Employer: Surrey Downs Health and Care
Employer type: Public (Non NHS)
Site: Epsom PCN, Community Hub
Town: Epsom
Salary: £27,857 - £30,570 Pro Rata Per Annum inc Fringe HCAS
Salary period: Yearly
Closing: 19/02/2025 23:59
Surrey Downs Health and Care
Community Team Senior Administrator - Surrey Downs H&C
NHS AfC: Band 4
Job overview
Surrey Downs Health & Care
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
* Support the business unit in the delivery of services across the business unit and in developing standardised administration processes.
* Support the Clinical Leads and Managers in ensuring high quality customer service and key performance indicators are met.
* Participate in the development and up-dating of standard operating procedures (SOP’s) for all administrative processes.
* 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.
* 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.
Working for our organisation
Surrey Downs Health and Care deliver care closer to people’s own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.
Surrey Downs Health and Care has a track record of providing person centered care that goes beyond organisational boundaries to do what is best for the individual.
* The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
* CSH Surrey
* Epsom and St Helier’s University Hospitals NHS Trust
Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.
It’s on those grounds that the Surrey Downs Health and Care was formed – we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.
In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.
Detailed job description and main 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.
* Participate in the communication and information cascade to administrators within the business unit via team meetings and other communications methods.
* 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.
* Evaluate, monitor and support the development of skills within the administrative team.
* Prioritise and take responsibility for own workload and support 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.
* Maintain securely the personnel records of administrators and clinical personnel on behalf of clinical managers.
* Maintain emergency contact details for emergency planning and safe working practices.
* 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.
Please refer to the attached Job Description and Person Specification for more details.
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.
* Knowledge of business management procedures.
* Willingness to train/develop further skills.
* Involvement/Contribution to change management.
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