Job summary Are you professional, enthusiastic, dynamic and are looking for a new challenge? We require a dynamic Administration Team Lead to take responsibility for the CERU administrative team, develop the service and themselves. CERU is a group of services providing specialist inpatient, outpatient and community rehabilitation services, based at The Leamington Hospital. This post is a direct link and support between our services, providing skilled administrative support across all areas. This can be a demanding role and it is therefore essential that the applicant possesses excellent organisational skills, is flexible, adaptable and capable of responding to a busy environment. This post would be ideal for someone looking to develop their leadership and management skills.We are committed to supporting the successful candidate in their personal development and providing appropriate training opportunities. The successful candidate will have a high level of competency using Microsoft Office packages such as Word, Excel, Access, Power Point and Outlook. Previous experience of working with NHS systems would be an advantage. The team operates on-site Mon to Fri 08.00 to 17.00. The working pattern of the Team Lead is subject to negotiation with the successful candidate, ensuring that the service is fully covered by team members during these hours. All applications must be made via the Trac system (Do not use Indeed Apply). Main duties of the job To be the Team Lead to the CERU Administration Office at the Central England Rehabilitation Unit (CERU) based at the Royal Leamington Spa Rehabilitation Hospital. Work on own initiative to manage, prioritise and delegate clerical tasks to the Administrative team to ensure an effective and efficient running of the department. To provide a comprehensive, high quality secretarial service to the Clinical Director and General Manager including telephone calls, typing/word processing of letters, memos, minutes, reports and other routine correspondence. About us Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. In addition our staff survey results have placed us 4th in the country for recommended place to work. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.Our values can be summed up in one sentence. We are 'Trusted to provide safe, inclusive, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Date posted 07 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Pro rata Contract Permanent Working pattern Part-time Reference number 203-SS1079 Job locations CERU Leamington Spa Hospital Heathcote Lane Warwick CV34 6SR Job description Job responsibilities The Main Responsibilities and Duties are: Maintain the CERU administrative team to ensure that operational cover is provided throughout the working year and supporting the remit and jobspecification of CERU Administrative Team Lead. Provide a comprehensive, high quality secretarial service to the Clinical Director and General Manager including telephone calls, typing/wordprocessing of letters, memos, minutes, reports and other routinecorrespondence. Ensure that the administrative team takes messages, deals with enquiries appropriately and ensure the accurate and timely communication of messages including issues of a confidential and contentious nature. Managing Operational issues with the Project Manager & Business Support CERU. Support the management of referrals into CERU including liaising with referring hospitals, all clinical leads and the Patient Flow Team at CERU. Ensure that the administrative team manages and completes outpatientappointment bookings efficiently and in a timely manner according to SWFT RTT guidelines. Management of Petty Cash with associated responsibilities. Manage Medical absence leave and maintain Medical Absence calendar. Daily transcription of dictations including Medical and DVLA reports to becompleted according to departmental Standard Operating Procedures. Produce documents, charts, tables, databases etc, by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook. To be responsible for facilitating recruitment for the General Manager including the production of job descriptions, person specifications and advertisements. To co-ordinate shortlisting, interview panels and set up interviews. To prepare Consultant rota/On-call rota and Bleep rota Ensure that the administrative team maintains accurate and efficient filingsystems, including both paper and computerised systems ensuring strictconfidentiality of client/staff identifiable information. Ensure timely collection and production of statistical data relating to the service as directed, compiling reports where necessary and forwarding relevant information to other Departments as necessary. Taking and production of formal minutes in a range of professional multi-disciplinary meetings as requested. To co-ordinate incoming correspondence, dealing with routine and non-routine issues without recourse to guidance. Co-ordinates activities such as conferences, workshops and seminars, andensure that the venue is booked and equipped appropriately and all delegates needs are met on the day. Maintain and update staff personal files as delegated by the General Manager. Maintain a professional and confidential approach to work at all times. Maintaining effective communication with a wide range of service users, carers and agencies. Prioritising own workload to meet deadlines and demands of the service. To manage an efficient, confidential and robust bring forward system. Undertake any other appropriate duties as may be delegated from time to time. Job description Job responsibilities The Main Responsibilities and Duties are: Maintain the CERU