Leeds Community Healthcare NHS Trust

Neighbourhood Administration Coordinator

This job is now closed

Job summary

The Administration Review within Leeds Community Healthcare has led to the development of several Neighbourhood Administration Coordinator roles across the city. As a Neighbourhood Administration Coordinator, you will work closely with the Neighbourhood Team Coordinator and Management Support Officer. You will line manage a team of administration staff to ensure that daily tasks are completed to required standards. You will work collaboratively with colleagues across other portfolios to ensure that the Service is adequately staffed. You will also be expected to contribute to the successful running of and to provide staffing cover for the newly developed Neighbourhood Triage hubs. The ideal candidate for this role will have excellent communication, interpersonal and IT skills as well as having a passion for providing high quality support to patients and colleagues.

Main duties of the job

You will have experience of working in a busy office environment, excellent time management skills and the ability to organise, prioritise and meet deadlines with an ability to work under pressure. Experience of supervising staff is required as you will directly supervise and line manage administrative staff within your portfolio. You must therefore be able to adapt and prioritise your own workload as well as the workload of direct reports/administrative colleagues. The Service operates 7am-10pm seven days a week, therefore there will be a requirement for flexibility as there may be a need for you to work outside of core hours on evenings and weekends. This is an exciting time within the Administration Service and these roles provide an opportunity for the right people to work with us to continue to provide outstanding administrative support to the Neighbourhood Teams.

About us

Working for Leeds community Healthcare NHS Trust

Who are we?

Leeds Community Healthcare provides a range of community-based health services across the whole city. We treat people in their homes, local health centres and community hospitals, and work in partnership with other local Trusts, charities and Leeds City Council.

We have a strong culture based on deeply-held values, and our focus at all times is on delivering high quality care to the people of Leeds. In our most recent CQC evaluation, we were rated "Good", with our Adult Services rated "Outstanding" for caring.

Leeds Community Healthcare NHS Trust encourages and supports staff to be vaccinated as this remains the best lines of defence against Covid 19.

Perks of the job

Our benefits range from generous annual leave to access to NHS discount sites. Here are some of the most important ones:

27-33 days annual leave plus bank holidays
Highly regarded NHS Pension Scheme
A supportive, structured preceptorship programme for all registered new starters
Professional development opportunities including coaching, training and education support
Salary sacrifice or lease car schemes
Health and wellbeing including gym membership, occupational health service and priority access to mental health services

Date posted

09 March 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£23,949 to £26,282 a year

Contract

Permanent

Working pattern

Full-time, Flexible working

Reference number

C9833-NS-CC-121-23

Job locations

Rutland Lodge

Scott Hall Road, Chapel Allerton

Leeds

LS7 3DR

Wetherby Health Centre

Hallfield Lane

Wetherby

West Yorkshire

LS22 6JS

Job description

Job responsibilities

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

The post holder will engage with a range of stakeholders both internal and external which may vary dependant role.

2. Responsibility for analysis and judgement

Undertake a range of variable tasks and small scale projects, as assigned by the line manager.

Assist senior members of staff with business and operational delivery tasks. Co-ordinating and contributing as and when required.

Make effective decisions, raising queries with appropriate parties and undertake appropriate analysis to support those decisions or recommendations where there may be a range of options.

Judge if issues require escalation in order to be resolved.

Investigation of formal complaints where necessary.

3. Responsibility for planning and organisation

Assist with the organisation and administration of multiple meetings including preparing papers, taking notes/minutes, action logs and liaising with the Chair regarding follow up actions.

Assist with the organisation of stakeholder groups.

Make travel and accommodation arrangements.

Manage own workload completing tasks that have been delegated by line manager or others ensuring any issues are highlighted as appropriate.

Work in an organised manner using own knowledge and expertise to deliver tasks on time and to standard.

Take responsibility of quality of own work and keep the team informed of how it is progressing.

Play a significant part in the day to day operations and activities of the Administration Service to support the delivery of service, which will regularly require the formulation and adjustment of plans.

Proactively contribute to the planning work of the whole team.

Undertake a range of administrative tasks to support business and operational delivery functions.

Job description

Job responsibilities

1. Responsibility for communication and relationships

Regularly communicate with a range of stakeholders via telephone and email, to support delivery of service.

Maintain effective liaison with stakeholders and manage enquiries through to resolution ensuring they are kept informed of progress.

Be aware of service users and stakeholders needs through regular communication and updates.

Effectively and efficiently deal with staff who have raised service issues, ensuring that they are understood and accurately documented, demonstrating the use of initiative where appropriate.

Provide updates and solutions as issues progress, e.g. audit outcomes.

