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Administrative Team Supervisor
2 months ago
Job Overview
An exceptional opportunity has emerged within the PAMHS division to collaborate with the administrative team. The role requires delivering high-quality administrative assistance to enhance the operational efficiency of our services.
The individual in this position will offer professional, comprehensive senior administrative support to facilitate the Mildred Creek Unit multidisciplinary team in providing effective services to our patients. Additionally, the role includes assisting the Admin Manager in overseeing the daily operations of the front desk, ensuring that all follow-up appointments and room booking requests are handled promptly.
The successful candidate will be expected to integrate seamlessly into the outpatient team and may be called upon to cover for colleagues as needed to ensure the smooth daily functioning of the department.
A strong team player with outstanding communication skills is essential, along with a commitment to delivering the highest standard of service to our patients, their families, and both internal and external colleagues.
The appointed individual will be stationed in the PAMHS division, with a requirement for onsite presence five days a week.
Key Responsibilities
- Address first-line inquiries from patients, relatives, and staff.
- Manage the electronic patient record system (Epic) effectively, ensuring accurate and timely handling of patient information, bookings, and clinic outcome documentation.
- Utilize judgment and problem-solving skills to enhance the experience of both patients and staff.
- Perform clinical and non-clinical typing tasks, including letters, memos, forms, labels, notices, and other documentation.
- Collaborate effectively with other hospital departments to maintain strong working relationships and ensure the efficient operation of specialty services.
- Complete routine tasks and employ initiative to manage non-routine processes and procedures.
- Take responsibility for conducting daily checks on the completeness of discharge summaries and follow-up appointment bookings.
- Support the patient admission and discharge processes, ensuring a seamless patient journey.
About Our Organization
Great Ormond Street Hospital is dedicated to recruiting the most suitable candidate for the role, based solely on their abilities and individual merits as measured against the role's criteria. Our recruitment process is fair, open, consistent, and free from bias and discrimination.
We are committed to being a diverse and inclusive employer, fostering a culture where all staff are valued, respected, and acknowledged. All applicants will be considered for employment without regard to race, color, national origin, religion, sexual orientation, gender, gender identity, age, disability status, or duration of unemployment.
We particularly encourage applications from BAME communities, individuals with disabilities and/or long-term health conditions, and members of the LGBT+ community.
Our policies and procedures ensure that all applicants and employees are treated fairly and consistently. We take pride in being accredited as a Disability Confident Employer, a member of the Business Disability Forum, and a Stonewall Diversity Champion.
We have active and executive-supported staff networks for BAME, LGBT+ and Allies, Disability and Long-Term Health Conditions, and Women. These employee-led groups are formed around shared interests, issues, and backgrounds, contributing to a positive and inclusive work environment at Great Ormond Street Hospital by actively supporting the Trust's mission, values, and inclusion efforts. All staff networks are open to any employee.
Job Responsibilities
The complete job description provides an overview of the key tasks and responsibilities of the role, while the person specification outlines the qualifications, skills, experience, and knowledge required. For both documents, please refer to the attachments provided.
GOSH Culture and Values
Essential Qualifications
- GOSH Values
Academic/Professional Qualifications/Training
Essential
- Educated to GCSE or equivalent level, with at least 5 A*-C GCSEs or equivalent (including English and Maths).
- Evidence of professional development within the last two years.
Desirable
- Business Admin NVQ Level 3 or equivalent qualification.
Experience/Knowledge
Essential
- Experience in an administrative, customer, or patient-focused role.
- Experience in an operational NHS environment.
- Knowledge of NHS policy, including referral to treatment targets.
- Experience in communicating with individuals and groups at various levels of seniority.
- Experience in supervising teams and managing rotas.
Desirable
- Experience in absence management, performance, disciplinary actions, grievances, and PDRs.
Skills/Abilities
Essential
- Excellent written and verbal communication skills with strong customer service abilities.
- Ability to work effectively in a relatively high-pressure environment.
- Confidence in decision-making and taking responsibility for service delivery.
- Exceptional organizational skills with the ability to prioritize tasks and meet deadlines.
- Capability to train staff and monitor their performance.
- Proficient computer skills, including word processing, spreadsheets, email, and NHS computer systems, including patient information systems.
- Ability to negotiate and manage conflict, including handling sensitive situations and information.
- Leadership skills and the ability to motivate staff.
- Ability to undertake project work.
Desirable
- Ability to identify opportunities for service improvement.
