Senior Administrator, Out of Hospital Services

Primary Integrated Community Services

This job is now closed

Job summary

We are looking for dedicated, enthusiastic people to join our team in Out of Hospital services covering community pain and gynaecology within Nottinghamshire. We are committed to putting patient care first and we are looking for those who share our values and our passion.

The successful candidates will work as part of a team to provide supervision and support to our administration staff across Out of Hospital services.

You must be able to work under pressure, meet deadlines and enjoy a challenge. An empathetic approach, flexible working times, good communication and an ability to problem solve are essential.

Whilst in the role, you will be required to undertake any learning and development commensurate with this role and contribute to new ways of working. PICS is keen to support the personal development of employees and this role is perfect for anyone looking to step up from their current role in administration.

Reporting to the Team Leads, you will be supported by the whole management team, to develop and grow the administrative arm of our service which provides on-going support to the clinical teams within it.

You will support the team to provide access to our services and ensure the flow of patients through it by providing effective and efficient administration support.

Main duties of the job

Key Responsibilities:

To provide day to day effective and efficient administration support.
To supervise and lead the administrative staff on a day to day basis.
To be able to work to deadlines and prioritise workload, working towards KPI’s and targets set for the department

Key Requirements:

You will need to have good and accurate literacy, numeracy and administrative skills and the ability to analyse information to solve general queries. You’ll also need good keyboard skills.
As you’ll be managing a variety of relationships with different stakeholders, it’s important you have good communication skills and can work on your own initiative.
Good planning and organising skills are key for this role and you should be used to working under pressure to meet deadlines allowing flexibility and resilience.

For further details please see the attached Job Description and Person Specification.

About us

PICS is a local company wholly owned by GPs, specialising in community-based care, and run for the benefit of patients. We co-create services with GPs and commissioners to meet the health and wellbeing needs of our local communities. Our expert management and administrative support for Practices and Primary Care Networks enables our partnerships to make a difference. Find out more about us: http://picsnhs.org.uk/.

Benefits of working for PICS

We offer a comprehensive package which includes:

Part of a team of experienced administrators and supported by the management team who will help support your professional development
Part of the NHS Pension Scheme or an alternative government-based scheme (based on eligibility) with generous employer contributions
Competitive salaries with clear progression pathways – referenced to NHS Agenda for Change
Fully integrated with NHS IT systems
Generous annual leave entitlement which references NHS Agenda for Change and recognises previous NHS service
On appointment – 27 days plus bank holidays
After 5 years – 29 days plus bank holidays
After 10 years – 33 days plus bank holidays
Competitive leave entitlement that includes sickness pay and maternity leave
Join a caring culture and a company of can-do experts

Job description

Job responsibilities

JOB PURPOSE:

To provide day to day effective and efficient administration support.
To supervise and lead the administrative staff on a day to day basis.
To be able to work to deadlines and prioritise workload, working towards KPI’s and targets set for the department
Maintain a high level of confidentiality
To talk to patients/clients in a positive and friendly manner and deal with their queries
Deal with administrative tasks to deliver a positive outcome
Ensure necessary cover at all times
Experience of dealing with members of the public

MAIN DUTIES:

Have an understanding of KPI’s and targets and how the team needs to work in order to meet these.
To support quality of work and outcomes in the team by working as an effective and responsible senior team member.
Identify and offer constructive suggestions for improving services for staff and patients
Work with the computer booking systems to ensure that appointments are booked correctly and clinics are covered.
Ensure that the admin team runs smoothly, liaising with clinical staff and team leaders as necessary
Ensure that information is communicated effectively within the team and that the team work to PICS Policies, Procedures and Values.
Oversee the work of the Administration Assistants ensuring all duties are carried out in good time and to the standards of quality and confidentiality expected.
Assist with the investigation and resolution of complaints, as requested by the Team Leader.
Responsible for the supervision of Administrative Assistants including 121s, discussions and return to work meetings.
Assist in recruitment, induction and training of new staff.
To deal with day to day problems that may arise within the admin team.
Working as part of a busy team, process telephone requests for appointments, visits and telephone consultations accurately and appropriately.
Working to ensure high levels of confidentiality and information governance in your work
Effective communication with clinical and administration teams
Providing cover for colleagues
Flexibility in approach to work tasks, able to prioritise a busy workload.
Complete relevant training and participate in team meetings

Please download the job description and person specification for a more comprehensive list.

Person Specification

Experience

Essential

Please provide detailed information of how you feel that your experience is suitable for this role, please provide examples to support your application referring to the job description and person specification for guidance.

Desirable

If possible, please provide detailed information of previous experience of supervising staff in an effective way, please provide examples to support your application.

Personal Qualities

Essential

Please provide details for why you would be a great fit for this role and why you have decided to apply.
PICS has a set of strong values and the phrase "We Care" is at the core of what we do - can you tell us about a time you went above an beyond in a previous role and how this made an impact.

Skills & Ability

Essential

Please provide detailed information of how you feel that your skills and ability are suitable for this role, please provide examples to support your application referring to the job description and person specification for guidance.

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.