Job summary
An excellent opportunity has arisen for an experienced Admin Team Leader to join our Forensic Outreach Liaison Service (FOLS).
The successful candidate will be working with a diverse, multidisciplinary team, and your responsibilities will include supporting the service in the safe and effective delivery of high quality healthcare.
Reporting directly to the Service Manager the Admin Coordinator will ensure a highly efficient and effective administrative support service that is responsive to needs of this complex and specialist service. This will include ensuring that the following service areas are provided to a consistent, high standard:
1. Reception
2. Appointment booking
3. Frontline patient liaison
4. Medical admin staff.
Toprovide line management to staff working in the above service areas.
The post holder will work to defined policies but is required to work on own initiative, utilising broad guidance as required. The Admin Coordinator will be the admin specialist, developing and maintaining effective administrative support throughout the service, and will work autonomously in this role.
Main duties of the job
The post holder has a responsibility to develop, implement and maintain care group specific policies, protocols and related systems.
A key part of the role will be to manage and maintain the performance reporting systems for the team, and to ensure the accuracy of these systems.
Manage the service central office environment, developing and improving working practices, setting the appropriate standards and culture, and ensuring that work throughout the service is delivered on time and to the highest standards. This will include the maintenance of effective data collection systems and ensuring that the administration team are working within such systems effectively.
To manage the admin and related budget and having delegated budgetary responsibility for expenditure on the Service Manager's budget.
Assist and engage in Trust-wide policy development, personally ensuring recommendations from Serious Untoward Incidents (SUIs), near misses, complaints and other incidents are shared across all ward teams and groups throughout the service.
Develop working relationships with key people within the Trust to help support and develop the business of the care group and to play an active part in developing a culture of performance management.
About us
To help our staff thrive in their roles we offer regular, good quality supervision, appraisals, in-depth training and development our organisation we have a strong focus on employee wellbeing and have an employee assistance programme which can be accessed byall staff.
Staff have access to a range of different discount schemes offering discounts on a range of things from meals out to gym membership.
Job description
Job responsibilities
Team Management
To ensure that all relevant administrative functions and services are provided to the highest possible standard across the service.
A key part of the role will be to manage and maintain the performance reporting systems for all elements of the team; this will include ensuring that data related to key performance indicators is collected and available to submit within the reporting timetable.
Manage the service central office environment, developing and improving working practices, protocols; setting appropriate standards and promoting a positive performance culture which ensures that work throughout the inpatient service is delivered on time and to the highest standards. This includes all elements of liaison and joint working with corporate departments such as human resources, finance and Estates and facilities.
To provide effective line management to all designated staff reporting directly to the Admin Coordinator; ensuring supervision, appraisal and personal development plans, sicknessabsence management, recording and monitoring, initial disciplinary, grievance and performance matters and recruitment of administrative staff.
To plan and ensure that adequate cover is available for all admin areas ( reception, appointment booking, etc)
To lead on the recruitment of admin staff throughout the service and to ensure the appropriate induction of new members of staff.
Facilities Management
Provide site management for the service; being responsible for liaising with Estates and facilities directorate for maintenance and security of the building(s) and contents.
Arranging for maintenance, repairs and redecoration of building(s) to be carried out as required.
Coordinate all Minor Improvements to the building, liaising with the Estates Department and being responsible for moving of staff and equipment to facilitate improvements.
Organise office accommodation and IT equipment.
Administrative & Secretarial
To provide excellent administrative and secretarial support, using appropriate software packages (this may include audio typing/speed writing/shorthand), working to strict timescales and to a very high standard of accuracy, following correct Trust presentation standards.
To arrange a variety of complex appointments and meetings, being aware of competing priorities, involving internal and external agencies; using initiative to produce agendas in advance, take minutes and produce and action follow up action points, undertaking any relevant research as required.
To arrange and organise a variety of multidisciplinary events/away days, which involves selecting and booking appropriate venues, speakers and catering, providing materials and project planning associated administrative tasks.
To prepare regular and non-routine papers and reports, often of a very confidential nature, undertaking initial research as required.
To undertake specific development projects related to the inpatient service as designated by the Service Manager.
