Job summary Gloucestershire Hospitals NHS Trust is offering an exciting opportunity for the role of Administration Team Leader within the Neonatal and Acute Paediatrics Department at Gloucestershire Royal Hospital. This job share position entails leading a skilled team of administrators and medical secretaries, with both postholders sharing the responsibility of managing the team while ensuring the smooth operation of the department. The role involves actively supporting patient pathways, overseeing and maintaining outpatient access targets, and ensuring the continuous quality and accuracy of data through regular validation of outpatient waiting lists. We invite applications from individuals who are dynamic, self-driven, and enthusiastic, with a strong work ethic and a high level of responsibility. The ability to work collaboratively in a job share, while still managing the whole team effectively, is essential. A flexible approach to work is also key. The successful candidates will be required to demonstrate the highest levels of professionalism, work independently, make informed decisions, and provide guidance and support to their team. Effective time management and the ability to meet deadlines are crucial to align with the Trust's objectives. This will be a Job Share Vacancy for 30 and 28 hours, please indicate the hours on your application Monday - Friday, Flexible working hours Main duties of the job This role involves leading the administrative team to deliver a thorough, consistent, and efficient administrative service. This includes allocating tasks appropriately across the team to support divisional goals while also handling more complex tasks personally. Candidates will ideally have proven experience in both supervisory roles and as a medical secretary. A key aspect of this position is enhancing outpatient services, which are vital to patient pathways. The role entails monitoring and reducing appointment delays and maximizing the utilization of all appointment slots. Experience in data quality and validation, along with familiarity with Referral to Treatment Pathways, will be considered beneficial for this role. The ideal candidate should possess strong problem-solving abilities, excellent interpersonal skills for effective collaboration with both clinical and non-clinical staff, and exceptional organisational skills to manage multiple priorities. Initiative and the ability to work independently are also crucial. About us This job share role involves jointly leading the administrative team to deliver a thorough, consistent, and efficient administrative service. Both postholders will share the responsibility of allocating tasks appropriately across the team to support divisional goals, while also handling more complex tasks personally. While supervisory experience is not mandatory, candidates should be able to demonstrate strong leadership skills, including the ability to effectively manage and guide a team. A key aspect of this position is enhancing outpatient services, which are vital to patient pathways. The role entails monitoring and reducing appointment delays, maximising the utilisation of all appointment slots, and ensuring seamless coordination. Experience in data quality and validation, along with familiarity with Referral to Treatment Pathways, will be considered beneficial for this role. The ideal candidates should possess strong problem-solving abilities, excellent interpersonal skills for effective collaboration with both clinical and non-clinical staff, and exceptional organisational skills to manage multiple priorities. Initiative and the ability to work independently, while ensuring the responsibilities of the job share arrangement are seamlessly fulfilled, are also crucial. Date posted 30 January 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year per annum Contract Permanent Working pattern Part-time, Job share Reference number 318-25-T0081 Job locations Gloucestershire Royal Hospital Gloucester GL1 3NN Job description Job responsibilities This job share position entails jointly leading a team of administrators and medical secretaries. Both post holders will share responsibilities such as managing staff annual leave, sickness, and performance, overseeing recruitment processes, conducting staff inductions and training, and engaging in Development Conversations to set clear SMART objectives for the team. The role requires excellent multitasking, planning, and prioritising skills for both personal tasks and those of the administrative team, in alignment with divisional objectives and typing targets. Together, the job share partners will focus on enhancing current work practices, introducing new methods, and regularly reviewing processes to ensure robust administrative support is maintained for service requirements. Another crucial aspect of this shared role involves reviewing service provision, in collaboration with Consultant colleagues, to ensure the administrative function effectively supports the proactive management of patient pathways in accordance with Local and National Access Targets. The job share arrangement will also involve improving data quality on the patient administrative system, ensuring all patient access targets are monitored by the