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Administration Team Leader

1 month ago

Cardiff, United Kingdom Cardiff and Vale University Health Board Full time

Job summary

Are you looking for an opportunity to enhance your skills and progress your administration / management career within the NHS? Do you have experience of managing and delivering high quality administration support to senior leaders? Are you looking for a new challenge? If so, we have some exciting opportunities for you.

The Children, Young People & Family Health Directorate is currently recruiting Band 4 Administration Team leader roles which will sit within the respective Care Groups as follows

All posts will be based in St David's Children's Centre.

The successful candidates will be expected to utilise existing organisational and communication skills to develop robust mechanisms to support Care Group business and manage the administration team / functions.

The ability to speak Welsh is desirable for this role; Welsh and/or English speakers are equally welcome to apply.

Main duties of the job

Key areas of work for the successful candidates will be to provide a comprehensive administrative service to their allocated Care Group within Children, Young People and Family Health Services by taking line management responsibility for designated staff and leading on key administrative management duties required to maintain and develop services in line with local and national initiatives and priorities.

You will work closely with the Care Group Administration & Operational Manager to ensure that services are running efficiently and effectively by having oversight of service waiting lists ensuring that national targets are met where possible and will take the lead on tasks including child protection procedures and legal requests.

You will require knowledge and experience to respond to the changing needs of the care group/directorate by identifying areas for service development and problem solving in order to develop alternative or additional procedures.

You will be key in managing clinical activity including arranging appointments, managing waiting lists and electronic patient records, liaison with patients and families, managing referrals, liaison with clinical teams, management of generic inboxes and general administrative duties.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 17,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving over 500,000 people living in Cardiff and the Vale, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services. Together we are committed to improving health outcomes for everyone, delivering excellent care and support.

Our mission is "Living Well, Caring Well, Working Together", and our vision is that every person's chance of leading a healthy life should be equal. Our 10-year transformation and improvement strategy, Shaping Our Future Wellbeing, is our chance to work collaboratively with the public and our workforce to make our health board more sustainable for the future.

Job description

Job responsibilities

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.

Person Specification

Qualifications

Essential

NVQ Level 4 and/or equivalent experience Evidence of continuing professional development. Relevant secretarial or typing qualification. Good standard of general education and good knowledge of data protection law. Must be prepared to undertake specific training to support clinical activities/ competence.

Desirable

Short hand skills ECDL ILM level 3 or willingness to work towards

Experience

Essential

Administration experience in a clinical setting including waiting list management Knowledge of administrative procedures and systems Experience of liaising with health professionals Experience of working in a busy/demanding environment The ability to deal with nonroutine issues by problem solving and developing processes and procedures Demonstrable experience of line managing staff including training, recruitment and implementing human resource management policies Ability to propose changes to working practises or procedures Experience of dealing with patients and families including successful resolution of low-level, informal concerns Knowledge and experience of managing resources Experience of managing a demanding workload within a team to facilitate effective service delivery

Skills

Essential

Excellent IT skills including the Microsoft Office Suite Use of data, spreadsheets, databases and generating reports Advanced and accurate keyboard skills Effective communication including both written and oral skills Excellent time management skills and the ability to work to deadlines Able to maintain confidentiality and deal with sensitive information Leadership skills and ability to problem solve using own initiative Excellent interpersonal skills including the ability to persuade, negotiate, influence and motivate. Ability to make judgements on specific problems (including staff issues), following analysis of a range of options Ability to plan and organise a number of complex activities at the same time which include allocating or re-allocating tasks to staff on a daily basis Able to function efficiently under pressure Able to concentrate for prolonged periods of time on detailed information Able to develop and maintain departmental websites or willing to undertake training if needed.

Desirable

Knowledge of NHS organisational structures

Special Knowledge

Essential

Up to date knowledge of office terminology and procedures Caldicott Principles/Data Protection Knowledge of Child Protection issues and procedures

Desirable

IOSHH

Personal Qualities

Essential

Ability to handle and prioritise multiple tasks Emotionally resilient Able to work autonomously and manage own workload Excellent decision-making skills Creative thinking Ability to work on own initiative Positive outlook Ability to work under pressure and adapt workload to unexpected deadlines where work pattern is unpredictable Flexible approach to work