Job summary
Our Administration Team Leads play a very important role in our services, which not only contributes to ensure a consistently high standard of patient care as a member of a multi-disciplinary team but also motivates staff to get the best out of our admin teams. As part of your role you would manage the day to day co-ordination of a team of clerical staff and support the provision of an efficient administration and clerical service within the Institute of Transplant.
We are looking for an enthusiastic and driven individual to join our team who has leadership experience in the Institute of Transplant at the Freeman Hospital. As part of your role you will be responsible for the day to day management of staff and therefore someone who enjoys leading, supporting and encouraging teams is essential.
- Interview Date Tuesday, 17 September 2024
- 37 Hours 30 Minutes/Week
- You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy
Main duties of the job
If successful, you will be responsible for leading and motivating a team of clerical staff, liaising with clinical and non-clinical professional staff for the delivery of a high standard of care. Your role will directly impact patient experience and be part of providing seamless delivery of care.
You would be part of a service that is a centre of excellence for cardiac and respiratory care, providing some of the Trust's flagship services. We are one of the top units in the UK, providing specialist treatment for all types of heart and respiratory related conditions in adults and children across the Freeman, Royal Victoria Infirmary and Community. This is a crucial role to support our professional teams, so we are looking for someone confident and assertive, with the ability to multi-task and remain calm under pressure. In return, you will be part of an organisation that is committed to the development and training of all staff; and you will be supported to develop and broaden your knowledge and skills.
If any of the above excites you, we would love to hear from you! To get to know the role a bit further before you apply, please take a look at the Job Description and Person Specification attached. Why not give yourself a chance to share your current skills and experience with us and become part of our team.
About us
Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.
We have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.
We're also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.
Our staff oversee around 2 million patients 'contacts' each year, delivering high standards of healthcare.
Please see attached information on what Staff Benefits we have to offer at our Trust.
We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people's race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.
Job description
Job responsibilities
- To provide a secretarial service to our patients, families and wider clinical teams.
- To be responsible for the day-to-day organisation and management of an efficient Administration Team within our Transplant Service.. The daily supervision and deployment of Medical Secretaries and Administration Support.
- Communicates with patients regarding appointments and admissions at the request of the Medical staff.
- Audio typing of letters and documents and using our Voice Recognition system.
- Deal with telephone enquiries promptly.
- Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team.
- Day to day co-ordination and management of clerical staff.
- To support the provision of an efficient administration and clerical service.
As a flexible working friendly organisation, we want to be sure that you can 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. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Job description
Job responsibilities
- To provide a secretarial service to our patients, families and wider clinical teams.
- To be responsible for the day-to-day organisation and management of an efficient Administration Team within our Transplant Service.. The daily supervision and deployment of Medical Secretaries and Administration Support.
- Communicates with patients regarding appointments and admissions at the request of the Medical staff.
- Audio typing of letters and documents and using our Voice Recognition system.
- Deal with telephone enquiries promptly.
- Contribute to a consistently high standard of patient care as a member of a multi-disciplinary team.
- Day to day co-ordination and management of clerical staff.
- To support the provision of an efficient administration and clerical service.
As a flexible working friendly organisation, we want to be sure that you can 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. If it works for the service, we will do our best to make it work for you.
Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate.The method of payment is a salary deduction from your first months pay.
Person Specification
Qualifications & Education
Essential
- Knowledge and experience (NVQ Level 4 or equivalent experience) of the function of a multi- specialty outpatients department
Knowledge & Experience
Essential
- Knowledge and experience of staff training
- Knowledge and experience of NHS Procedures/Policies
- Experience in staff management/supervision
- Experience of dealing with patients /carer and members of the public
- Knowledge and experience of the selection and recruitment process
- In depth knowledge of the Patient Administration Computer system
- Understanding of patient's confidentiality issues
- Awareness of disciplinary procedures
- Experience in producing and implementing procedure manuals
- Understanding of the data protection act 1998
Desirable
- Previous NHS experience
- Previous Outpatients experience
- Perception of all Human Resource/Health and Safety issues
- Experience in outpatient waiting list management
Skills & Abilities
Essential
- Strong organisational skills
- Excellent communication skills
- Excellent IT skills
- Ability to lead/motivate staff
- Ability to work under pressure
- Customer care skills
- Capability of managing / liaising within a multi-disciplinary team
- Time management skills
- Excellent organisational skills
Desirable
- IT skills
- Excellent analytical skills
Person Specification
Qualifications & Education
Essential
- Knowledge and experience (NVQ Level 4 or equivalent experience) of the function of a multi- specialty outpatients department
Knowledge & Experience
Essential
- Knowledge and experience of staff training
- Knowledge and experience of NHS Procedures/Policies
- Experience in staff management/supervision
- Experience of dealing with patients /carer and members of the public
- Knowledge and experience of the selection and recruitment process
- In depth knowledge of the Patient Administration Computer system
- Understanding of patient's confidentiality issues
- Awareness of disciplinary procedures
- Experience in producing and implementing procedure manuals
- Understanding of the data protection act 1998
Desirable
- Previous NHS experience
- Previous Outpatients experience
- Perception of all Human Resource/Health and Safety issues
- Experience in outpatient waiting list management
Skills & Abilities
Essential
- Strong organisational skills
- Excellent communication skills
- Excellent IT skills
- Ability to lead/motivate staff
- Ability to work under pressure
- Customer care skills
- Capability of managing / liaising within a multi-disciplinary team
- Time management skills
- Excellent organisational skills
Desirable
- IT skills
- Excellent analytical skills
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).
