure consistency across the Directorate, peer support and absence cover arrangements are in place

To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.

To arrange away days or conferences as delegated.

Ensure that the Trusts Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.

To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trusts assets are secure at all times.

To suggest changes to and implement local health and safety procedures.

Train and supervise the admin secretarial and reception staff, providing daily support and advice in relation to duties and responsibilities.

Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial and reception staff.

Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.

Monitor and manage the sickness and absence for admin, secretarial and reception staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.. .

To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.

To ensure that admin, secretarial and reception staff follow procedures in the retrieval and process of referrals and data quality.

To regularly monitor data quality reports as appropriate and to supervise the work required by administration staff to meet targets in relation to all aspects of data quality.

To ensure that data quality and timelines meet Trust targets.

To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.

To manage the Health and Safety Workbook under the provision of the Trusts Health and Safety policy in relation to admin staff and site common areas

To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

To undertake any other duties that would be a reasonable expectation of the role.

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Person Specification

Qualifications

Essential

• oPossession of a recognised leadership/management qualification to Foundation Degree level or significant recent leadership management experience
• oKnowledge of a full range of Business & Administration procedures acquired through NVQ Level 4 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues
• oTyping/word processing qualification to RSA/OCR III standard or equivalent skill level

Values and Behaviours

Essential

• oAll colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
• oAll colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust's expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Experience

Essential

• oDealing with people to maintain a high level of customer care
• oExtensive knowledge of working to management level.
• oExperience of working in a busy office environment Extensive knowledge of Microsoft Office Packages
• oUnderstanding of the data protection act and maintaining strict confidentiality
• oAccurate minute taking skills essential to internal and external meetings and HR investigation/disciplinaries

Desirable

• oWorking with computer databases
• Previous NHS experience
• knowledge of Patient Information Systems

Skills

Essential

• Management of staff including conflict and change management
• Excellent communication skills
• Ability to work on own initiative
• Ability to prioritise own workload and that of others
• Excellent telephone manner
• Excellent organisational skills
• Experience of working without supervision for protracted periods
• Excellent time management skills Excellent problem-solving skills

Desirable

• Audio typing

Contractual Requirements

Essential

• Attend Mandatory training
• Ability to travel across Trust sites
• Willingness to undergo training as necessary

Training

Essential

• Customer care training

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.

Employer details

Employer name

Nottinghamshire Healthcare NHS Foundation Trust

Address

Highbury Hospital

Highbury Vale

Nottingham

NG6 9DR

Employer's website

https://www.nottinghamshirehealthcare.nhs.uk/ (Opens in a new tab)