Job summary
The post holder will work collaboratively and pro-actively with the Community Operational Manager to co-ordinate and manage all administration processes and operational issues effectively. They will also be responsible for the smooth running of the service across the quadrant on a daily basis, assisting the Community Operational Manager and Team Leader to ensure Key Performance Indicators, Quality and Performance targets are met.
The post holder will provide leadership within the quadrant ensuring that the teams facilitate effective service delivery and compliance to required local and NHS standards.
The post holder must display a considerable degree of initiative, possess reasonable judgement and maintain a calm, friendly and efficient manner when dealing with staff, service users, colleagues and visitors.
The post holder will be highly proficient in using information and communication systems and technology, with a willingness and aptitude to develop this expertise.
All staff should comply with the Trust's Anti-Discriminatory Statement, Employee Charter, Trust Policies and Procedures, Code of Conduct and Equality and Diversity.
Main duties of the job
An exciting opportunity has arisen for an experienced Administration Team Leader, band 5 to lead the Administrative function work our East CYPMHS Quadrant. This is a new and exciting role whereby the successful candidate will be able to work closely with the East CYPMHS Community Operational Manager to shape and develop the role further to ensure that the Administrative function supports the needs of the team.
The successful candidate will be responsible for the administrative function across 2 sites (Rosanne House in Welwyn Garden City and Hoddesdon Health Centre in Hoddesdon) and will have direct line management responsibility of Administrative Staff across both sites, therefore management experience is essential.
You will need to have excellent interpersonal skills and the ability to be flexible, motivate, influence and inspire. The role will also require the ability to multi-task and prioritise as well be organised and work under your own initiative and the ability to work as a team player.
In addition to the above, the successful candidate will require advanced Microsoft Office knowledge, including excel skills and experience of validating and presenting performance data, strong written, verbal and face to face communication skills, excellent planning and organisational skills, be self-motivated and use own initiative to resolve day to day queries.
For further details, please contact:
Sharon Marsden on sharon.marsden2@nhs.net
About us
Hertfordshire Partnership University NHS Foundation Trust are one of just five mental health trusts to achieve an overall rating of 'Outstanding' from theCare Quality Commission
Our family of over 4,000 members of staff provide health and social care for people with mental ill health, physical ill health and learning disabilities across Hertfordshire, Buckinghamshire, Essex and Norfolk, delivering these services within the community and several inpatient settings. Everything is underpinned by choice, independence and equality, with our Trust values embedded throughout:
Welcoming. Kind. Positive. Respectful. Professional.
Job description
Job responsibilities
Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.
- To be responsible for specifically line managing the Band 4 Senior Administrators and overseeing performance of all administration staff, to maintain an efficient and dedicated service, ensuring information systems are updated and monitored to provide accurate data to patients, clinical teams and managers.
- To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records.
- To be highly skilled and experienced in the full range of organisational and administrative work practices, patient record sources, software programmes, and specialised functional terms.
- To be highly proficient and expert in Trust ICT systems, advising and guiding others in team, supporting new users and instructing them as necessary.
- To source and maintain a good working knowledge of medical terminology.
- To be proficient in using Microsoft programmes to support diary management.
- To ensure adequate administration/ secretarial cover. Monitor staff workloads and allocate work according to staffing levels, adjusting these during periods of sickness or unexpected changes in workload to meet the needs of the clinical team.
Job description
Job responsibilities
Responsible for ensuring all communication is accurately and appropriately undertaken using methods and terminology appropriate to the needs of the service and teams.
- To be responsible for specifically line managing the Band 4 Senior Administrators and overseeing performance of all administration staff, to maintain an efficient and dedicated service, ensuring information systems are updated and monitored to provide accurate data to patients, clinical teams and managers.
- To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records.
- To be highly skilled and experienced in the full range of organisational and administrative work practices, patient record sources, software programmes, and specialised functional terms.
- To be highly proficient and expert in Trust ICT systems, advising and guiding others in team, supporting new users and instructing them as necessary.
- To source and maintain a good working knowledge of medical terminology.
- To be proficient in using Microsoft programmes to support diary management.
- To ensure adequate administration/ secretarial cover. Monitor staff workloads and allocate work according to staffing levels, adjusting these during periods of sickness or unexpected changes in workload to meet the needs of the clinical team.
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- GCSE qualifications or equivalent
- Degree level qualification or equivalent experience
- Willingness to complete further training and qualification identified as appropriate to the role
- Communications skills / Leadership training
PREVIOUS EXPERIENCE
Essential
- Extensive experience of working in an office environment.
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience.
- Range of work procedures and practices; base level of theoretical knowledge.
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Desirable
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Trained and experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- To be proficient in diary management.
- Proficient in email management
- Maintain a filing system, both paper and computerised systems
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- Range of routine work procedures requiring job training
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
- High level of literacy
- High level of numeracy
- Proficient knowledge of EPR
ANALYTICAL SKILLS
Essential
- Able to use their own judgement to find solutions to visitor/staff requests/needs through the use of analytical and problems solving skills.
- Is able to confidently ? Escalate issues when necessary. ? Prioritise work ? Resolve conflicting diary appointments and schedules
- Able to maintain spreadsheets and analyse and disseminate data
Person Specification
QUALIFICATIONS/EDUCATION/TRAINING
Essential
- GCSE qualifications or equivalent
- Degree level qualification or equivalent experience
- Willingness to complete further training and qualification identified as appropriate to the role
- Communications skills / Leadership training
PREVIOUS EXPERIENCE
Essential
- Extensive experience of working in an office environment.
- Knowledge of secretarial or administrative procedures and systems, some of which are non-routine and non-routine activities such as answering queries, progress chasing, taskrelated problem solving, acquired through experience.
- Range of work procedures and practices; base level of theoretical knowledge.
- Knowledge and experience to deal with nonroutine issues such as problem solving for an area of work or developing alternative or additional procedure
- Knowledge of specialist functional / medical/legal terms, organisational policies and procedures
Desirable
- Experience in a mental health environment or NHS
SKILLS/KNOWLEDGE/ABILITY
Essential
- Trained and experienced at intermediate level in a range of software packages; Word, Excel PowerPoint
- To be proficient in diary management.
- Proficient in email management
- Maintain a filing system, both paper and computerised systems
- To manage and organise own time and work efficiently and adhere to deadlines to enable the smooth running of the department
- Range of routine work procedures requiring job training
- Knowledge of administrative systems, admission, patient information systems, hospital departments, clerical / office procedures, data input procedures acquired through on-the-job training
- High level of literacy
- High level of numeracy
- Proficient knowledge of EPR
ANALYTICAL SKILLS
Essential
- Able to use their own judgement to find solutions to visitor/staff requests/needs through the use of analytical and problems solving skills.
- Is able to confidently ? Escalate issues when necessary. ? Prioritise work ? Resolve conflicting diary appointments and schedules
- Able to maintain spreadsheets and analyse and disseminate data
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.
