Job summary
We are currently looking to recruit an enthusiastic and motivated Admin Team Lead to support our Specialist Services based in Peterborough and Cambridge. This role will provide operational day to day management for our admin teams and will also support the Clinical Service Managers with PA duties, Key Performance Indicators compliance and service improvement initiatives.
This role is based Mon- Fri 9-5pm at 53 Thorpe Road, Peterborough and will involve managing the admin teams in the Admin Service.
The ideal candidate will be highly organised, a good communicator and have extensive experience of working in a senior administration role. You will enjoy working in a fast paced environment and be comfortable prioritising and managing a varied workload. You will need to be experienced in managing change and have confidence in collaborating with senior members of the team.
There will be staff management across a range of situations, previous competence in this field is required. You will be proficient working with Clinical Systems; preferably System One, Microsoft Excel/ Word and PowerPoint and be confident to provide first line support for basic I.T. issues.
Main duties of the job
You will possess extensive leadership and supervision experience with a desire to support and develop staff, with strong communication and organisation skills, and a flexible approach. You will enjoy working in a fast paced environment and be comfortable prioritising and managing a varied workload. You will need to be confident in managing change, HR matters and must be proficient working with Microsoft Excel/ Word and PowerPoint and be confident to provide first line support for basic I.T. issues.
We will provide the necessary support to ensure development within the role. We are keen to support and develop our staff through a clear career pathway and encourage promotional opportunities within the Trust.
If you are looking for a new challenge, enjoy variety in your work and wish to be part of a team striving to make a difference for our community then we want to hear from you.
About us
Cambridgeshire & Peterborough NHS Foundation Trust is a health & social care organisation dedicated to providing high quality care with compassion to improve the health & wellbeing of the people we care for, as well as supporting & empowering them to lead a fulfilling life.
Our clinical teams deliver many NHS services not only via inpatient and primary care setting but also with the community. These services include Children, Adult & Older Peoples mental & physical health, Forensic & Specialist mental health, Learning Disabilities, Primary Care & Liaison psychiatry, Substance misuse, Social care, Research & Development.
To achieve our goal, we look to recruit high calibre candidates that share our vision & values. As an equal opportunities employer, we encourage applications from all sectors of the community, particularly from under-represented groups including disabled people & members of our ethnic minorities & LGBTQ+ communities.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- To provide leadership and manage a team of administrative staff including undertaking appraisals, supervision, training and development of Band 3 and Band 4 staff
- To provide leadership and manage a team of administrative staff across a variety of services, including producing staff rosters.
- The post holder will support Service and Team Managers by implementing guidelines and protocols for administration services, setting up and developing systems, processes and procedures to support the efficient and effective management of resources against agreed financial and activity targets
- The post holder will assist the Directorates Operational Administration Managers to monitor and report on quality, productivity, financial, waiting time, access and CQUIN targets, standards and performance indicators.
- To provide support with ongoing budget management
- To be responsible for dealing with telephone complaints/enquiries and other communication with a high degree of tact, diplomacy and confidentiality in line with CPFT procedures and policies
- Participate in root cause analysis and trend analysis of complaints, SI incident and/or near misses reported, engaging the clinical governance department and working with other colleagues as appropriate to investigate
- Ensure that all lessons learnt from complaints are captured and disseminated across the service are and to a wider audience where relevant
- To lead and manage in the recruitment, in line with processes and policies, for all administrative staff.
Job description
Job responsibilities
Please refer to the attached job description and person specification for full details of responsibilities.
- To provide leadership and manage a team of administrative staff including undertaking appraisals, supervision, training and development of Band 3 and Band 4 staff
- To provide leadership and manage a team of administrative staff across a variety of services, including producing staff rosters.
- The post holder will support Service and Team Managers by implementing guidelines and protocols for administration services, setting up and developing systems, processes and procedures to support the efficient and effective management of resources against agreed financial and activity targets
- The post holder will assist the Directorates Operational Administration Managers to monitor and report on quality, productivity, financial, waiting time, access and CQUIN targets, standards and performance indicators.
- To provide support with ongoing budget management
- To be responsible for dealing with telephone complaints/enquiries and other communication with a high degree of tact, diplomacy and confidentiality in line with CPFT procedures and policies
- Participate in root cause analysis and trend analysis of complaints, SI incident and/or near misses reported, engaging the clinical governance department and working with other colleagues as appropriate to investigate
- Ensure that all lessons learnt from complaints are captured and disseminated across the service are and to a wider audience where relevant
- To lead and manage in the recruitment, in line with processes and policies, for all administrative staff.
Person Specification
Education/Qualifications
Essential
- A-Level or equivalent acquired through experience
- NVQ Level 4 in Business Administration or equivalent acquired through experience
- OCR RSA Word processing level 3 and OCR RSA Text processing level 2, or equivalent acquired through experience
Desirable
- Willingness to undertake a Leadership or Management Qualification
Experience
Essential
- Significant experience of staff management
- Evidence of successful working within multi-disciplinary teams
- Evidence of managing workload and ability to prioritise
- Evidence of project management
Desirable
- Experience of working with wider stakeholder groups
Skills & Abilities
Essential
- Decision making and problem solving skills
- Ability to use performance management information and demonstrate understanding of performance information
- Exceptional team building skills with the ability to negotiate and influence, which maintaining good working relationships
- Ability to effectively introduce and manage change
- Excellent IT skills with aptitude for learning new databases and training staff in use of the same
- Ability to prioritise competing priorities and delegate work appropraitely
- Ability to organise rotas
Physical Requirements
Essential
- Ability to spend prolonged periods using a computer
Person Specification
Education/Qualifications
Essential
- A-Level or equivalent acquired through experience
- NVQ Level 4 in Business Administration or equivalent acquired through experience
- OCR RSA Word processing level 3 and OCR RSA Text processing level 2, or equivalent acquired through experience
Desirable
- Willingness to undertake a Leadership or Management Qualification
Experience
Essential
- Significant experience of staff management
- Evidence of successful working within multi-disciplinary teams
- Evidence of managing workload and ability to prioritise
- Evidence of project management
Desirable
- Experience of working with wider stakeholder groups
Skills & Abilities
Essential
- Decision making and problem solving skills
- Ability to use performance management information and demonstrate understanding of performance information
- Exceptional team building skills with the ability to negotiate and influence, which maintaining good working relationships
- Ability to effectively introduce and manage change
- Excellent IT skills with aptitude for learning new databases and training staff in use of the same
- Ability to prioritise competing priorities and delegate work appropraitely
- Ability to organise rotas
Physical Requirements
Essential
- Ability to spend prolonged periods using a computer
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).
