Admin Team Leader

An exciting opportunity has arisen for an additional Admin Team Leader in PhysioWorks.

We are looking for a highly motivated administrator who enjoys a challenge of problem solving, shows an ability for forward thinking and wishes to develop their leadership skills.

You will need to demonstrate excellent communication and administrative skills, initiative and a high level of attention to detail. It is essential that you have good time management and multi-tasking skills. Additionally, you must be flexible, well organised and be able to work unsupervised. You will be required to have good prioritisation skills in order to delegate and manage the workflow within the admin team. A clear understanding of confidentiality is requisite to this role.

The successful applicant will be expected to work closely alongside the current Band 4, Team Leader and establish communication strategies to ensure stability within the team.

You will be based mainly at Graves Leisure Centre but will also be required to work from our base in the north of the city, Firth Park Clinic. The service offers evening and occasionally Saturday appointments and you will be expected to work some extended hours within your working week.

You will be responsible for ensuring the day to day service objectives are delivered as instructed by PhysioWorks Management team and MSK Care Group. To do this you will need to ensure current admin processes are adequate and correct procedures are followed by the admin team. You will link with colleagues in The Patients’ Booking Hub to ensure staff rotas are efficiently managed. You will be expected to supervise and develop other members of the admin team including implementing first line HR policy and procedures.

Setting goals for your own development will be seen as crucial enabling you to be confident in supporting others. PhysioWorks will support you in your development in line with service requirements and developments.

You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.

Please view the attached Job Description and Person Specification documents for full details regarding this post.

MAIN DUTIES AND RESPONSIBILITIES
- Responsible for the day to day management of Admin & Clerical staff within Community MSK in Sheffield and delegation of tasks and monitoring of work.
- Provide an efficient and confidential business support service to PhysioWorks and Staff Physiotherapy team.

Business Development
- To provide support to the Clinical Service Manager & Business Manager in contributing to the service’s business plan.
- To ensure accurate and up to date relevant activity information is available to the PhysioWorks, Management team in relation to Service objectives and specified performance targets.
- To be responsible for the production of timely, accurate statistical information and reports e.g. absence, mandatory training and appraisal for the Management team.
- To recommend changes to administrative procedures and processes to the Business Manager and Clinical Service Manager to ensure the department meets relevant Government and Commissioner targets e.g.
- To respond to and resolve a wide range of complex queries from external and internal agencies.
- To fully understand and support others in the use of systems e.g. Systm One (TPP), e-RS for data quality, patient booking and maintenance of clinical records.

Administrative Support
- To plan, prioritise and manage own workload and that of the wider team to ensure that the constantly changing needs of the service and service users are met.
- To deal with various issues from different projects at the same time whilst maintaining accuracy of information.
- To establish effective administration processes and systems.
- To be responsible for personal staff files within PhysioWorks, undertaking any confidential correspondence in respect of the files held on behalf of the Management team. Accessing ESR as appropriate.
- To be responsible for the co-ordination and monitoring of annual leave, sick leave, study leave and other absences for PhysioWorks.
- To manage the diaries and general queries for the PhysioWorks Management team, including dealing with other departments and external agencies.
- To assist in the organisation of staff events including sourcing and booking venues, arranging speakers, issuing information to delegates and keeping records.
- To attend team meetings to maintain active knowledge of the work, roles and objectives of the team in order to be able to understand and answer queries.
- To participate in admin team meetings and play an active role in team/individual development.
- To assist in the dissemination of information to staff