• Anywhere

Job summary

We have an exciting opportunity for a motivated, enthusiastic Admin Team Lead to work within our 0 – 19 Service contract in Sunderland

The post holder will be responsible for supervising the 0-19 Admin Team and will provide administrative support to the Management Team in the 0- 19 Service

Main duties of the job

  • To provide a comprehensive office administration service for the 0- 19 Service using discretion and judgement combined with practical office management skills.
  • To supervise the Administration Team
  • To work as a member of the Admin Team.
  • To be familiar with, and work to, the protocols and policies of the 0- 19 Service and Trust policies.
  • To maintain the dignity and self-respect of all patients/clients by ensuring equal access to services in order to achieve a high standard of care and documentation to high standard.
  • To be aware of the Health and Safety aspects of staff, patients and visitors to the department.

About us

At Harrogate and District NHS Foundation Trust we provide outstanding care to both our patients and our staff. We support staff through benefits, health and wellbeing initiatives and opportunities for personal and professional development.

  • An inclusive and supportive culture our Trust encourages staff to bring their whole selves to work and active Staff Networks identify areas for improvement.
  • Staff Recognition – as well as regular appraisals, we recognise staff with our Making a Difference, Team of the Month Awards & Colleague Recognition Awards
  • Employee Support and wellbeing – we have a comprehensive Employee Assistance Programme, counselling service and fast track physiotherapy service for employees.
  • Staff Benefits – We have a range of staff benefits and schemes to support staff health, engagement, wellbeing and inclusion

Date posted

10 May 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum pro rata

Contract

Permanent

Working pattern

Full-time

Reference number

421-CCS-4853R-B

Job locations

Camberwell Way

Doxford Park

Sunderland

SR3 3XN

Job description

Job responsibilities

  • Record keeping and ensuring all documentation, both written and electronic, is accurately completed using a variety of software.
  • To be an integral team member for ensuring patients receive high standards of care.
  • Effectively manage diaries on behalf of and in the 0- 19 Service Management Team.
  • Ensure Batch reports are processed within allocated timescales.
  • Process Legal requests for information within Trust Guidelines
  • Ensure the maintenance of medical equipment
  • Ensure all asset information is accurate and up to date
  • Distribute incoming correspondence.
  • Receive and deal with telephone enquiries on behalf of 0-19 Service
  • Arrange meetings, including booking venues, as required, for both internal and external meetings for the 0-19 Management Team.
  • Assist with the production of agendas and papers for meetings, ensuring they are issued in a timely manner.
  • Take minutes of meetings and transcribe as required, including the follow up of post meeting actions.
  • Process order requisitions and marry up invoices maintaining stock control using authorised on-line ordering system.
  • Manage the petty cash budget for the locality.
  • Support the 0- 19 Management Team with administrative support for recruitment of staff.
  • Ability to input complex information, including clinical information, and data into a computer throughout the working day accurately and effectively with interruptions from telephone calls and staff management responsibilities
  • Ability to multi task in a demanding and pressurised working environment
  • Travel countywide to manage and support Admin staff, minute meetings both internal and multiagency, and distribute resources and assets.
  • To provide cover in times of absence for all members of the community administration (including safeguarding admin) team as appropriate offering support and assistance as required.
  • To manage the complex filing systems required for the safe handling of child protection information, and flagging of records.
  • To support the gathering of demographic information for safeguarding procedures eg; MARAC, MAPPA.

Supervision/Management/Leadership:

  • To supervise the Admin Team
  • Participate in the appraisal of team members, in accordance with the Trusts Appraisal Policy.
  • To monitor and distribute the workload within the team, ensuring cover arrangements are in place where necessary
  • Co-ordination of temporary cover and holiday planning
  • Provide a comprehensive induction to all new permanent, bank and agency staff to their work area.
  • Managing HR issues for the administration team ensure they are aware of relevant policies, procedures guidelines.
  • Assist with recruitment process.
  • Act as a support for other staff within the department to ensure smooth running of Admin Team.
  • Plan and prioritise own workload and assist colleagues, providing a reasonable level of clerical and administrative support to the department.
  • To train and supervise the Admin Team in the 0- 19 Service and act as assessor to candidates undertaking NVQ in Administration.
  • Support the implementation of policies and procedures within the service and ensure staff without access to e-mail are informed of any policy/procedure changes.
  • To undertake any delegated duties as appropriate to grading of post.
  • To lead on implementation of national and local initiatives which affect the 0- 19 Service
  • To monitor performance of the department and recommend areas for improvement.
  • Education and Development:
  • Self development and participation in continuous and post-basic education.
  • Assist in the development and delivery of training for new staff members as agreed.
  • Participate in mandatory training courses and any training identified during appraisal.
  • Involvement in departmental teams modernising and standardising patient services.