administrative team with accurate recording of pathway outcomes post inpatient or outpatient episodes. A primary focus will be managing and reducing the number of overdue new and follow-up appointments, monitoring delayed first and follow-up appointments, and implementing first-line management strategies to minimise delays in patient pathways. Concerns will be escalated to the Operational Support Manager as necessary, with both post holders working collaboratively to address these challenges effectively. Job description Job responsibilities This job share position entails jointly leading a team of administrators and medical secretaries. Both post holders will share responsibilities such as managing staff annual leave, sickness, and performance, overseeing recruitment processes, conducting staff inductions and training, and engaging in Development Conversations to set clear SMART objectives for the team. The role requires excellent multitasking, planning, and prioritising skills for both personal tasks and those of the administrative team, in alignment with divisional objectives and typing targets. Together, the job share partners will focus on enhancing current work practices, introducing new methods, and regularly reviewing processes to ensure robust administrative support is maintained for service requirements. Another crucial aspect of this shared role involves reviewing service provision, in collaboration with Consultant colleagues, to ensure the administrative function effectively supports the proactive management of patient pathways in accordance with Local and National Access Targets. The job share arrangement will also involve improving data quality on the patient administrative system, ensuring all patient access targets are monitored by the administrative team with accurate recording of pathway outcomes post inpatient or outpatient episodes. A primary focus will be managing and reducing the number of overdue new and follow-up appointments, monitoring delayed first and follow-up appointments, and implementing first-line management strategies to minimise delays in patient pathways. Concerns will be escalated to the Operational Support Manager as necessary, with both post holders working collaboratively to address these challenges effectively. Person Specification Qualifications Essential Educated to A Level or equivalent experience Computer literate in Microsoft Office packages Experience in typing/word processing and data entry Desirable Proficient in NHS Systems i.e Trak/Sunrise/Infoflex Experience Essential Medical Secretary Experience Excellent written communication skills with a good command and understanding of English, punctuation and grammar. Excellent communication, interpersonal and negotiation skills and ability to use them effectively to work with staff, clinical colleagues and the management team. Demonstrated organisational skills, showcasing the capability to effectively prioritise tasks, manage competing demands efficiently, and consistently meet deadlines through a methodical and detail-oriented approach Desirable Proven experience of supervising an administrative team. Knowledge/ Skills Essential Sound understanding of HR policies to enable application of annual and special leave requests ensuring effective staff utilisation. Sickness Management and the Disciplinary Policy. Ability to delegate, work independently, use initiative and prioritise workload for self and team. Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, CRIS and Infoflex. Desirable Experience in Data Validation and Knowledge of Referral to Treatment and Cancer Pathways. Person Specification Qualifications Essential Educated to A Level or equivalent experience Computer literate in Microsoft Office packages Experience in typing/word processing and data entry Desirable Proficient in NHS Systems i.e Trak/Sunrise/Infoflex Experience Essential Medical Secretary Experience Excellent written communication skills with a good command and understanding of English, punctuation and grammar. Excellent communication, interpersonal and negotiation skills and ability to use them effectively to work with staff, clinical colleagues and the management team. Demonstrated organisational skills, showcasing the capability to effectively prioritise tasks, manage competing demands efficiently, and consistently meet deadlines through a methodical and detail-oriented approach Desirable Proven experience of supervising an administrative team. Knowledge/ Skills Essential Sound understanding of HR policies to enable application of annual and special leave requests ensuring effective staff utilisation. Sickness Management and the Disciplinary Policy. Ability to delegate, work independently, use initiative and prioritise workload for self and team. Ability to demonstrate or gain proficiency in the use of hospital computer systems including TrakCare, PAS, CRIS and Infoflex. Desirable Experience in Data Validation and Knowledge of Referral to Treatment and Cancer Pathways. 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 details Employer name Gloucestershire Hospitals NHS Foundation Trust Address Gloucestershire Royal Hospital Gloucester GL1 3NN Employer's website https://www.gloshospitals.nhs.uk/ (Opens in a new tab)