Job summary
We have an exciting opportunity for a motivated, enthusiastic Senior Administrator- Admin Team Lead to work within our Learning Disability Service Team within South Tees community, covering Redcar and Middlesbrough.
We are a small and friendly team, working in a busy and demanding NHS environment.
The post holder will be responsible for supervising the LD Admin Team and will provide admin support to the management team.
This is a 1 year fixed term opportunity.
Applicants must ensure that prior to applying they have agreement from their current line manager that they can be released on a secondment basis. In the event that permanent funding is secured for this post the successful applicant will be confirmed in post on a permanent basis.
You must have the Right to Work in the UK in order to be successfully appointed to this role. Please note, this role does not meet the required eligibility criteria for sponsorship under the Skilled Worker visa and therefore the Trust is unable to offer sponsorship for this particular role.
Main duties of the job
- To cover for other members of the admin team, including reception duties during times of absence / breaks where client face to face and telephone contact may be necessary.
- To work as a member of the admin team and to supervise the admin team.
- To participate in the appraisal of admin team members, in accordance with the Trust's Appraisal Policy.
- To coordinate and prioritise administration tasks in order to meet the needs of the service.
- To work in conjunction with all other staff within the team including Clinical, nursing and Administrative.
- To ensure the distribution, maintenance and recording of IT equipment for the team.
- To ensure all ASSET information is kept accurate and up to date.
- To cover morning Huddle meetings.
- Ability to input complex information, including clinical information and data into a computer throughout the working day accurately and effectively with interruptions from telephone calls and staff management responsibilities.
- Ability to multi task in an demanding working environment.
- To observe the rule of confidentiality with regard to patient data.
- Provides day-to-day supervision of administrative staff, delegating tasks as necessary, ensuring required standards are met and providing guidance as required.
- To ensure your own and that of the team members Statutory and Mandatory Training is kept up to date.
- To adhere to the Trust Policies and Procedures
About us
This role is at the heart of the multi-disciplinary team and is a pivotal role in the day-to-day operations. As part of the administration team you will work closely with clinicians, to ensure that they have everything they need to provide the best possible care to our service users.
We recognise that Administrators are professionals and are a valuable asset to our organisation. We understand that they have a key role in the support and delivery of our services and that their contribution helps us in achieving our aim of consistently providing safe and high quality care for our service users. The kind of care we would want for ourselves and for our loved ones.
Job description
Job responsibilities
We believe the job description will give you a clear picture of the day to day duties and tasks. Please read this thoroughly and if you have any questions, please don't hesitate to contact us - we'll be happy to help.
To be successfully shortlisted for this position, please read the job description carefully, and use your application to demonstrate how your knowledge, experience and skills match the post requirements.
Please feel free to contact us for an informal chat or more information about the role.
Job description
Job responsibilities
We believe the job description will give you a clear picture of the day to day duties and tasks. Please read this thoroughly and if you have any questions, please don't hesitate to contact us - we'll be happy to help.
To be successfully shortlisted for this position, please read the job description carefully, and use your application to demonstrate how your knowledge, experience and skills match the post requirements.
Please feel free to contact us for an informal chat or more information about the role.
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures.
Knowledge/Skills/Experience
Essential
- Adaptable approach to communication, professional with all staff, carers and service users.
- Negotiating and influencing skills.
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload.
- Human resources policies and procedures.
- To be able to critically analysis, appraise and problem solve
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure.
- Punctual and professional attitude and lead by example.
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns.
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback.
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service.
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities.
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary.
Person Specification
Qualifications
Essential
- BTEC Diploma/Level 3 Diploma in Leadership and Management OR equivalent (i.e. NVQ in Business Administration / RSA Level 3) OR equivalent knowledge gained through relevant work experience plus a willingness to work towards the Level 5 in Leadership and Management within an agreed timescale.
- IT Qualification (i.e. ECDL Qualification, RSA, NVQ in Business Administration) OR equivalent knowledge gained through relevant work experience.
- Key skills/functional skills in literacy and numeracy Level 2 OR O Level (Grade C and above) / New GCSE in Maths and English (Grade 4 to 9)
Experience
Essential
- Implementing and maintaining systems and processes within an administration team.
- Leading, supervising and training staff on administrative processes in a positive manner to facilitate delivery of an effective service
- Significant experience of working in an administrative environment including digital audio typing, Microsoft Office applications, diary management, filing systems, collating and presenting information.
- Co-ordinating meetings and associated duties.
- Extracting data and report preparation.
- Participation in service and quality improvement initiatives.
- Advanced typing skills and inputting data accurately and efficiency
Knowledge
Essential
- Understanding of data protection and service user / staff confidentiality in line with defined procedures and guidelines.
- A sound understanding of quality improvement initiatives.
- Organising and completing demands and workloads meeting deadlines using delegation where necessary.
- Problem solving for an area of work or developing alternative or additional procedures.
Knowledge/Skills/Experience
Essential
- Adaptable approach to communication, professional with all staff, carers and service users.
- Negotiating and influencing skills.
- Accurately transcribe data from a variety of sources, including digital dictation software.
- Flexible approach to working with the ability to use own initiative within role, using discretion when making decisions
- Ability to work autonomously and proactively and be accessible to team to support workload.
- Human resources policies and procedures.
- To be able to critically analysis, appraise and problem solve
- Maintain concentration and attention to detail whilst also dealing effectively with interruptions.
Personal Attributes
Essential
- To build rapport, engage and develop positive relationships. Courteous and sensitive to others needs or feelings
- Positive, motivated and the ability to be calm under pressure.
- Punctual and professional attitude and lead by example.
- Flexible approach to supporting colleagues and the service which may involve travelling to various locations and shift patterns.
- To take responsibility for self and committed to continual personal development, being able to accept and respond positively to feedback.
- Able to work in accordance with the Staff Compact and Trust Values and Behaviours. Promoting a positive image of the Service.
- Committed to promoting a positive image of people with mental health conditions and/or learning disabilities.
- Ability to deal with distressing or emotional circumstances and to support team members with signposting to additional services if necessary.
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).
