Job summary
Based in Sunshine House, with some home working, The Children's Community Therapy Admin Team is looking for a Team Leader to join their busy team. This is an exciting role in which you would have the opportunity to make a direct positive impact on the patient experience of the children, young people and their families.
We are looking for someone organised and able to prioritise their work, who can make sure their work is accurate and has excellent attention to detail. Excellent communication and IT skills are essential for this role. We're looking for someone who understands patient confidentiality and experienced in working in a team of different healthcare professionals and support staff in a busy office environment.
We can offer you opportunities for personal development within our friendly and supportive team. If you already have experience in an admin role, this is an excellent opportunity to enhance your skills or this could also be an excellent role to start you on your career path within the NHS If you believe you have the skills and enthusiasm we would love to hear from you. For further details or informal visits please contact Hellen Dzokoto, Assistant Service Manager at Hellen.Dzokoto@gstt.nhs.uk.
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Closing date; 8th October 2023
Interview will take place 18th October 2023 and will be face to face.
Main duties of the job
The post holder will lead a team of administrators to provide a high quality administrative support service to the department including PA support to named individuals. The post will provide a broad range of support activities to ongoing and fixed-term projects within the department and will ensure the smooth running of the service and effective internal and external liaison to contribute to the successful running of the office as a whole.
The role will require the individual to interact with a multi-disciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgements to be made under minimal supervision.
There is also the opportunity to gain experience within the wider team, and other areas of the Children Community Directorate.
About us
We passionately believe in promoting care and compassion to all our patients and provide a holistic child and family-centred approach to all the children and young people in our care. Colleagues working in administrative and clerical roles are a vital part of the Trust and provide essential support to our front-line services and the care we provide to our patients.
We are committed to diversity and inclusion, and creating a sense of belonging and fun for all our teams caring for women, children and families; as we continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs, we recognise the huge benefit of our workforce being reflective of the diverse communities we serve.
At Evelina London, we are reminded every day of how important life is, and how important it is to look after the health and wellbeing of our staff as they balance of responsibilities in and out of work. We are committed to supporting flexible working; we want to support you to work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement whether that's job share, part time or another flexible pattern. If it works for the service, we will do our best to make it work for you.
Job description
Job responsibilities
Please see attached Job Description for full details of Duties and Responsibilities.
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
- Responsible for the day-to-day management of the team and ensure that that staff are managed in line with Trust Policies.
- Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate.
- Motivate and support staff so that they understand the objectives of the service within which they work and are able to maximise their contribution to the highest standard of patient care.
- Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
- Prepare acknowledgement letters and draft replies where required.
- Make travel arrangements, booking venues and catering arrangements for meetings and conferences.
- Provide dictation and typing services, including audio and direct dictation as required.
- Cover full PA and secretarial support to named individuals as required.
- Support in the implementation of projects, with minimal supervision to agreed goals and agreed timescales.
Job description
Job responsibilities
Please see attached Job Description for full details of Duties and Responsibilities.
- Lead the provision of a high quality, comprehensive and efficient administrative service.
- Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
- Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
- Responsible for the day-to-day management of the team and ensure that that staff are managed in line with Trust Policies.
- Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate.
- Motivate and support staff so that they understand the objectives of the service within which they work and are able to maximise their contribution to the highest standard of patient care.
- Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
- Prepare acknowledgement letters and draft replies where required.
- Make travel arrangements, booking venues and catering arrangements for meetings and conferences.
- Provide dictation and typing services, including audio and direct dictation as required.
- Cover full PA and secretarial support to named individuals as required.
- Support in the implementation of projects, with minimal supervision to agreed goals and agreed timescales.
Person Specification
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administration
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
Experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service
- Experience working in a customer service setting
- Experience in leading a team
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Excellent organisational skills and attention to detail
- Confidence in making decisions when dealing with competing priorities
- Ability to handle confidential and sensitive information appropriately
- Ability to develop and maintain good working relationships with all levels of staff
- Ability to work methodically in a busy environment and meet deadlines
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
Person Specification
Qualifications/Education
Essential
- Good general education with English and Maths to GCSE standard or equivalent
- Evidence of some formal further training in short courses, experience of a range of admin practices and with significant experience of healthcare administration
- Educated to diploma level or NVQ 3, City and Guilds certificate level in business administration or equivalent
Experience
Essential
- Extensive business administration experience which demonstrates the understanding of the key functions to providing an admin support service
- Experience working in a customer service setting
- Experience in leading a team
Skills/Knowledge/Ability
Essential
- Proficient in use of IT systems and applications, including Microsoft Word, Outlook and Excel
- Ability to work as part of a team as well as using own initiative
- Excellent organisational skills and attention to detail
- Confidence in making decisions when dealing with competing priorities
- Ability to handle confidential and sensitive information appropriately
- Ability to develop and maintain good working relationships with all levels of staff
- Ability to work methodically in a busy environment and meet deadlines
- Able to demonstrate excellent written English including grammar, punctuation and structuring written text
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).