Provide assistance and ongoing support to staff.

Be a focal point for team communications and co-ordination with other business support functions within LCH.

Work with stakeholders to ensure smooth delivery of services, negotiating where issues arise to gain resolutions, and managing the day-to-day relationships.

Handle sensitive information in a confidential manner and ensure accuracy in all documentation that is communicated to all parties.

The post holder will engage with a range of stakeholders both internal and external which may vary dependant role.

2. Responsibility for analysis and judgement

Undertake a range of variable tasks and small scale projects, as assigned by the line manager.

Assist senior members of staff with business and operational delivery tasks. Co-ordinating and contributing as and when required.

Make effective decisions, raising queries with appropriate parties and undertake appropriate analysis to support those decisions or recommendations where there may be a range of options.

Judge if issues require escalation in order to be resolved.

Investigation of formal complaints where necessary.

3. Responsibility for planning and organisation

Assist with the organisation and administration of multiple meetings including preparing papers, taking notes/minutes, action logs and liaising with the Chair regarding follow up actions.

Assist with the organisation of stakeholder groups.

Make travel and accommodation arrangements.

Manage own workload completing tasks that have been delegated by line manager or others ensuring any issues are highlighted as appropriate.

Work in an organised manner using own knowledge and expertise to deliver tasks on time and to standard.

Take responsibility of quality of own work and keep the team informed of how it is progressing.

Proactively contribute to the planning work of the whole team.

Undertake a range of administrative tasks to support business and operational delivery functions.

Person Specification

Qualifications

Essential

5 GCSEs including English and mathematics (or equivalent)

Desirable

CMI Level 4 Diploma in Management and Leadership
First Aid Certificate
Managing Safely
Certificate
Fire Warden certified
Nationally recognised Health and Safety qualification e.g. IOSH

Qualifications

Essential

5 GCSEs including English and mathematics (or equivalent)

Desirable

CMI Level 4 Diploma in Management and Leadership
First Aid Certificate
Managing Safely
Certificate
Fire Warden certified
Nationally recognised Health and Safety qualification e.g. IOSH

Experience

Essential

Experience of working in a busy office environment
Experience of maintaining one or more information systems, managing storage and retrieval of records
A proactive and forward thinker with the ability to work autonomously as well as an effective member of the team
Self-motivated with an ability to work with some supervision on a day to day basis and contribute to the overall team goals
Ability to work consistently, methodically and reliably under pressure

Desirable

Customer Service Experience

Skills and Attributes

Essential

Able to plan and prioritise own workload
Demonstrable ability to multi-task and support a number of team members at the same time
Ability to analyse and compare a range of options where there is more than one solution to a problem
Ability to pay attention to detail within tight deadlines with frequent unpredictable interruptions
Ability to identify and implement improvements to processes

Desirable

Experience in the NHS or wider health and social care setting.

Person Specification

Qualifications

Essential

5 GCSEs including English and mathematics (or equivalent)

Desirable

CMI Level 4 Diploma in Management and Leadership
First Aid Certificate
Managing Safely
Certificate
Fire Warden certified
Nationally recognised Health and Safety qualification e.g. IOSH

Qualifications

Essential

5 GCSEs including English and mathematics (or equivalent)

Desirable

CMI Level 4 Diploma in Management and Leadership
First Aid Certificate
Managing Safely
Certificate
Fire Warden certified
Nationally recognised Health and Safety qualification e.g. IOSH

Experience

Essential

Experience of working in a busy office environment
Experience of maintaining one or more information systems, managing storage and retrieval of records
A proactive and forward thinker with the ability to work autonomously as well as an effective member of the team
Self-motivated with an ability to work with some supervision on a day to day basis and contribute to the overall team goals
Ability to work consistently, methodically and reliably under pressure

Desirable

Customer Service Experience

Skills and Attributes

Essential

Able to plan and prioritise own workload
Demonstrable ability to multi-task and support a number of team members at the same time
Ability to analyse and compare a range of options where there is more than one solution to a problem
Ability to pay attention to detail within tight deadlines with frequent unpredictable interruptions
Ability to identify and implement improvements to processes

Desirable

Experience in the NHS or wider health and social care setting.

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Rutland Lodge

Scott Hall Road, Chapel Allerton

Leeds

LS7 3DR

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)

Employer details

Employer name

Leeds Community Healthcare NHS Trust

Address

Rutland Lodge

Scott Hall Road, Chapel Allerton

Leeds

LS7 3DR

Employer's website

https://www.leedscommunityhealthcare.nhs.uk/join-our-team1/ (Opens in a new tab)