Job summary
The Children's Directorate is looking for a dynamic and enthusiastic Administration Team Leader to join our amazing team.
Main duties of the job
The post holder will be responsible for supporting and leading a team of administration staff to provide a quality service which is efficient and effective in the delivery of the patient pathway experience. The post holder will act with autonomy for the day to day management of the administration staff within their remit.You will lead and mentor the administration team to ensure an excellent level of customer service.The post holder will be expected to form strong working relationships with the Management Team, Clinical Leads and Corporate departments. They will also liaise closely with patients, carers, GP's and other external Trusts.
About us
Oxford University Hospitals (OUH) is a world-renowned centre of clinical excellence and one of the largest NHS teaching trusts in the UK. We became a Foundation Trust on 1 October 2015 and believe that this will enable us to work more effectively in partnership with our patients and our local community to provide high quality healthcare.
The Trust is made up of four hospitals - the John Radcliffe Hospital(which includes the Children's Hospital, West Wing, Eye Hospital, Heart Centre, and Women's Centre), the Churchill Hospital and the Nuffield Orthopaedic Centre, all located in Oxford, and the Horton General Hospital in Banbury, north Oxfordshire.
Our collaboration with the University of Oxford underpins the quality of the care that is provided to patients, from the delivery of high-quality research, bringing innovation from the laboratory bench to the bedside, to the delivery of high-quality education and training of doctors.
Job description
Job responsibilities
Responsibilities- Responsible for the management of the clinical administration team providing training and supportincluding leading team meetings and 1:1s.-To recruit new staff to the team making sure that all staff have regular appraisals and deal with anyformal disciplinary meetings.-Oversee the administration team when covering for absences and allocating the workload in orderto provide a consistently high level of service.- Monitor and take appropriate action to deal with poor performance when necessary following theTrust policy.-Represent the service at various meetings as required to ensure that the outcomes and actions ofthese meetings are communicated back to the team appropriately and in a timely manner.-Meet regularly with the Administration Manager to discuss current waiting time capacity issues and-Promote good team working, act as a mentor to staff within the team. To be proactive indeveloping initiatives to promote staff engagement and customer care.- Ensure that accurate records are kept on e-rostering of annual leave, sickness and any other specialleave.-Ensure that there is secretarial cover for governance meetings and that all relevant paperwork isprepared and distributed in a timely manner.-Ensure that all Return to Work Meetings following sickness absence are completed in a timelymanner and are recorded appropriately.- Promote innovative, modern methods of working, adhering to data protection legislation, monitorand assess the on-going needs for the administration services within all areas and developinnovative approaches to ensure these needs are met.-To participate in the design and implement departmental policies (SOPs) to ensure the departmentruns efficiently.- To carry out team 1:1s on a regular basis and develop and personal development plan (PDP) withthe administration staff to ensure training and development needs are adequately met.- To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilitiesand aptitudes are developed, and potential maximised in accordance with Trust Policies.- To perform annual appraisals for all administration staff in accordance with Trust protocol.- Ensure all staff is up to date with their Trust Statutory and Mandatory training.- Deputise for the Patient Access & Administration Manager during periods of absence or highdemand.-Any other duties commensurate with the band and deemed appropriate by line manager.
Job description
Job responsibilities
Responsibilities- Responsible for the management of the clinical administration team providing training and supportincluding leading team meetings and 1:1s.-To recruit new staff to the team making sure that all staff have regular appraisals and deal with anyformal disciplinary meetings.-Oversee the administration team when covering for absences and allocating the workload in orderto provide a consistently high level of service.- Monitor and take appropriate action to deal with poor performance when necessary following theTrust policy.-Represent the service at various meetings as required to ensure that the outcomes and actions ofthese meetings are communicated back to the team appropriately and in a timely manner.-Meet regularly with the Administration Manager to discuss current waiting time capacity issues and-Promote good team working, act as a mentor to staff within the team. To be proactive indeveloping initiatives to promote staff engagement and customer care.- Ensure that accurate records are kept on e-rostering of annual leave, sickness and any other specialleave.-Ensure that there is secretarial cover for governance meetings and that all relevant paperwork isprepared and distributed in a timely manner.-Ensure that all Return to Work Meetings following sickness absence are completed in a timelymanner and are recorded appropriately.- Promote innovative, modern methods of working, adhering to data protection legislation, monitorand assess the on-going needs for the administration services within all areas and developinnovative approaches to ensure these needs are met.-To participate in the design and implement departmental policies (SOPs) to ensure the departmentruns efficiently.- To carry out team 1:1s on a regular basis and develop and personal development plan (PDP) withthe administration staff to ensure training and development needs are adequately met.- To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilitiesand aptitudes are developed, and potential maximised in accordance with Trust Policies.- To perform annual appraisals for all administration staff in accordance with Trust protocol.- Ensure all staff is up to date with their Trust Statutory and Mandatory training.- Deputise for the Patient Access & Administration Manager during periods of absence or highdemand.-Any other duties commensurate with the band and deemed appropriate by line manager.
Person Specification
Experience and Skills
Essential
- Substantial relevant experience in administration and a proven background of leading/supervising a team or service.
- Experience of working with clinicians and other health care professionals.
- Ability to lead and motivate staff.
- Excellent communication and negotiating skills.
- Ability to prioritise conflicting demands on resources to deliver challenging targets.
- Good organisational and time management skills.
Desirable
- Experience of working within the NHS Experience of working in a multi-disciplinary environment.
- Diary management.
- Experience managing a team.
Education and Professional Qualifications
Essential
- Degree or equivalent professional qualification/ training or experience.
- Good standard of general education (GCSE, A-Level or equivalent).
- ECDL or equivalent training in Microsoft Office.
Desirable
Knowledge
Essential
- Excellent understanding of people management.
- Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent).
- Advanced analytical and decision making and resolving complex work related issues.
- Knowledge and understanding of clinical governance.
Person Specification
Experience and Skills
Essential
- Substantial relevant experience in administration and a proven background of leading/supervising a team or service.
- Experience of working with clinicians and other health care professionals.
- Ability to lead and motivate staff.
- Excellent communication and negotiating skills.
- Ability to prioritise conflicting demands on resources to deliver challenging targets.
- Good organisational and time management skills.
Desirable
- Experience of working within the NHS Experience of working in a multi-disciplinary environment.
- Diary management.
- Experience managing a team.
Education and Professional Qualifications
Essential
- Degree or equivalent professional qualification/ training or experience.
- Good standard of general education (GCSE, A-Level or equivalent).
- ECDL or equivalent training in Microsoft Office.
Desirable
Knowledge
Essential
- Excellent understanding of people management.
- Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent).
- Advanced analytical and decision making and resolving complex work related issues.
- Knowledge and understanding of clinical governance.
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
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).
