Job summary
**This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested**
We have an exciting opportunity for a Fixed TermBand 4 Admin Team Lead in the Learning Disabilities Service. 37.5 hours per week - Fixed Term contract for 6 months
The Learning Disabilities Service provides a range of services for people in the West Midlands to assist them in managing their learning disabilities. All our services are provided by teams of clinical professionals and support staff who aim to provide integrated services in ways that best meet the needs of patients and their carers. You must enjoy working within a multi-disciplinary team and have the ability to relate to our service users, carers, parents and members of the public.
This is an exciting opportunity for an individual who relishes a challenge and is keen to demonstrate their skills and abilities in using their own initiative, working in a fast paced environment. A calm but proactive approach with the ability to multi-task is desirable.
The post holder will take the lead role in maintaining all aspects of a high-level administration and business support on a day to day basis ensuring efficient and effective running of all administrative and office systems within the Learning Disabilities Service. Working with managers and clinicians to support other administrative staff to ensure the smooth running of all office-based systems.
Main duties of the job
- To work on own initiative, without supervision and to prioritise and manage own workload and delegate to Team Administrative Support Assistants, ensuring that service objectives and targets are met.
- Plan and organise meetings with colleagues and outside agencies, use planning skills to determine the importance of meetings/events and organise them in an appropriate timescale.
- To be responsible for the preparation of draft agenda's, taking minutes/action notes, and provide other high standard service support for meetings as required ie Operational Meetings, MDT, investigations.
- As and when required to be responsible for chairing and regular attendance by the team at regular administrative team meetings, ensuring minutes/notes are accurately taken and any action from those meetings are followed up.
- Provision of a comprehensive word processing service using Microsoft Office packages including the typing of confidential/clinical correspondence from manuscript or audio/digital transcription.
- To be responsible for the patient pathway process as per the electronic patient record system (Rio), as and when required, eg referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription. Notify manager/clinician of potential or real delays for a patient in the pathway particularly with regard to the RTT status.
About us
IMPORTANT
- Please ensure you check your Trac account regularly as this is how we will communicate with you during the shortlisting and selection proces
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address
Birmingham Community Healthcare NHS Foundation Trust (BCHC) has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, parents and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehabilitation Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for better care and healthier communities, we want to hear from you.
Job description
Job responsibilities
- To work on own initiative, without supervision and to prioritise and manage own workload and delegate to Team Administrative Support Assistants, ensuring that service objectives and targets are met.
- Plan and organise meetings with colleagues and outside agencies, use planning skills to determine the importance of meetings/events and organise them in an appropriate timescale.
- To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Operational Meetings, MDT, investigations.
- As and when required to be responsible for chairing and regular attendance by the team at regular administrative team meetings, ensuring minutes/notes are accurately taken and any action from those meetings are followed up.
- Provision of a comprehensive word processing service using Microsoft Office packages including the typing of confidential/clinical correspondence from manuscript or audio/digital transcription.
- To be responsible for the patient pathway process as per the electronic patient record system (Rio), as and when required, eg referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription. Notify manager/clinician of potential or real delays for a patient in the pathway particularly with regard to the RTT status.
- To ensure the implementation and maintenance of an effective filing and retrieval system for the hub (archiving).
- Resolve or re-direct telephone enquiries, letters and post which are routine/non-routine that come through the administration team from patients and professionals.
- Delegation of daily administrative tasks to include opening and sorting of post, photocopying, filing, faxing, scanning, typing correspondence and other documents.
- Order stock (stationary) and non-stock items for hub/service if required using the appropriate budget code.
- To supervise designated administrative staff. To ensure effective communication..
- To support new team members to ensure awareness of the functions that are in existence for the administration structure and immediate team with reference to the Standard Operating Procedures within the department.
- Develop and empower all members of the team to perform to high standards and innovate.
- Provide cover for other administrative staff members during periods of annual leave and sickness absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.
- Ensure supportive staff management arrangements are in place and carry out annual personal development reviews for direct reports resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework.
- Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs.
- Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staffs perception about their working lives are measured and improvements made.
Job description
Job responsibilities
- To work on own initiative, without supervision and to prioritise and manage own workload and delegate to Team Administrative Support Assistants, ensuring that service objectives and targets are met.
- Plan and organise meetings with colleagues and outside agencies, use planning skills to determine the importance of meetings/events and organise them in an appropriate timescale.
- To be responsible for the preparation of draft agendas, taking minutes/action notes, and provide other high standard service support for meetings as required ie Operational Meetings, MDT, investigations.
- As and when required to be responsible for chairing and regular attendance by the team at regular administrative team meetings, ensuring minutes/notes are accurately taken and any action from those meetings are followed up.
- Provision of a comprehensive word processing service using Microsoft Office packages including the typing of confidential/clinical correspondence from manuscript or audio/digital transcription.
- To be responsible for the patient pathway process as per the electronic patient record system (Rio), as and when required, eg referrals, clinical coding, appointments, domiciliary visits, questionnaires, assessments/clinic lists, prescription. Notify manager/clinician of potential or real delays for a patient in the pathway particularly with regard to the RTT status.
- To ensure the implementation and maintenance of an effective filing and retrieval system for the hub (archiving).
- Resolve or re-direct telephone enquiries, letters and post which are routine/non-routine that come through the administration team from patients and professionals.
- Delegation of daily administrative tasks to include opening and sorting of post, photocopying, filing, faxing, scanning, typing correspondence and other documents.
- Order stock (stationary) and non-stock items for hub/service if required using the appropriate budget code.
- To supervise designated administrative staff. To ensure effective communication..
- To support new team members to ensure awareness of the functions that are in existence for the administration structure and immediate team with reference to the Standard Operating Procedures within the department.
- Develop and empower all members of the team to perform to high standards and innovate.
- Provide cover for other administrative staff members during periods of annual leave and sickness absence, ensuring that all administrative tasks are undertaken to support essential operational work throughput.
- Ensure supportive staff management arrangements are in place and carry out annual personal development reviews for direct reports resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework.
- Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs.
- Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staffs perception about their working lives are measured and improvements made.
Person Specification
Essential
Essential
- GCSE English & Maths or equivalent
- Thorough knowledge of Microsoft Office Programmes
- Ability to demonstrate significant administrative and office experience
Desirable
- NHS experience
- Experience of co-ordinating diaries and arranging meetings.
- Experience of Electronic Record Systems ie , Rio
Guidance
Essential
Person Specification
Essential
Essential
- GCSE English & Maths or equivalent
- Thorough knowledge of Microsoft Office Programmes
- Ability to demonstrate significant administrative and office experience
Desirable
- NHS experience
- Experience of co-ordinating diaries and arranging meetings.
- Experience of Electronic Record Systems ie , Rio
Guidance
Essential
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).