Job description

Job responsibilities

  • Record keeping and ensuring all documentation, both written and electronic, is accurately completed using a variety of software.
  • To be an integral team member for ensuring patients receive high standards of care.
  • Effectively manage diaries on behalf of and in the 0- 19 Service Management Team.
  • Ensure Batch reports are processed within allocated timescales.
  • Process Legal requests for information within Trust Guidelines
  • Ensure the maintenance of medical equipment
  • Ensure all asset information is accurate and up to date
  • Distribute incoming correspondence.
  • Receive and deal with telephone enquiries on behalf of 0-19 Service
  • Arrange meetings, including booking venues, as required, for both internal and external meetings for the 0-19 Management Team.
  • Assist with the production of agendas and papers for meetings, ensuring they are issued in a timely manner.
  • Take minutes of meetings and transcribe as required, including the follow up of post meeting actions.
  • Process order requisitions and marry up invoices maintaining stock control using authorised on-line ordering system.
  • Manage the petty cash budget for the locality.
  • Support the 0- 19 Management Team with administrative support for recruitment of staff.
  • Ability to input complex information, including clinical information, and data into a computer throughout the working day accurately and effectively with interruptions from telephone calls and staff management responsibilities
  • Ability to multi task in a demanding and pressurised working environment
  • Travel countywide to manage and support Admin staff, minute meetings both internal and multiagency, and distribute resources and assets.
  • To provide cover in times of absence for all members of the community administration (including safeguarding admin) team as appropriate offering support and assistance as required.
  • To manage the complex filing systems required for the safe handling of child protection information, and flagging of records.
  • To support the gathering of demographic information for safeguarding procedures eg; MARAC, MAPPA.

Supervision/Management/Leadership:

  • To supervise the Admin Team
  • Participate in the appraisal of team members, in accordance with the Trusts Appraisal Policy.
  • To monitor and distribute the workload within the team, ensuring cover arrangements are in place where necessary
  • Co-ordination of temporary cover and holiday planning
  • Provide a comprehensive induction to all new permanent, bank and agency staff to their work area.
  • Managing HR issues for the administration team ensure they are aware of relevant policies, procedures guidelines.
  • Assist with recruitment process.
  • Act as a support for other staff within the department to ensure smooth running of Admin Team.
  • Plan and prioritise own workload and assist colleagues, providing a reasonable level of clerical and administrative support to the department.
  • To train and supervise the Admin Team in the 0- 19 Service and act as assessor to candidates undertaking NVQ in Administration.
  • Support the implementation of policies and procedures within the service and ensure staff without access to e-mail are informed of any policy/procedure changes.
  • To undertake any delegated duties as appropriate to grading of post.
  • To lead on implementation of national and local initiatives which affect the 0- 19 Service
  • To monitor performance of the department and recommend areas for improvement.
  • Education and Development:
  • Self development and participation in continuous and post-basic education.
  • Assist in the development and delivery of training for new staff members as agreed.
  • Participate in mandatory training courses and any training identified during appraisal.
  • Involvement in departmental teams modernising and standardising patient services.

Person Specification

Essential

Essential

  • NVQ Level 4 in Administration or relevant knowledge and experience
  • Good standard of general education to GCSE level or equivalent
  • Previous experience in Administration and Management
  • Previous experience of using SystmOne
  • The ability to work on own initiative, problem solving and making decisions without supervision
  • Excellent Microsoft office package
  • Proven experience of handling sensitive and confidential issues
  • Team player with leadership skills and the ability to motivate others
  • The postholder must be able to make own travel arrangements for business usage

Desirable

  • ECDL or equivalent computer literacy qualifications
  • Previous experience and knowledge of NHS administration processes
  • Examples of managing transformational service change
  • Previous supervisory experience
  • Excellent presentation of all documents, reports
Person Specification

Essential

Essential

  • NVQ Level 4 in Administration or relevant knowledge and experience
  • Good standard of general education to GCSE level or equivalent
  • Previous experience in Administration and Management
  • Previous experience of using SystmOne
  • The ability to work on own initiative, problem solving and making decisions without supervision
  • Excellent Microsoft office package
  • Proven experience of handling sensitive and confidential issues
  • Team player with leadership skills and the ability to motivate others
  • The postholder must be able to make own travel arrangements for business usage

Desirable

  • ECDL or equivalent computer literacy qualifications
  • Previous experience and knowledge of NHS administration processes
  • Examples of managing transformational service change
  • Previous supervisory experience
  • Excellent presentation of all documents, reports

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) .

Additional information

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) .