Administration Team Leader

1 week ago

Stoke Mandeville, United Kingdom Buckinghamshire Healthcare NHS Trust Full time

Job summary

We are looking for an experienced Administrator/Medical Secretary who will Team Lead the Secretariat for Clinical Haematology and Clinical Oncology across site, taking responsibility for the provision of secretarial support and its development, including responsibility for a specific clinical workload (requiring audio-typing).

This is an exciting and varied role, within our fast-paced Cancer department, working within Trust and National RTT and Cancer waiting times. This will require outpatient clinic management, co-ordination of consultant leave, and escalating capacity issues as required.

Main duties of the job

To support the administrative function of Cancer Care & Haematology. The post holder will be responsible for the provision of secretarial support within Cancer & Haematology across both main sites, Wycombe and Stoke Mandeville Hospitals.

Responsibilities will include acting as line manager to a number of medical secretaries and taking responsibility for service development

About us

Why colleagues think we are "a great place to work"

What does Buckinghamshire Healthcare NHS Trust offer you?

As part of our BHT family, you'll benefit from learning and development opportunities to support your career progression.

Alongside NHS benefits of generous annual leave entitlement and pension scheme, you'll have access to NHS discount schemes.

We provide a range of health and wellbeing services to promote a healthy, happy workforce.

What do we stand for?

Our vision is to provide outstanding care, support healthy communities and be a great place to work.

Our mission is to provide personal and compassionate care every time.

We are working hard to increase diversity at all levels within the trust. We believe a diverse workforce can have a positive effect on both staff wellbeing and patient outcomes.

We welcome applications from black, Asian and minority ethnic candidates, LGBTQ+ candidates, candidates with disabilities and care-experienced candidates.

We are proud to achieve the Gold award for the Armed Forces Covenant and support applications from the Armed Forces Community. Please contact (our Armed Forces Covenant Lead) if you would like guidance or assistance with your application.

We make employment decisions by matching our service needs with the skills and experience of candidates, regardless of age, disability, gender, gender identity, marriage and civil partnership, pregnancy and maternity, race, religion or belief, or sexual orientation.

Job description

Job responsibilities

To ensure the operation of an efficient and effective secretarial service that meets the needs of the department. Responsible for the planning of secretarial services to ensure service needs are met and ensuring the development of a cohesive service.

To be responsible for the secretarial support across the service and to the Consultant Clinical Oncologists, including responsibility for a specific clinical workload.

Responsible for ensuring workload entering the secretarial team is allocated appropriately. Able to prioritise and reallocate workload among team members at short notice according to service need. Responsible for liaising with the General Manager and Operations Manager to report staff shortages, unmanageable workloads or gaps in service, along with recommendations of how these could be resolved. To liaise with colleagues ensuring cross-cover arrangements are in place during times of leave.

Be responsible for clinic management and the co-ordination of consultants/juniors doctors leave, ensuring annual/study leave requests are appropriate and processed in a timely and seamless way and that on-call rotas are implemented into clinic capacity, liaising with clinicians and secretarial staff to take action on any issues arising. Ensure all leave is recorded centrally and made available to the team for information and reporting purposes.

Responsible for liaising with the Medway Corporate Applications team to escalate all clinic build issues; completing change forms, co-ordinating clinic change, overseeing patient reschedules and communicating change to all relevant staff in the service.

Oversee the use of eRS, electronic referral system, within the service and supporting/training admin and clinical staff and assisting in reviewing processes as required.

Assist in the induction of new consultants and junior medical staff; co-ordination of initial induction, requesting all IT access, and providing training in DocGen and other systems as required.

Responsible for overseeing the use of Docgen and Olympus Transcribing services within the service and the administration of such, ensuring new users are registered in the systems and trained accordingly and communicating/training existing staff in system updates.

Prepare draft agendas and supporting information, maintain and update circulation lists, take and produce comprehensive minutes, distributing appropriately and providing other admin support for meetings as required.

Ensure relevant meeting rooms are booked and ready for use for meetings as required

Person Specification

Education, Qualification & Training

Essential

General education to 'A' level or equivalent Evidence of continued personal development

Desirable

Degree or equivalent experience Knowledge of medical terminology is a distinct advantage

Experience

Essential

Sound experience in NHS administration

Desirable

Proven experience at supervisory/management level

Skills, Abilities & Knowledge

Essential

Good knowledge of NHS performance targets Ability to prioritise and allocate workloads Excellent oral and written communications skills, including numeracy Good working knowledge of Microsoft packages and computer databases Accurate keyboard and audiotyping skills Ability to problem solve at local level Positive and flexible approach to work Good time management Good attention to detail Professional appearance and manner Good knowledge of medical terminology Good knowledge of HR working practices Ability to act independently and use initiative

Desirable

Good knowledge of legislation regarding data protection and confidentiality

Special Circumstances

Essential

Ability and willingness to travel between Trust sites.

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