Job summary
An exciting opportunity has become available in the Community Paediatric services in St Helens for an Administrative supervisor. This role will be primarily based in the Developmental Paediatric service, at the Millennium centre and will provide line management for admin staff based in the Children's Community Nursing team and Paediatric Continence service at Lowe House Health centre.
Main duties of the job
To provide leadership management, supervision, and development of an effective flexible administrative support team, and provide comprehensive confidential secretarial and administrative function to a multi-disciplinary team working both autonomously and as part of the team, resolving or referring problems as necessary. In addition the post holder will have an important role in assisting the Administrative Service Manager as a focal point for communication for all staff within the team.
The post holder will contribute to the development and management of the administrative and clerical support services provided across services.The post holder will establish, maintain and develop professional working relationships with all departments to ensure fit for purpose service is delivered.Reporting to the Administration Service Coordinator the post holder will work under their own initiative and will have significant discretion to manage their own workload. The post holder will manage and delegate tasks are appropriate to their team.To provide an efficient and effective reception service and clerical support to the multidisciplinary clinical teams
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
- Rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Job description
Job responsibilities
The post holder will demonstrate an attitude which respects and values service users and their carers. The post holder will embrace the core values of the organisation. These principles will recognise the need to:Promote safe practices Value the aims of service users Work in partnership and offer meaningful choice Be optimistic about the possibilities of meaningful change Value social inclusion
Directly manage and supervise on a day to day basis members of the Administrative Team to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover acrossthe service and Borough Wide.
Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies
Responsibility for the provision of a range of typing, administrative and clerical support through staff in the Administrative Team
To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
Responsibility for the completion of SVLs/E-Roster for the Admin Team, ensuring documentation is accurate and completed within designated timescales.
Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Team
Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
Assist Administration Service Coordinator in the implementation of Trust Policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
For a comprehensive overview of the duties of this role please consult the job description.
Job description
Job responsibilities
The post holder will demonstrate an attitude which respects and values service users and their carers. The post holder will embrace the core values of the organisation. These principles will recognise the need to:Promote safe practices Value the aims of service users Work in partnership and offer meaningful choice Be optimistic about the possibilities of meaningful change Value social inclusion
Directly manage and supervise on a day to day basis members of the Administrative Team to include Personal Development Plans/individual Performance Reviews and provision of advice and support as appropriate.
Responsibility for ensuring the provision of effective and efficient administrative support to a multi-disciplinary team including the organisation of staff ensuring adequate staff absence cover acrossthe service and Borough Wide.
Responsibility for providing regular formal supervision for each member of the Administrative Team providing leadership, promoting a learning culture for colleagues and other agencies
Responsibility for the provision of a range of typing, administrative and clerical support through staff in the Administrative Team
To co-ordinate/participate in the recruitment process as necessary, including job advert, short listing and interviewing prospective candidates as a member of the interview panel, and liaising with HR with regards to progress.
Responsibility for the completion of SVLs/E-Roster for the Admin Team, ensuring documentation is accurate and completed within designated timescales.
Responsibility for the recording of staff absence in accordance with inter-agency policies and processing of the sickness absence policy. In addition, undertaking return to work reviews of the Administrative Team
Monitor quality standards in the administrative team in respect of departmental communications including manual/computer data, file archiving etc.
Assist Administration Service Coordinator in the implementation of Trust Policies and Procedures within the team including assisting in the development of policies, procedures and guidelines.
For a comprehensive overview of the duties of this role please consult the job description.
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent qualification/equivalent experience
- Evidence of continued professional development
Knowledge
Essential
- Supervisor/managerial experience in a healthcare environment
- Knowledge of NHS data standards and definitions
- working knowledge of hospital information system and choose to book system
- Use of computer systems
- Previous experience of training staff
- Experience in dealing directly with the public
Desirable
- Knowledge of the role of information in supporting clinical process
Skills
Essential
- Excellent interpersonal skills, communication and leadership and management skills
- Ability to relate effectively and communicate clearly and professionally at all levels
- Ability to work within a team environment/operate as a team member
- To be organized with a logical approach to work
- Administration and organization skills
Desirable
- Knowledge of email systems
- Knowledge of medical terminology
Other
Essential
- Ability to cope under pressure and work to ambitious deadlines
- Ability to work on own initiative
Desirable
- Car owner/car assisted driver
Person Specification
Qualifications
Essential
- Educated to GCSE Level or equivalent qualification/equivalent experience
- Evidence of continued professional development
Knowledge
Essential
- Supervisor/managerial experience in a healthcare environment
- Knowledge of NHS data standards and definitions
- working knowledge of hospital information system and choose to book system
- Use of computer systems
- Previous experience of training staff
- Experience in dealing directly with the public
Desirable
- Knowledge of the role of information in supporting clinical process
Skills
Essential
- Excellent interpersonal skills, communication and leadership and management skills
- Ability to relate effectively and communicate clearly and professionally at all levels
- Ability to work within a team environment/operate as a team member
- To be organized with a logical approach to work
- Administration and organization skills
Desirable
- Knowledge of email systems
- Knowledge of medical terminology
Other
Essential
- Ability to cope under pressure and work to ambitious deadlines
- Ability to work on own initiative
Desirable
- Car owner/car assisted driver
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).