To support the Service Manager in the maintenance of an effective and efficient meeting structure; ensuring minutes are kept, distributed swiftly and all parties are kept fully informed and updated.
To screen and distribute all mail (including e-mails where instructed) received by the Service Manager, drawing attention to urgent issues, drafting and sending, without reference, response to routine correspondence.
To ensure that all telephone and personal enquiries made to the service are dealt with appropriately in a confidential manner; providing an accurate message service and taking appropriate follow-up action.
To assist the care group Business Manager on the production, analysis, useful presentation and dissemination of information to key people within deadlines to aid decision-making for service improvements and changes; to be responsible for the analysis, investigation and resolution of anomalies and issues.
To carry out other general office duties as required.
Budgetary & Resources
Responsible for ordering of supplies for the Service Manager and other key staff across the management team and maintaining supplies for the office and administration service for which responsible.
To authorise petty cash payments, travel arrangements, meeting expenses and appropriate agency timesheets. (up to £12K per annum)
To ensure invoices are appropriately authorised.
To monitor relevant budgets highlighting any concerns to the Service Manager.
To organise the purchase of non-stock and stock requisitions, including all office and IT equipment, stationery and furniture.
Ordering and signing off of specific resources for the service. Invoicing for goods and liaising with finance.
To be an authorised signatory for purchases.
General
To maintain a professional and highly confidential approach to all work carried out for the Service Manager.
To fully participate in the Trusts performance review and personal development planning process on an annual basis.
To undertake training as necessary in line with the development of the post and as agreed with the Service Director as part of the personal development planning process.
To achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
To contribute positively to the effectiveness and efficiency of the teams in which the Business Manager works.
To undertake project work as required, for example, upgrading the office switchboard and telephone system; office refurbishments and organising art work displays.
To undertake any other duties at the request of the Service Director which are commensurate with the role.
To be able to articulate the vision and values of Sussex Partnership NHS Foundation Trust, and to feel personally in tune with the delivery of these.
To participate in rota to cover reception duties if required.
Staff Leadership & Management
To provide effective leadership and management to staff which promotes high performance standards both individually and as a team, in the achievement of the Trusts objectives and priorities. The Trusts success will be dependent on all managers playing an active role to make sure the existing areas of good employment practice are universally embedded within the organisation.
Managers will be expected to:
5. Understand the Trusts key priorities and those of your care group and translate these into key priorities for your care group.
6. Ensure clarity and effectiveness in developing and designing roles
7. Ensure management of staff is consistent with Trusts HR Policies to the achievement of equality, equity and optimum performance.
8. Complete annual Appraisals for all staff which reflect these priorities and ensure staff have access to appropriate training and development.
9. Communicate regularly through meetings with teams and individuals and provide opportunity for two-way feedback.
10. Promote an effective team ethos.
11. Promote equality, diversity and rights, and treat others with dignity and respect ensuring services are developed, managed and delivered to meet the specific needs of those belonging to protected characteristics.
12. Promote equality, diversity and Human Rights in working practices by developing and maintaining positive working relationships, ensuring that colleagues are treated fairly and contributing to developing equality of opportunity and outcomes in working practices.
13. Contribute to developing and maintaining equality of opportunity in working practices by complying with legislation and organisational policies.
14. Advise colleagues about equality, diversity and human rights policies and procedures and ensure they are followed.
15. Ensure that colleagues are treated fairly.
16. Behave in a non-discriminatory way and challenge the discriminatory behaviour of others.
17. Be supportive of colleagues or service users who wish to raise issues about discriminatory practice or experience.
Person Specification
QUALIFICATIONS
Essential
18. Educated to A Level or NVQ 4 Standard of equivalent experience
EXPERIENCE
Essential
19. NHS Experience in Children's Services
20. Experience of supervision of administration staff
21. A working knowledge of trust HR Policies and Procedures
Desirable
22. Understanding of information systems used by the Trust
SKILLS
Essential
23. Excellent communication skills with emphasis of interpersonal and influencing skills
24. Ability to effectively provide and receive complex information which may require analysis and interpretation and develop solutions if necessary
25. Mobility to travel across sites