Administration Team Leader

2 weeks ago

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

Job summary

The Complex Needs & Disabilities Care Group in the Children, Young People & Family Health Services Directorate is seeking an experienced Admin Team Leader to play a pivotal role in delivering our services. If you are a self-motivated and organised person with a flexible approach to work then this is the role for you

The ideal candidate for this position will be required to have significant secretarial experience, be a team player and have strong secretarial and administrative skills. You will liaise in a professional manner with colleagues, patients and parents/guardians and undertake a wide spectrum of administrative and secretarial duties.

Excellent organisation skills and time management skills are required to manage clinical activity to ensure the best possible patient care. The post holder will have the ability to use tact and diplomacy and be aware of the high level of confidentiality within their day to day responsibilities.

Additionally, you will take 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.

Computer literacy and typing experience is essential for the role as well as excellent verbal and written communication skills.

If you have applied for this role within the last 6 months and were unsuccessful, unfortunately we will not be able to consider your application.

Main duties of the job

Provide a comprehensive secretarial service. To be responsible for the supervision, allocation and quality assurance of work of administrative support staff members on a day-to-day basis. The post holder will have overall oversight over waiting lists, ensuring that as far as possible patients are booked in for appointments within RTT targets. The post holder will collate performance information and escalate any capacity issues or exceptions. Communicate with a wide range of professional staff, patients, relatives/carers utilising tact and diplomacy both internal and external to the UHB. The post holder will be the point of contact for any escalation from more junior members of staff. To work autonomously to manage own workload, working to set priorities and reorganise work practices of administrative support staff to fulfil departmental requirements. Dealing with and resolving informal concerns by liaising with relevant parties within the directorate and the UHB. Working to find an appropriate solution to prevent any further escalation. Assist in the production of high-quality documentation, using Microsoft Word and clinical databases, including confidential letters, case conference reports, housing reports etc. Management of electronic patient records, clinic creation, appointment booking, timely outcoming of appointments, waiting list and caseload management. Oversight of data cleansing to ensure that accurate and up-to-date information is held.

About us

Cardiff and Vale University Health Board is one of the largest Integrated Health Boards in the UK, employing over 15,000 staff, providing over 100 specialist services. Working across 6 hospital sites, we have a diverse range of career opportunities to offer. Serving around 500,000 people living in Cardiff and the Vale of Glamorgan, we are focussed on the health and care needs of our local population whilst working with our partners to develop regional services.

Our mission is "Caring for People, Keeping People Well", and ourvision is that every person's chance of leading a healthy life should be equal. As an organisation we are unashamedly ambitious for our population's health, rising to the challenges of today and tomorrow through our 10-year strategy, Shaping our Future Wellbeing. We are contributing to a healthier Wales with great emphasis placed on innovation and improvement, learning from around the world and leading the way in clinical research. Partnership working is strong at Cardiff and Vale, and we work closely with our staff and our community.

Cardiff, the thriving Welsh capital, is a fantastic city to live and work in with an abundance of sports, arts and cultural attractions. Situated to the west of Cardiff, the Vale of Glamorgan offers a combination of beautiful Welsh countryside and a dramatic natural coastline. Whether city life or rural living, Cardiffand the Vale offers the best of both worlds.

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.

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

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.

Desirable

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 The ability to deal with non-routine issues by problem solving and developing processes and procedures Demonstrable experience of line managing staff including training, recruitment and implementing human resource management policies Experience of dealing with patients and families including successful resolution of low-level, informal concerns Experience of managing a demanding workload within a team to facilitate effective service delivery

Skills

Essential

Excellent IT skills including the Microsoft Office Suite 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

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