Administration Team Lead, Band 5

5 months ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Administration Team Lead, Band 5 (26.5 hours a week)

Can be worked over 4 or 5 days

We are pleased to offer an interesting and varied post leading the Administrative Team of the Clinical Health Psychology Department and supporting the Head of Psychology and management team at Gloucestershire Royal Hospital. This is an opportunity to enhance and develop support systems and provide a proactive and responsive administration service to a busy clinical department. The administrative team is highly valued and supported within our friendly, compassionate department.

The post holder will be responsible for management of the Clinical Health Psychology admin team and will support the Head of Psychology and Management Team in the day-to-day operational management of the service and maintaining accurate data for the Trust.
- To ensure the efficient and effective operational management of the Health Psychology Department, through the effective management and delivery of the department’s administrative service. This includes line management and supervision of the department’s administrative team.
- To work with and support the Head of Health Psychology and department’s Psychology Management/Service Lead Team to deliver Trust objectives and to maintain and encourage internal efficiency as well as corporate and external visibility.
- To provide an efficient, confidential and timely service to support the tasks of the Head of Psychology and management team, including representing the department at Divisional meetings and supporting quality, risk, performance and health & safety reporting.

The Clinical Health Psychology Department is a large and vibrant collection of administrators and psychological staff delivering services across various inpatient and outpatient specialties. The admin team sit together in an office with the majority of the clinical staff along the corridor which maximises good communication and relationships across the department.

Dimensions
- Responsible for leadership and management of administrative service provided to countywide Clinical Health Psychology Department. The department has approximately 25 staff delivering services in 12 different clinical services.
- Line Management and supervision of administrative assistants. This includes taking a lead role in their training, education, development and for quality checking work outputs.
- Key member of a small team within Clinical Health Psychology ensuring the smooth running of the department including health and safety management support, oversight of administration systems and supporting the Head of Psychology and Management Team.

Leadership, management and operational
- Line management, supervision, development and training of administrative assistants/ secretaries.
- To support management team to monitor, analyse and report on waiting times, waiting list management, as well as room availability and bookings.
- Hold regular team meetings to cascade information, resolve problems, identify and work on service improvements as well as praising the team.
- Frequent contact with Administrative team throughout the day to ensure progress of work and resolve queries/issues. Organise the team workload to maximise productivity.
- To lead and motivate the team
- To carrying out appraisals in line with Trust policy and guidelines, and ensure the team maintain their mandatory training records.
- With support as appropriate from senior colleagues and HR, be involved in the resolution of sickness absence, performance and disciplinary concerns.
- Jointly responsible alongside the Head of Health Psychology for the recruitment of administrative staff.
- Review and develop new administrative initiatives, ensuring that administrative processes are efficient, are standardised and comply with national and local guidelines.
- Review reports on performance, such as missing data on patient systems, and ensure that these are actioned promptly and in accordance with local and national guidelines. Implementing training where required standards are not achieved.
- Attend, create the agenda, take minutes and distribute actions from internal meetings such as departmental meeting.
- Assist in the design, development and implementation of policies and procedures.
- Responsible for maintaining annual leave and absence records.
- Responsible for maintaining sickness records and highlight concerns in line with Trust policy.
- Representation for the department at Divisional meetings.
- Supporting Head of Psychology with updating and maintaining appropriate Divisional reports e.g. performance, outpatient room booking, quality and risk.

Financial and Activity Management
- Oversight of processing of all invoices for Health Psychology

CHPD Clinical Services
- Overseeing delivery of admin support to all CHPD services, including ensuring cover for essential admin tasks.

Human Resources
- Responsible for the co-ordination and administration of record keeping and completion of T

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