Job summary
Are you an experienced and motivated administrative professional looking to take your next step in your career? We are seeking a proactive and dynamic Administration Lead to oversee and support a team of administrators in delivering high-quality, efficient, and patient focused administrative services to the Cotswolds Integrated Community Team.
As the Administration Lead, you will play a crucial role in ensuring the smooth running of day-to-day operations, acting as the bridge between clinical staff, administrators, and service users. You will lead with compassion and clarity, supporting your team to meet performance targets, streamline processes and provide excellent support to our clinicians and patients.
This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys leading people, and is passionate about making a difference to healthcare services in the community, while upholding the highest standards of data accuracy and patient confidentiality.
Main duties of the job
The ideal candidate will have good attention to detail, excellent organisation skills, confident leadership, and the ability to prioritise busy workloads in a changing environment often under pressure. You will have strong communication, excellent interpersonal skills, need to be flexible, self-driven and a proactive approach to problem-solving are essential.
Skilled in Microsoft Office packages and ideally familiarity of systems such as electronic patient records and rostering.
If you're someone who enjoys leading a team, improving processes, can engage with clinical, managerial and administrative teams to provide visible leadership, and would enjoy making a difference behind the scenes in patient care, we would like to hear from you.
The qualification, training & experience requirements for the role are underlined in the Job Description/Person Specification.
About us
We have a skilled and dedicated workforce of over 5000 colleagues working in a diverse range of services over 55 sites and within people's homes. We strive to enable a welcoming workplace culture that builds and celebrates civility, inclusivity and diversity, while providing a sense of belonging and trust.
Annual staff surveys, regular Pulse surveys and other engagement opportunities provide our people with lots of opportunity to tell us about their experiences of working with us. In the latest staff survey, 61% of colleagues gave us their views. It was great to hear that:
- 72% of colleagues would recommend the Trust as a place to work, ranking us 1st for Provider Trusts in the South West region on this question.
- 76% would recommend the standard of care provided in our services if a friend or relative needed treatment, also ranking us 1st in the South West region.
- 81% said that care of patients and service users is the Trust's priority, compared with an average in comparable NHS Trusts in England of 64%.
This high-level overview shows we are in a healthy position, with higher scores than average for comparable organisations, alongside a great response rate, indicating good staff engagement. However, we also know we have plenty of room for improvement in many areas. To that end, we continue to prioritise and invest in our commitment to genuinely becoming a Great Place to Work with consistent top-quartile performance in the annual staff survey and Pulse surveys.
Job description
Job responsibilities
Acting as a first point of contact for the organisation, you must be able to maintain a calm and appropriate manner in a variety of situations and seek support as required.
Manage on a daily basis the administrative support team ensuring that individuals have clear work programmes and objectives that are reviewed regularly.
Review the quality of information / data produced by the team to ensure it meets corporate standards and is fit for purpose. Put processes in place to ensure that all required data is captured correctly.
Ensure that changes are communicated to the teams, senior managers and support areas of the organisation in a clear, appropriate and timely fashion using a variety of means such as face to face meetings, workshops, creating newsletters or other written communications and leading and developing briefings.
Develop and maintain office systems to ensure the effective and smooth running of the office and to take personal responsibility for maintaining and seeking potential opportunities for improving standards.
Take responsibility for ensuring any actual or anticipated difficulties are resolved and any actual or anticipated impact communicated to those affected and the senior management within the organisation
Job description
Job responsibilities
Acting as a first point of contact for the organisation, you must be able to maintain a calm and appropriate manner in a variety of situations and seek support as required.
Manage on a daily basis the administrative support team ensuring that individuals have clear work programmes and objectives that are reviewed regularly.
Review the quality of information / data produced by the team to ensure it meets corporate standards and is fit for purpose. Put processes in place to ensure that all required data is captured correctly.
Ensure that changes are communicated to the teams, senior managers and support areas of the organisation in a clear, appropriate and timely fashion using a variety of means such as face to face meetings, workshops, creating newsletters or other written communications and leading and developing briefings.
Develop and maintain office systems to ensure the effective and smooth running of the office and to take personal responsibility for maintaining and seeking potential opportunities for improving standards.
Take responsibility for ensuring any actual or anticipated difficulties are resolved and any actual or anticipated impact communicated to those affected and the senior management within the organisation
Person Specification
Qualifications
Essential
- Diploma or NVQ level 4 in Business Administration or appropriate equivalent qualification or equivalent experience.
- Educated to GCSE level in Mathematics and English to Grade C or above.
Length and/or nature of experience
Essential
- Experience of working in a busy office environment.
- Experience of undertaking complex administrative tasks, progress chasing and working to tight deadlines.
- Significant experience of managing administrative functions and budgets.
- Experience of line management, delegation, supervision and performance assessment.
- Ability to support the improvement of business processes
Desirable
- Experience of working within a complex statutory organisation.
- Project management
Professional/Managerial/Specialist Knowledge
Essential
- Skilled in Microsoft Office Packages, e.g. Word, Excel, and PowerPoint and use of computers and keyboards for typing of reports, email and auditing work and contributing to business plans and presentations.
- Familiarity of systems such as electronic patient records, rostering, finance.
Personal Skills, Abilities and Attributes
Essential
- Positive attitude to problem solving, innovation and a flexible adaptable approach to challenges.
- Excellent organisational skills with ability to respond to tight deadlines and handle priorities.
Other requirements
Essential
- Access to a vehicle which is insured in your name for business purposes and a valid full UK Driving License
Person Specification
Qualifications
Essential
- Diploma or NVQ level 4 in Business Administration or appropriate equivalent qualification or equivalent experience.
- Educated to GCSE level in Mathematics and English to Grade C or above.
Length and/or nature of experience
Essential
- Experience of working in a busy office environment.
- Experience of undertaking complex administrative tasks, progress chasing and working to tight deadlines.
- Significant experience of managing administrative functions and budgets.
- Experience of line management, delegation, supervision and performance assessment.
- Ability to support the improvement of business processes
Desirable
- Experience of working within a complex statutory organisation.
- Project management
Professional/Managerial/Specialist Knowledge
Essential
- Skilled in Microsoft Office Packages, e.g. Word, Excel, and PowerPoint and use of computers and keyboards for typing of reports, email and auditing work and contributing to business plans and presentations.
- Familiarity of systems such as electronic patient records, rostering, finance.
Personal Skills, Abilities and Attributes
Essential
- Positive attitude to problem solving, innovation and a flexible adaptable approach to challenges.
- Excellent organisational skills with ability to respond to tight deadlines and handle priorities.
Other requirements
Essential
- Access to a vehicle which is insured in your name for business purposes and a valid full UK Driving License
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.
