Job summary
This is a part time vacancy for 26 hours/week.
To lead the day-to-day management of speciality administrative teams and supporting administrative processes, supporting the speciality departmental managers to delivery key performance indicators within the department and enhance service efficiency and effectiveness.
To provide first line management of the administrative team, with responsibility for performance, workload management, adherence to policies, procedures and standards of customer care and quality. This post holder will manage the implementation of, and continually monitor, staff induction programmes and training requirements.
Main duties of the job
In liaison with the relevant speciality department managers, ensure the appropriateness of secretarial, typing and administrative services and performance management requirements of the Trust are achieved, delivering activity within designated financial control totals, quality, staffing and activity improvement plans.
To deliver a comprehensive, modern, flexible service which includes developing an in-depth knowledge of admin requirements across the service and leading Admin staff to apply systems, processes and IT solutions to deliver a best value service.
Manage administrative teams to maximise the available resource to deliver a secretarial and typing performance that delivers within the stipulated Trust performance targets.
About us
We are proud to be part of BSW Hospitals Group - a formal partnership between Great Western Hospitals NHS Foundation Trust, Royal United Hospitals Bath NHS Foundation Trust and Salisbury NHS Foundation Trust. With a combined workforce of over 17, 600 colleagues, and budget of 1.6 billion the Group is united by a common purpose to deliver the best possible care to over 1 million people.
We are creating a health and care system that works with the people we care for, reducing the differences people currently face in access, experience and outcomes, improving the experience of our colleagues and tackling shared challenges like sustainability and finances. Every improvement we make across our Group will be guided by what creates the greatest benefit for our colleagues, our patients, our communities and our partners.
Job description
Job responsibilities
Performance ManagementOperationally responsible for the delivery of the key performance indicators for secretarial, typing andadministrative outputs in line with divisional and organisational goals and targets, including the support for services to deliver against the Trusts clinical letter generation targets. In addition, overseeing the generation of accurate, clear and concise clinical correspondence across the gastroenterology service and holding secretaries, typists and administrators to account.
Staff ManagementResponsible for line management of speciality secretarial, typing and administrative staff, including recruitment and retention, appraisal and one to one meetings, and disciplinary, performance, attendance, grievance matters. Ensuring compliance with Trust-wide policies and procedures are maintained.
Quality, Finance and Policy Standards Responsible for managing the speciality secretarial, typing and administrative resource, ensuring its utilisation is financially viable and spend is appropriate and controlled.
General ManagementFollow all relevant departmental Standard Operating Procedures on all functions and tasks related tothis role.
Please see attached JD for full description.
Job description
Job responsibilities
Performance ManagementOperationally responsible for the delivery of the key performance indicators for secretarial, typing andadministrative outputs in line with divisional and organisational goals and targets, including the support for services to deliver against the Trusts clinical letter generation targets. In addition, overseeing the generation of accurate, clear and concise clinical correspondence across the gastroenterology service and holding secretaries, typists and administrators to account.
Staff ManagementResponsible for line management of speciality secretarial, typing and administrative staff, including recruitment and retention, appraisal and one to one meetings, and disciplinary, performance, attendance, grievance matters. Ensuring compliance with Trust-wide policies and procedures are maintained.
Quality, Finance and Policy Standards Responsible for managing the speciality secretarial, typing and administrative resource, ensuring its utilisation is financially viable and spend is appropriate and controlled.
General ManagementFollow all relevant departmental Standard Operating Procedures on all functions and tasks related tothis role.
Please see attached JD for full description.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent training or experience.
- RSA II/III or equivalent demonstrable experience in typing/Audiotyping (i.e., speed over 60wpm)
- Secretarial qualification
- Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Desirable
- Certificate in Medical Terminology
- European computer Driving Licence
- Willingness to actively deliver personal development and training
- NVQ II in business administration
Experience
Essential
- Maintenance of computerised files
- Running and organising outlook diary/calendar systems
- Previous experience in a fast-paced office environment
- Previous experience as a Secretarial Team Leader / Manager
- Experience dealing with members of the public
Desirable
- Knowledge of security and dealing with confidential issues in relation to handling personal information
- Knowledge of medical terminology and working in a healthcare environment
- Understanding and experience of referral pathways
- Complaint handling experience
- Experience in recruiting to positions and training new starters
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent training or experience.
- RSA II/III or equivalent demonstrable experience in typing/Audiotyping (i.e., speed over 60wpm)
- Secretarial qualification
- Demonstrable working knowledge of Microsoft packages including Outlook, Word and Excel
Desirable
- Certificate in Medical Terminology
- European computer Driving Licence
- Willingness to actively deliver personal development and training
- NVQ II in business administration
Experience
Essential
- Maintenance of computerised files
- Running and organising outlook diary/calendar systems
- Previous experience in a fast-paced office environment
- Previous experience as a Secretarial Team Leader / Manager
- Experience dealing with members of the public
Desirable
- Knowledge of security and dealing with confidential issues in relation to handling personal information
- Knowledge of medical terminology and working in a healthcare environment
- Understanding and experience of referral pathways
- Complaint handling experience
- Experience in recruiting to positions and training new starters
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).
