Job summary
We are looking to recruit to the post of Admin Coordinator in the community, part-time, 18.75 hours per week based at Pemberton Health Centre.
The post holder will be responsible for the day-to-day supervision of front-line admin staff based in a number of community clinics and health centres. The post holder will be responsible for the provision of comprehensive support to the clinical services running on the same sites.
The post holder will be required to support their team on a face-to-face basis. Therefore, an ability to travel across the Trust independently will be essential.
The successful candidate will possess an NVQ Level 4 in Business Administration/Customer Care or equivalent. They will have a minimum of 6 GCSE's (or equivalent) at Grade C or above to include Maths and English. They will have a positive disposition and the ability to motivate staff to get the job done. Diplomacy and tact are essential attributes as well as excellent communication skills.
The successful candidate will be a role model of excellence for their team.
A Standard DBS will be obtained during pre-employment checks.
Main duties of the job
As a valued member of the administration team, you will have responsibility to oversee the front-line administration staff working in a number of clinics and health centres.
This role is vital in ensuring that admin tasks within your work area are prioritised and distributed fairly amongst your team.
Your role will be central to ensuring the smooth running of clinical services within your area.
Local teams consist of a receptionist and a clinic supervisor. This role is their first point of contact for any issues that the staff have.
The Support Services Team currently works out 14 clinics and health centres. Each has different clinical services running and different clinical teams based there which affects how we offer support at each site. Working across so many sites presents challenges, but over the years we have built strong relationships and the team is very supportive.
Flexibility is key as no two days are the same.
Excellent customer care and communication skills are essential as we are very much a people centred service.
About us
Choose Well - Choose WWL
Wrightington, Wigan and Leigh Teaching Hospitals, NHS Foundation Trust are the proud providers of acute hospital and community services to the people of the Wigan Borough and surrounding areas. At WWL, we value our staff believing that 'happy staff, makes for happy patients'. We have a recognised track record in staff engagement and living our values 'the WWL Way'.
WWL are committed to placing the patient at the heart of everything we do, and in the provision of safe, effective care that acknowledges and ensures dignity. With this in mind we are seeking to recruit people who share our values and beliefs.
On-Call
Please note that senior positions (AFC band 8A or above) may be expected to participate in an on-call rota, if the role is predominantly operational.
Job description
Job responsibilities
To supervise the admin/secretarial staff on a day-to-day basis in accordance with Trust policies.
To liaise with multi agencies teams and stakeholders regarding administration issues.
To undertake personal development reviews and support staff where training issues have been identified. Ensure staff compliance with all statutory and mandatory training.
To support the Deputy Support Services Manager with any administration projects, including the development, implementation and reviewing of new systems, capacity, and demand planning.
To hold monthly meetings with staff groups to cascade team brief information and to ensure that all new policy and procedural information is understood and implemented throughout the departments. To undertake staff 1:1s.
Assist the Deputy Support Services Manager in implementing Trust policy as relating to attendance, including sickness, absence, annual leave, and study leave. To undertake return to work interviews and refer to Occupation health as required.
Assist the Deputy Support Services Manager in implementing Trust policy as relating to capability and discipline, including participation in staff development plans, informal conduct agreements.
Assist Deputy Support Services Manager with recruitment and selection, including reviewing of applications and interviews.
To ensure that inductions are carried out for all new members of staff and service users who may work within the post holders services i.e., that includes fire procedures, facilities of the building and general rules and procedures within that location have been completed.
To ensure compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises.
To carry out workplace assessments to meet Health and Safety standards as required.
Job description
Job responsibilities
To supervise the admin/secretarial staff on a day-to-day basis in accordance with Trust policies.
To liaise with multi agencies teams and stakeholders regarding administration issues.
To undertake personal development reviews and support staff where training issues have been identified. Ensure staff compliance with all statutory and mandatory training.
To support the Deputy Support Services Manager with any administration projects, including the development, implementation and reviewing of new systems, capacity, and demand planning.
To hold monthly meetings with staff groups to cascade team brief information and to ensure that all new policy and procedural information is understood and implemented throughout the departments. To undertake staff 1:1s.
Assist the Deputy Support Services Manager in implementing Trust policy as relating to attendance, including sickness, absence, annual leave, and study leave. To undertake return to work interviews and refer to Occupation health as required.
Assist the Deputy Support Services Manager in implementing Trust policy as relating to capability and discipline, including participation in staff development plans, informal conduct agreements.
Assist Deputy Support Services Manager with recruitment and selection, including reviewing of applications and interviews.
To ensure that inductions are carried out for all new members of staff and service users who may work within the post holders services i.e., that includes fire procedures, facilities of the building and general rules and procedures within that location have been completed.
To ensure compliance with fire precaution/fire safety arrangements including weekly completion of checks required under Fire Register for premises.
To carry out workplace assessments to meet Health and Safety standards as required.
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Administration or Customer Care or equivalent
- 6 GCSE's or equivalent at Grade C or above
- Maths and English GCSE at Grade C or above or key skills equivalents
- OCR Level 2 in typing or equivalent
- ECDL or equivalent
Desirable
- Audio typing qualification
- Proven experience of Customer Care
Experience
Essential
- Experience of dealing with members of the public.
- Minimum 2 years' experience of working as a supervisor.
- Experience of working in a pressured environment.
- Ability to work to and meet deadlines.
Desirable
- Experience of working in a clinic/office environment.
- Experience of working within the health or social care sectors.
Skills
Essential
- Ability to motivate others.
- Ability to prioritise workload of self and others.
- Good organisational skills.
- Good keyboard skills.
- Ability to speak English to an appropriate standard relevant to their role with confidence and accuracy, using correct sentence structures, vocabulary and without hesitation.
- Ability to travel independently across the Trust.
- Ability to work flexibly in accordance with service needs.
- Maintenance of confidentiality.
- Ability to use filing systems which may involve bending and stretching in confined spaces.
- Ability to communicate effectively and overcome barriers to communication.
Knowledge
Essential
- Experience of using Microsoft Word and other Microsoft packages including external databases and software systems.
Person Specification
Qualifications
Essential
- NVQ Level 4 in Business Administration or Customer Care or equivalent
- 6 GCSE's or equivalent at Grade C or above
- Maths and English GCSE at Grade C or above or key skills equivalents
- OCR Level 2 in typing or equivalent
- ECDL or equivalent
Desirable
- Audio typing qualification
- Proven experience of Customer Care
Experience
Essential
- Experience of dealing with members of the public.
- Minimum 2 years' experience of working as a supervisor.
- Experience of working in a pressured environment.
- Ability to work to and meet deadlines.
Desirable
- Experience of working in a clinic/office environment.
- Experience of working within the health or social care sectors.
Skills
Essential
- Ability to motivate others.
- Ability to prioritise workload of self and others.
- Good organisational skills.
- Good keyboard skills.
- Ability to speak English to an appropriate standard relevant to their role with confidence and accuracy, using correct sentence structures, vocabulary and without hesitation.
- Ability to travel independently across the Trust.
- Ability to work flexibly in accordance with service needs.
- Maintenance of confidentiality.
- Ability to use filing systems which may involve bending and stretching in confined spaces.
- Ability to communicate effectively and overcome barriers to communication.
Knowledge
Essential
- Experience of using Microsoft Word and other Microsoft packages including external databases and software systems.
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).
Employer details
Employer name
Wrightington Wigan & Leigh Teaching Hospitals NHS Foundation Trust
Address
Pemberton Health Centre
Sherwood Drive
Pemberton
WN5 9QX
Employer's website
http://www.wwl.nhs.uk/ (Opens in a new tab)
