Administration Team Leader – Paediatric Community Therapies

Job description

Job responsibilities

Main Duties and ResponsibilitiesManagement Information ResourcesTo have the ability to access and navigate the EHIT system, RiO (and PatientAdministration System iCLIP) in order to obtain information for therapists, families and other professionalsTo play an active role in ensuring the administrative team facilitates the meeting of allNHS targets relating to the therapies department in conjunction with the clinical and management team.To assist in the investigation of complaints, both formal and informal within a timely manner ensuring response times are met.To coordinate requests for education health and social care plans in a timely manner and ensure that they reach the right therapist for action.To work with the HoCT and DHoCTto coordinate the clinical governance, risk management and/or health and safety procedures for the Department. This may includethe monitoring and updating of databases or any other duties appropriate to the grade. To be aware of the need for change in current office practice and meet with the DHoCT on a regular basis to continuously improve service provision. To lead the implementation of agreed office systems, and assist the team leaders inmonitoring their effectiveness. To ensure that high standards of all information systems both paper and electronic are developed and maintained to facilitate easy storage and access by relevant staff,and ensure systems are brought forward each year when necessary. To administer the positive reporting procedure for clinical and administration staff in the department on a monthly basis.To pay in cheques and raise invoices on behalf of the department and keep a record of all transactions in line with the Trust Standing Financial Instructions.To assist in processing the departments study leave/training administration.To assist the DHoCT in maintaining equipment asset registers throughout the department.To collate agency staff information as required, recording on the electronic roster system or via Staff Bank and/or Payroll as appropriate.To co-ordinate the therapies leave requests, noting and maintaining records of annual/study or professional leave, ensuring that the relevant members of staff and departments are aware of the absence.Arrange meetings as required such as team meetings, ensuring all relevant documentation is collated and distributed, informing relevant personnel required forattendance, taking accurate minutes of meetings as necessary.Ensure that all National and local policies and procedures are adhered to.

Person Specification

Experience

Essential

• Relevant secretarial / administration experience
• Minimum 1 year of experience of working within NHS
• Experience in establishing/maintaining robust administration systems
• Experience in staff supervision, attendance management,
• Experience in dealing in customer service
• Experience of service development

Desirable

• Experience of working with a range of professionals
• Experience of working within paediatrics
• Experience of introducing and working to new procedures/protocols
• Project management

Qualifications and Training

Essential

• Degree or equivalent and relevant experience in the NHS community or hospital setting
• RSA III (or equivalent experience)

Desirable

• Higher level education, qualification in business administration or and administration NVQ) ECDL
• Post graduate business or management qualification

Skills

Essential

• Ability to work unsupervised
• Computer/word processing skills including use of email (e.g. ability to create directories, documents, mail merge, etc.); willingness and ability to learn new IT skills and technology
• Ability to generate own routine correspondence
• Ability to adapt to a changing environment
• Excellent interpersonal and relationship building skills
• Evidence of excellent communication, negotiation and leadership skills and ability to deal with difficult situations and complaints
• Able to effectively prioritise work whilst dealing with conflicting demands
• Good written, and verbal communication skills
• Excellent understanding of team working
• Clear knowledge of what is meant by customer service
• An understanding of current legislation regarding confidentiality and the security of information

Desirable

• Ability to use the Patient Administration System (iCLIP) and the Electronic Patient Record (EPR) or equivalent and RIO
• Ability to use Excel / Powerpoint / Access
• A working knowledge of a Paediatric Department
• Audio typing

Knowledge

Essential

• Knowledge of medical terminology
• Knowledge and experience of office management
• Knowledge of requirements of confidentiality and the Data Protection Act

Desirable

• Knowledge of NHS complaints procedure
• Knowledge of NHS priorities

Other

Essential

• Good time management and ability to multi-task.
• Self-motivated with the ability to adapt to shifting priorities
• To be able to work as part of the team Professional appearance and manner
• Ability to show empathy to patients and colleagues
• Willingness to use initiative and take responsibility
• Committed to supporting team Members
• Committed to the delivery of high Standards
• Decisive
• A flexible approach
• Able to move supplies when needed and to bend, reach and sit for prolonged periods

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

St George's Healthcare NHS Foundation Trust

Address

St John's Therapy Centre

London

SW11 1SW

Employer's website

https://www.stgeorges.nhs.uk/work-with-us/ (Opens in a new tab)