Administration Hub Lead

You will have day to day responsibility for the management of a team of administration staff working for the South West Admin Hub covering wards, receptions and clinical services. The successful applicant will be required to carry out regular supervisions (1 to 1s) and appraisals, as well as probation meetings as applicable and the day to day management and allocation of tasks within their areas of responsibilities.

As well as line managing admin staff, you will be providing support to our clinical services, dealing with queries and general administrative duties and responsibilities.

You will be responsible for ensuring all the areas we provide admin support to are fully staffed and to cover yourself as and when required.

South West Administration Hub provides administration support to the South West Essex area including, Thurrock, Basildon, Pitsea, Brentwood and Billericay. We are highly motivated to provide a professional, efficient and effective service. Our administration team is responsible for the provision of providing effective administrative support within the services for the clinical teams. You would provide support and general administrative duties and responsibilities. You would be required to cover wards, receptions and clinical services as and when needed. You will have day to day responsibility for line managing a team of administration staff who provide support to our wards, services, receptions and staff working within our hub at Thurrock Hospital.

EPUT are looking for motivated staff who shares our Trust values of Care, Learn and Empower. In return, EPUT can offer you a range of benefits and development including;
- Season Ticket Loans
- NHS discounts for staff
- Excellent Training facilities and opportunities
- Buying and Selling annual leave scheme
- The opportunity to work bank shifts and expand knowledge and experience in other areas
- Salary Sacrifice schemes including lease cars and Cycle to Work
- Day One Flexible Employer

Join our Staff bank

What is Staff Bank?

Our EPUT NHS staff bank is an entity managed by the trust that hires clinical and non-clinical healthcare professionals to take on shifts at our trust hospitals and community settings. Here at EPUT we maintain our own bank of specialist staff to ensure that we are able offer safe and effective care at all times.

All our permanent staff are automatically enrolled onto the staff bank however this does not mean you have to work any additional shifts, but the option is there for you if you wish.

If you are joining our Trust in a fixed term role, please indicate on your New Starter Paperwork that you wish to join our staff bank.

To lead in the provision of an administrative support to clinical staff and ensure generic processes assist in the full implementation of a robust Administration support service.

The Administration service will require a team approach to ensure cover for absences across all services / locations and the post holder will be required, on occasion, to relocate to provide this cover.

Post holders, as appropriate, will be required to provide some secretarial duties on behalf of these services.

Accurately take minutes and transcribe when necessary as agreed with the Administration Team Leader and type general administrative correspondence from audio and written materials, and from electronic equipment using Microsoft Office Professional Suite

Answering and dealing with client / patient telephone enquiries in a confidential and helpful manner, using tact and diplomacy at all times and channelling enquiries, as appropriate to staff members (clinical and non-clinical).

Ensure the implementation and operation of an Appointment System for all services providing appointments within the community, booking transport when necessary, using Trust and partnerships information systems.

Preparation and processing of documents relating to Mental Health and Specialist Services including photocopying, and attending to postal collections / deliveries.

As a member of the administrative team, to work in support of colleagues within the Community services as well as the Administration Service, providing cover in their absence (across all sites) if required to do so.

Ensure that electronic and written records and systems for patients and staff are accurately and appropriately maintained.

You be required to handle incoming and outgoing telephone calls to the multi-disciplinary clinical staff and managers in a polite and efficient manner. Receive and deal with telephone enquiries, responding appropriately to callers including high risk, abusive, threatening, depressed, suicidal and vulnerable clients and carers. Maintain strict confidentiality at all times.

Record accurate messages and follow them up appropriately in accordance to department guidelines.

To deal face to face with patients and families seeking further help/information and to be aware of the needs of the clients and to deal in an appropriate manner w