Administration Team Leader

6 months ago

Leeds, United Kingdom Leeds and York Partnership NHS Foundation Trust Full time

You will be expected to provide leadership, support advice and guidance managing an identified team of coordinators. You will be able to develop a working knowledge of other services by working collaboratively with other team leaders and can cover as the need arises.

**Team Leadership**: Lead and manage a team of administrative coordinators who are responsible for the supervision of identified teams across the Trust. You will provide clear expectations, provide direction, and motivate the coordinators to achieve personal and organisational goals. You will play a vital role in identifying areas of service improvements whilst fostering a culture of collaboration, respect, and open communication.

The Leeds and York Partnership NHS Foundation Trust (LYPFT) is the main provider of Mental Health and Learning Disability services in Leeds. We also provide specialist inpatient services in York and some highly specialised services across the country. As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.

There are many benefits of working for LYPFT including fantastic employee wellbeing support, 27 - 33 days annual leave, flexible working and remote working arrangements, the NHS Pension Scheme (LYPFT pays 20.6% into your scheme each year), coaching, support and opportunities for career development and training and education support alongside a range of exclusive discounts and payment schemes including for cars, extra leave days and more organisations such as Blue Light Card, Health Service Discounts and NHS Discount Offers.

**Collaboration**: Work closely with the Administration Support Service Manager, service manager and heads of operations to understand and support their administrative requirements. Enabling our administrative teams to work together to combine their skills, knowledge, and resources to achieve shared goals driving improved outcomes fostering a better sense of teamwork.

**Disciplinary Processes**: Provide first-line disciplinary processes, ensuring that they are conducted according to established policies and regulations.

**Sickness Reviews**: Oversee sickness reviews and provide first line escalation ensuring that they are conducted fairly and in compliance with organisational policies.

**Process Monitoring**: Reporting to the Administration Support Service Manager on service progress you will use the following to monitor administrative progress: the provision of clear objectives, identification of KPI’s ensuing they align with the shared objectives, consistent monitoring to identify trends, patterns and any adjustments required whilst ensuring adherence to governance and compliance with agreed standards.

**Policy Adherence**: With guidance from the Administration Support Service Manager to ensure that Trust policies and procedures are followed by administrative teams and coordinators. This will promote consistency and fairness, legal and regulatory compliance, risk management, efficiency and productivity, continuity and scalability, reputation and trust, accountability and transparency and the wellbeing and moral of employees.

**Continuous Improvement**: Identify areas for process improvement and with guidance and direction from the Administration Support Service Manager to implement changes which will identify inefficiencies, enhance efficiency and productivity, engage individuals and teams at all levels, fostering a culture of innovation.

**Training and Development**: Facilitate training and development opportunities for the team coordinators to enhance their skills and capabilities. This will enhance teams’ skills, knowledge and capabilities, allowing staff to feel valued and supported, leading to improved retention of staff.

**Reporting**: Prepare and present regular reports to the Administration Support Service Manager and relevant stakeholders. These reports should include information on administrative activities, performance, and adherence to governance. They should provide valuable insights into the work being completed by administrative teams while promoting transparency, and accountability ensuring compliance with any legal requirements.

The key knowledge, skills and experiences needed to undertake the role are:
Previous experience of working within NHS services.

Have an intermediate level of theoretical knowledge in relation to administrative management.

Excellent communication skills, customer care skills both written and verbal demonstrating a knowledge of Trust values.

Excellent keyboard and IT skills, ensuring consistent accuracy.

Highly developed prioritisation skills.

Organisation and coordination of meetings, including the transcribing of minutes.

Excellent time management skills, ability to deal professionally with enquiries from staff, patients and visitors.

Confidentiality and tact necessary for dealing with people at all levels when dealing with complex and sensitive information

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