Community Team Senior Administrator - Surrey Downs H&C
Epsom and St Helier University Hospitals NHS Trust
To provide a high level of administrative support to all clinical services across Surrey Downs Health and Care (SDH&C) Community Services through managing all Referral and Administration related work. This will include liaising with clinicians, clients, referring parties and other administrative or partner organisation staff. Lead by example in ensuring a patient focused service by responding to all queries in a timely and professional manner.
Participate in the recruitment and line manage a team of administrators who are responsible for delivering a high quality efficient administration service to support the smooth running of a large and diverse range of clinical services working from a variety of sites within the business unit.
Work closely with and deliver a wide range of high quality efficient administration services to clinical leads and Operational managers, team leaders and clinicians for a specified range of services.
Contribute to the continual review & evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made.
Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working, monitoring, training and evaluation.
Main duties of the job
1. Support the business unit in the delivery of services across the business unit and in developing standardised administration processes.
2. Support the Clinical Leads and Managers in ensuring high quality customer service and key performance indicators are met.
3. Participate in the development and up-dating of standard operating procedures (SOP's) for all administrative processes.
4. Plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager. Act as the line manager of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocate and re-allocate tasks on a daily basis as required as organisational priorities change.
5. Contribute to the process of rota planning and flexible working within the team to ensure that work flow is managed between different tasks on all sites and that reception areas are covered at all times.
Job responsibilities
* Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action.
* Provide data to inform the staffing plan to recruit & develop admin staff in line with changing business needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff.
* Provide the starters induction and leavers processes of admin personnel; liaising with HR and IM&T as appropriate to ensure that all processes and resource logs are accurately maintained, with assets, resources and access to IT systems managed to information governance and other policy standards.
* Participate in the communication and information cascade to administrators within the business unit via team meetings and other communications methods. Maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team.
* Responsible for the formal supervision and performance management reviews of a delegated group of administrators from within the business unit, identifying training and skills development needs to feed the training plan, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks.
* Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required. Provide advice and guidance as appropriate and alert the Clinical Manager/ Operational Manager to any additional support or action required, to achieve the skills gain required.
* Prioritise and take responsibility for own work load recognising and supporting colleagues who need guidance and assistance.
* Responsible for the implementation and monitoring of annual leave and absence management processes, statutory and mandatory training attendance and other HR policies for the administration team within the business unit.
* Maintain securely the personnel records of administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act.
* Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes.
* Participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
* Participate in the investigation of any internal or external complaints relating to the administration service in line with the SDH&C complaints policy.
Person Specification
* Experience of team management
* Educated to A level, NVQ Level 3, RSA Higher diploma with a good basic education to include Maths and English.
* Some supervisory experience in a patient/service focused environment delivering services to a number of people and managing workload priorities
* Knowledge of business management procedures
* Willingness to train/ develop further skills
* Involvement / Contribution to change management
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer name
Epsom and St Helier University Hospitals NHS Trust
Address
Epsom PCN, Community Hub
Epsom Gateway Building, Ground floor, Ashley Avenue
£27,857 to £30,570 a year Pro Rata Per Annum inc Fringe HCAS
Contract
Permanent
Working pattern
Reference number
343-SDH&C-6894536
Job locations
Epsom PCN, Community Hub
Epsom Gateway Building, Ground floor, Ashley Avenue
#J-18808-Ljbffr