Administration and Helpdesk Team Leader

8 month Secondment Opportunity -Team Leader

An eight month secondment opportunity for a Team Leader has arisen within FM Operational Services at Southmead Hospital.
- The role covers a 3 week rotational shift pattern of 6-2; 10-6 and 8-4 with one day weekend working every third week. Therefore, flexibility is key within this role.
- You will supervise a team of Administration staff that have already been established for some time and oversee training of new recruits with the support of your manager.
- You will work with various internal and external stake holders to ensure that you offer the relevant on-going training and support to the team to ensure that we have the right people, empowered in the right way, to do the job effectively and to the required standard.
- You will report directly to the FM Administration Manager who reports directly to the FM Contracts and Operations Manager.

To organise the daily workflow, with support from the line manager, ensuring all work is performed in a timely manner for the provision of Administration, Helpdesk and Reprographic services within the FM directorate to the hospital.

To ensure the effective allocation of work and supporting duty, ensuring that a responsible high quality service is provided to meet the needs of the user.

Work in collaboration with the line manager, Clinical Nursing staff, Non nursing staff, employment services, Payroll and NBT Extra.

Work with Employment services for the effective provision of staff recruitment and management.

Ensure Helpdesk and Admin staff have the necessary training, materials and equipment to provide the highest quality service and are compliant with Trust Policy & Procedure.

To provide an efficient and comprehensive systems support service within the centralised administration function, maintaining a high professional standard at all times.

To provide support in co-ordinating and preparing the monthly reports on eRoster, Planet, Performance matrix and maintaining the relevant Logs associated with these reports and areas ie. Risk, Issue, Change control etc.

The role is part of the focus to achieve improvements to our front line services and savings against back office functions and requires an analytical and questioning ability to probe and find solutions when problems arise.

To contribute towards the Facilities Directorate’s operational agenda.

North Bristol NHS Trust is an ambitious teaching and research organisation, and a specialist regional centre for Major Trauma, Neurosciences, Plastics and Burns, Orthopaedics and Renal services.

The Trust has a turnover of over
- 600m and over 8,000 staff which are predominately based in our state-of-the-art building on the Southmead Hospital site. The Trust is proud that our clinical teams have built a strong reputation for exceptional healthcare, personally delivered.

The control, monitoring, and supervision of the FM Administration and Helpdesk department including delegation of work to maintain an efficient and cost effective service with support from line manager.

The Team Leader roles overlap as working on a split shift; however Team Leader 1 main focus will be on day to day operations and Team Leader 2 main focus will be on governance, reporting, efficiencies and systems.

The preparation and supervision of working rotas in the most efficient manner, including the allocation of overtime when required to maintain optimum use of resources.

To arrange any relief staff to cover for absence, sickness and annual leave in the most cost effective manner.

To allocate tasks according to priority and to ensure that a satisfactory standard of service is provided to all customers.

Induct new members of staff to ensure orientation and appropriate training is given.

Management of the FM Central Administration service, which will include out of hours working (evenings, nights, weekends and on call).

Management of the FM Central Administration rotas, ensuring minimum required staffing levels are upheld at all times.

To manage all sickness, capability and disciplinary cases, keeping accurate and up-to-date
- records. To conduct return to work interviews and complete appropriate forms.

To manage annual leave and other forms of absence.

To manage and carry out the recruitment process according to Trust policy and guidelines. To fully train new FM Central Administration staff according to training package, and continue development of the team’s skills and performance.

Participate in training for and work with new technology as required. Act as the Super user for the eRoster and Planet software.

Ensuring that mandatory training is carried out (Manual Handling/ Fire Training/ Health & Safety/ Infection Control/ Disposal of waste) for staff they manage.

Carry out annual appraisals and regular 1:1’s with accountable team in accordance with Departmental Policy.

To maintain a record of daily hours worked, through daily signing in / out sheet and accurate recording on eR