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Administration Team Lead

4 months ago

Norwich, United Kingdom Norfolk and Norwich University Hospital Full time

Job summary

Fixed term contract/ secondment opportunity for 12 months

We are seeking an experienced and enthusiastic leader to pro-actively lead our Radiology Admin and Clerical Team on a fixed term contract or secondment to cover maternity leave.

This is a large team which includes modality specific bookings staff, reception, and inpatient co-ordinators. This is a fast-paced environment with changing needs, so a flexible, can-do attitude is essential.

The successful candidate will ideally have some supervisory or management experience and be passionate about supporting our people. You will lead by example and inspire those around you to provide exceptional care and operational excellence.

Good time management is essential; you will be able to manage your daily workload according to protocols, working flexibly as the needs of the department dictate and will have a good working knowledge of Microsoft Office applications, including Word and Excel.

You will be able to demonstrate a high level of tact, diplomacy and persuasive skills while dealing with all forms of enquiries from staff within the Trust, outside the hospital and patients in a confidential manner and understanding the need for patient confidentiality, either in person or over the telephone.

If you are considering applying for this post on a secondment basis, please discuss with your Line Manager prior to applying to ascertain whether this could be supported.

Main duties of the job

3 key responsibilities of this role are:

Day to day people management including operation cover, developing and support staff, attendance management and performance management. Maintain oversight of patient waiting lists to ensure imagining activity targets are met and that patient management is in line with the patient access policy. This will involve monitoring the day-to-day staff workloads and allocating work according to staffing levels and adjusting these during periods of sickness or unexpected changes in workload. Monitoring utilisation and capacity, and providing feedback on any shortfalls, identifying the number and type of extra sessions required and plans to address these gaps. The post holder will lead on the recruitment of new A&C staff, including liaising with the recruitment team to advertise roles, shortlisting, interviewing, and inducting successful candidates.

About us

Join us at the Norfolk and Norwich University Hospital and be part of a workforce of over 10,000 staff

The NNUH is one of the largest NHS trusts in the UK, providing first-class acute care for around one million people, living in Norfolk and surrounding areas. We are a teaching and research hospital, at the forefront of innovation, home to state-of-the-art facilities, such as the Quadram Institute. We are pleased to work closely with the University of East Anglia, providing teaching opportunities for our staff and placement opportunities for their students. We attract some of the best and leading professionals from across the country and are proud that our workforce represents 94 countries from across the world.

We are a friendly, collaborative hospital, working with local services and home to N&N Hospitals Charity

We can offer you the full range of NHS benefits/discounts and in addition:

Flexible working hours Fast Track Staff Physiotherapy Service Multi Faith prayer room Discounted gym memberships Excellent pension scheme and annual leave entitlement Wagestream - access up to 40% of your pay as you earn it Free Park & Ride service direct to NNUH site Free 24-hours confidential counselling support On-site Nursery On-site cafes offering staff discounts Support in career development Flexible staff bank Salary Sacrifice schemes including lease cars, Cycle to Work scheme and home electronics Job description

Job responsibilities

Ensure there is adequate administrational, and clerical staff within the Directorates. This will include organising rosters, approving and covering annual leave. Supporting the Support Services Manager in the recruitment and retention of staff. Supporting the Support Services Manager to manage sickness and absence in line with Trust policies. Supporting the Support Services Managers in ensuring Personal Development Plans for A&C staff with the Directorates. Including the identification of training needs and arranging appropriate training for staff in line with the Trusts training plans and strategic objectives. Being responsible for the day to day management of the A&C staff, including overseeing of workloads and implementing effective working practices to support the achievement of administrational quality standards. Assist in the management of scheduling lists in accordance with the DMO1 and PTL targets, attending weekly PTL meetings as required. In conjunction with the Support Services Manager, manage the outpatient waiting lists, recognising the local and national quality standards and contractual requirement. Liaising with all stakeholders, including Modality Leads, Operations managers and the Support Services Manager to ensure that resources, capacity and facilities are fully utilised. Play a key role in the development and implementation of new policies and procedures, as well as ensuring induction and training documentation is maintained. Alongside the Support Services Manager, ensure appropriate training is undertaken in line with departmental training package for both new and existing staff, offering guidance and pastoral support. Investigate and answer any complaints that may arise from areas of responsibility in conjunction with the Support Services Manager and Practice Development Manager. Person Specification

Qualifications

Essential

NVQ level 4 or Foundation Degree in administration or equivalent experience

Experience

Essential

Significant NHS Administrative Experience and general administrative experience Supervisory experience Waiting List Management

Skills

Essential

Good communication and interpersonal skills

Desirable

Effective supervisory and management skills Effective change management skills

Attitude, aptitude

Essential

Ability to lead, motivate and encourage others in a team Ability to participate and work within a changing and demanding environment Effective role model, demonstrating NNUH's PRIDE values of People focussed, Respect, Integrity, Dedication and Excellence Demonstrates understanding and commitment to Equality, Diversity and Inclusion