administrative team to ensure that operational cover is provided throughout the working year and supporting the remit and jobspecification of CERU Administrative Team Lead. Provide a comprehensive, high quality secretarial service to the Clinical Director and General Manager including telephone calls, typing/wordprocessing of letters, memos, minutes, reports and other routinecorrespondence. Ensure that the administrative team takes messages, deals with enquiries appropriately and ensure the accurate and timely communication of messages including issues of a confidential and contentious nature. Managing Operational issues with the Project Manager & Business Support CERU. Support the management of referrals into CERU including liaising with referring hospitals, all clinical leads and the Patient Flow Team at CERU. Ensure that the administrative team manages and completes outpatientappointment bookings efficiently and in a timely manner according to SWFT RTT guidelines. Management of Petty Cash with associated responsibilities. Manage Medical absence leave and maintain Medical Absence calendar. Daily transcription of dictations including Medical and DVLA reports to becompleted according to departmental Standard Operating Procedures. Produce documents, charts, tables, databases etc, by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook. To be responsible for facilitating recruitment for the General Manager including the production of job descriptions, person specifications and advertisements. To co-ordinate shortlisting, interview panels and set up interviews. To prepare Consultant rota/On-call rota and Bleep rota Ensure that the administrative team maintains accurate and efficient filingsystems, including both paper and computerised systems ensuring strictconfidentiality of client/staff identifiable information. Ensure timely collection and production of statistical data relating to the service as directed, compiling reports where necessary and forwarding relevant information to other Departments as necessary. Taking and production of formal minutes in a range of professional multi-disciplinary meetings as requested. To co-ordinate incoming correspondence, dealing with routine and non-routine issues without recourse to guidance. Co-ordinates activities such as conferences, workshops and seminars, andensure that the venue is booked and equipped appropriately and all delegates needs are met on the day. Maintain and update staff personal files as delegated by the General Manager. Maintain a professional and confidential approach to work at all times. Maintaining effective communication with a wide range of service users, carers and agencies. Prioritising own workload to meet deadlines and demands of the service. To manage an efficient, confidential and robust bring forward system. Undertake any other appropriate duties as may be delegated from time to time. Person Specification Qualifications Essential RSA III Typing/Word Processing or equivalent Experience Essential Must have substantial experience at senior secretarial/administrative level Experience of working in the NHS Desirable Experience of providing line management Experience of Petty Cash Handling Skills Essential Excellent working knowledge of computer software including Word, Excel, Access, PowerPoint, email and electronic diary Able to coordinate and prepare documents for meetings, take minutes and follow up action points. Must be able to prioritise own workload Must be able to operate a bring forward system Must be able to develop and maintain a filing system Must be able to demonstrate an understanding of equal opportunities Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work of the department Personal Qualities Essential Ability to meet deadlines and work under pressure Good written and verbal communication skills, with the ability to liaise and communicate clearly with a wide range of people from different sectors and at all levels of an organisation Other Essential Must be willing to undertake Criminal Records Bureau Disclosure Must be legally entitled to work in the United Kingdom Person Specification Qualifications Essential RSA III Typing/Word Processing or equivalent Experience Essential Must have substantial experience at senior secretarial/administrative level Experience of working in the NHS Desirable Experience of providing line management Experience of Petty Cash Handling Skills Essential Excellent working knowledge of computer software including Word, Excel, Access, PowerPoint, email and electronic diary Able to coordinate and prepare documents for meetings, take minutes and follow up action points. Must be able to prioritise own workload Must be able to operate a bring forward system Must be able to develop and maintain a filing system Must be able to demonstrate an understanding of equal opportunities Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work of the department Personal Qualities Essential Ability to meet deadlines and work under pressure Good written and verbal communication skills, with the ability to liaise and communicate clearly with a wide range of people from different sectors and at all levels of an organisation Other Essential Must be willing to undertake Criminal Records Bureau Disclosure Must be legally entitled to work in the United Kingdom 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information 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. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name South Warwickshire University NHS Foundation Trust Address CERU Leamington Spa Hospital Heathcote Lane Warwick CV34 6SR Employer's website https://www.swft.nhs.uk/ (Opens in a new tab)