Admin Team Leader

Job description

Job responsibilities

Communication and Working Relationships

This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.

• To ensure that all staff are kept up to date with any relevant information via regular meetings.
• Communicate effectively in writing and verbally with various stakeholders such as:

Internal

• Consultants
• Nursing staff
• Medical Personnel
• Admin and Clerical staff
• Ancillary Staff
• Management
• Across the Trust

External

• Patients and Carers
• Members of the general public
• GPs
• Other Hospitals both in and out of the district
• To ensure that patients are treated with courtesy, dignity and respect.

Planning and Organisation

To ensure that an efficient and effective administrative support service is provided to the Department and contribute to the adjustment of plans and escalate unresolved issues to the Practice Manager.

• To facilitate and lead the implementation of ideas for service improvement within the remit of the role.
• To oversee and organise staff deployment, dependent on the needs of the relevant service.
• To deal with the initial stages of grievance and disciplinary procedures where required.
• To complete return to work meetings and absence in line with the Trusts Human Resources Policy.
• To participate in the recruitment and selection process, including assisting with shortlisting and take part in interview panels.
• To attend meetings, as required, to provide updates and ensure any changes are communicated and implemented within the Directorate
• To provide cover for the administration teams, in emergencies.
• Provide cover to the department on a rota basis 365 days per year which includes weekends, Christmas period and bank holidays.
• To arrange and attend the Junior Doctor Induction for each rotation.
• To arrange induction for Locum staff

Responsibility and Accountability

Responsible for the management of the administration team across the Emergency Floor

Policy and service responsibility

To contribute to the development of Standard Operating Procedures, their implementation and continual review.

• To train and coach staff to ensure compliance with Standard Operating Procedures.
• Validate and analyse the 4-hour breaches

Responsibility for finance, equipment and other resources

Authorise stationary orders

• Authorise Locum bank shifts
• Complete manpower sheets/Authorise Health roster recording overtime sickness/annual leave

Responsibility for supervision, leadership and management

To be responsible for the management of administration staff, including appraisals, annual leave, sickness absence achievement reviews, workplace risk assessments, flexible working requests, retire and return and ensure the practice manager is informed of any issues.

Service Delivery and Improvement

• The Jobholder will be expected to work with the minimum of supervision and prioritise their activities in order to ensure that an efficient service is provided across Emergency Services.
• Define, document and optimise Standard Operating Procedures to ensure services are consistently delivered.
• Take remedial action to address issues identified from risk assessments i.e. Health and Safety and escalate issues to the Practice Manager and Operational Support Manager for inclusion in the risk register.

Person Specification

Experience

Essential

• Good level of general education Maths and English
• Excellent IT Skills
• ILM Management qualification or relevant experience
• Rota Management
• Previous supervisory experience
• Ability to work under pressure
• Excellent communication skills

Desirable

• Recruitment and selection training
• Unit 4 Business world experience
• Knowledge of the Emergency Department computer systems
• Knowledge of hospital computer systems, NHS experience

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.

Certificate of Sponsorship

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).

Employer details

Employer name

Torbay and South Devon NHS Foundation Trust

Address

Torbay Hospital

Lowes Bridge

Torbay

TQ2 7AA

Employer's website

https://www.torbayandsouthdevon.nhs.uk (Opens in a new tab)