Administration Team Lead

3 weeks ago

Newcastle upon Tyne, United Kingdom Cumbria, Northumberland, Tyne and wear (CNTW) NHS Foundation Trust Full time

Job summary

We have a Fixed Term vacancy until end of January 2025 for a part time30 hours per week Administration Team Lead to join our busy administration team within the Newcastle & Gateshead Adult Community Learning Disability Service. Postholder will mainly be based at Benton House, 136 Sandyford Lane, NE2 1QE but will be required to travel on occasion to support the Learning Disability admin team based at Bensham Hospital, Gateshead.

The post holder must have proven demonstrable supervisory, leadership and secretarial experience along with the ability to collate performance data from Dashboards and RIO (training will be given in this in-house patient electronic system) and create reports as required. The post holder will be required to monitor performance and processes and must have proven demonstrable experience of diary management and minute taking.

The post holder will provide guidance and supervision to the admin team and co-ordinate staff leave, training and cover to other departments when needed, as well as monitoring sickness, undertaking supervisions, appraisals, support new starters in their probation and development plans. Postholder will support the Pathway Manager and wider CTT when required and provide cover in the absence of other Admin Team Lead colleagues.

The post holder will be required to co-ordinate administrative support services ensuring all systems and processes operate efficiently and accurately through a process of continuous improvement

Main duties of the job

Candidates must have proven demonstrable experience in last 12 months of the following :

Experience in a customer/patient and service user focused environment Experienced in undertaking and leading supervisions and appraisals with staff Experienced in supporting and leading team(s) through organisational changes Experienced in dealing with annual leave/sickness processes Excellent communication and interpersonal skills Experienced in dealing with complaints A good understanding of using Admin Performance dashboards Proven knowledge and experience of Microsoft Word/Office packages and excellent accurate keyboard skills Minute taking Ability to be self-directed, motivated and be able to contribute positively within a team Well organised and structured Complete admin rotas. Support to the Administration Manager/Pathway Manager and Community Clinical Manager The post holder must be able to use own initiative, work under pressure, keep to strict deadlines and have excellent organisational, interpersonal and communication skills The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate in all relevant training courses appropriate to the role

You should currently hold the required level of qualifications, as outlined in the Essential Criteria of the Personal Specification. If you do not meet this criteria you will not be shortlisted.

About us

We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.

Job description

Job responsibilities

Please find attached job description for full details.

Advertising date : 6th June 2024

Closing date : 13th June 2024

We welcome your application.

Person Specification

Education & Qualifications

Essential

General level of education to O Level / GCSE or equivalent NVQ Level 3 Business Management/or equivalent Word processing skills to Level 3 or relevant demonstrable experience

Desirable

NVQ Level 3 in Customer Care

Knowledge & Experience

Essential

Working knowledge of Microsoft applications Knowledge of Trust policies and procedures Knowledge of office procedures Ability to maintain and update Patient Information Systems eg RiO Ability of upholding and working with confidential information and understanding the need for confidentiality Administration and secretarial experience. Experience of working within a multi-disciplinary team

Desirable

Knowledge of financial procedures/budgets relating to role Experience using stock ordering systems and petty cash systems Experience of dealing with complaints

Skills & Competencies

Essential

Organisational and problem-solving skills Minute taking skills Excellent communication and interpersonal skills, both verbal and written Excellent people management, time management and decision making skills Able to prioritise and plan own workload Diary Management

Role Specific

Essential

Experience in undertaking Supervisions and appraisals Flexible attitude to cope with fluctuating workloads and the requirement to cover other areas in times of staff absence Enthusiastic and proactively embraces change to improve service delivery

Personal Characteristics

Essential

Able to work under pressure Discrete and sensitive

Additional requirements

Essential

Able to meet the mobility requirements of the post.

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