Job summary The Adult SLT team at MYTT are pleased to share a new role in the team: Admin and Clerical Team Leader. This is an exciting opportunity for a dynamic and experienced administrative person to join our team and help shape the future of our service. The role includes day to day administrative duties, reviewing and managing data, audits, supporting leave management system, and oversight of admin function. The role entails line management of the admin assistants and will also chair admin and business meetings for the department. This post holder will work closely with the Team Lead for the Adult SLT Service and the Therapies Service Lead to ensure quality service delivery and timely access to data. The post holder is required to be autonomous, organised, and supportive of the aims and objectives of our service. This role is for 26 hours over 4 days. The post holder will be joining a friendly and ambitious team of Speech and Language Therapists, Assistants and Admin colleagues. Interviews will be 22 April 2025. Please note vacancy may close early if we receive a high number of applications. Main duties of the job To lead a Team of Administration and Clerical staff, including allocation of workload, support and supervision of junior staff and working within Trust Policies and Procedures. To act as a key contact point for adult SLT therapy staff regarding operational and administrative issues. To provide organisational and administrative skills to support the delivery of the Adult SLT service. About us We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work. We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust. If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day. Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form. Date posted 27 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Permanent Working pattern Part-time, Flexible working Reference number C9377-ATS4894 Job locations Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF14DG Job description Job responsibilities To lead a Team of Administration and Clerical staff, including allocation of workload, support and supervision of junior staff and working within Trust Policies and Procedures To act as a key contact point for adult SLT therapy staff regarding operational and administrative issues. To provide organisational and administrative skills to support the delivery of the Adult SLT service. To be responsible for leading a team of A & C staff by providing leadership, supervision and appraisal to all Admin staff. To set up an efficient office system which enables Managers and SLT staff to access information easily and supports them to lead the SLT service. To have an understanding of Adult SLT processes and their application in a number of environments and across numerous specialities To understand the structure of the SLT service and be able to network with relevant staff across therapies. To monitor SLT MAST, safeguarding & Appraisal metrics and alert team leaders for any required actions To validate SLT therapy RTT data, informing team leads to any breaches and escalate alerts accordingly. To lead or support wit the Governance processes within SLT, co-ordinating the governance meetings, recording minutes and chasing actions as required. To ensure flow of documents for ratification through SLT and Therapies governance. To lead on Systm1 within SLT including: supporting the implementation of new processes to ensure efficient patient flow and accurate capture of data, entering new information to the system, updating staff ledgers and information and fulfilling the privacy officer role. To know the professional and personal scope of own practice. To be responsible for the SLT admin and clerical team working within Trust policies, procedures and departmental standards. To be competent in understanding and maintaining confidentiality in line with Professional, National and Trust standards and policies. To be able to maintain confidentiality in line with Data Protection Legislation and Caldicott Principles whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances. To abide by the Health and Safety Policies and Procedures and take responsibility for your own Health and Safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting systems. To be able to plan, organise and evaluate own and others workload taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary. To set up and implement the efficient administration of relevant service documentation including the completion of forms and other official documents. To be fully competent in the use of office machinery e.g. computer, and photocopier and facilitate the use by the rest of the team. To be fully competent to access and utilise activities on electronic scheduling equipment e.g. Patient Administration System (PAS), as required and support others in its use. To be clinical support of teams where competence exists and need arises. To take a lead and implement relevant co-ordination and administration projects as directed by Adult SLT leads. To ensure competence of administrative staff with the variety of admin and clerical roles and responsibilities. To manage and co-ordinate the use of ordering systems within the team, through NHS supplies and NEP. To delegate tasks appropriately to admin and clerical staff within the team. To be administrative support for the use of e-rostering within the team ensuring all relevant information is recoded. To be administrator/supervisor on ESR across SLT to support up to date information is recorded To support team leads with recruitment of new staff, linking the NHS jobs and understanding the process with use of Bank staff. To be responsible for performance management within the Administration and Clerical team. To support Team Leads and Clinical leads with diary management where needed. I.E arranging meetings. Support team leads in the sickness management process. To provide an efficient customer service, dealing with a diverse range of enquiries from patients, other health professionals, external agencies and members of the general public, in person or by telephone, in a pleasant and helpful manner. To be responsible for ensuring detailed and confidential information and enquiries from a variety of sources are relayed and dealt with appropriately by the team. To exercise judgement to analyse and resolve problems. To effectively use a variety of advanced verbal communication skills to manage sensitive and difficult situations. To respond discretely to sensitive service information in the appropriate format in a confidential manner. To adapt communication skills where there may be difficulties with understanding due to physical, cognitive, psychological or social problems. To be able to liaise and communicate with a wide range of health professionals, managers, directors, other departments and external agencies, relaying staff, patient and service information efficiently and timely. To co-ordinate and generate clear written documentation for the SLT Service e.g. clinical reports. To be able to work within a team environment, attend and contribute to team, group and Trust meetings To be responsible for the prioritisation of admin tasks. To be responsible for the written recording of up to date, accurate information relating to Adult SLT Service in line with applicable legislation, Trust, and College of Occupational Therapy guidelines including incident reporting. To be able to give advice on Trust policies relevant to the area of work and appropriate to the grade. To have a comprehensive knowledge of Microsoft Office Packages and computer keyboard skills. To set up systems of file storage and archiving on the shared Adult SLT drive. To induct and support the team in the preparing, typing, saving, printing, restoring and distribution of letters, reports and documents, utilising various computer packages / programs. To be responsible for managing systems of budget monitoring, including departmental stationary, locum invoices, travel expenses, staff allowances and overtime expenses. To induct and support the team to collect, input and record data with an ability to produce graphs and reports to show statistical information utilising a diverse range of computer / software packages. To collate, compile and process information and documents to a high standard and to meet specific deadlines, including vacancy control systems, staff changes forms, new starter and termination forms To be responsible for the completion of appropriate departmental statistical records. To set up and monitor the system for incident reporting. To be able to respond to detailed instructions, clarify if appropriate, and work using own initiative and delegate appropriately. To demonstrate initiative and problem-solving abilities and be able to set up and advise Managers on administrative systems. To provide leadership to the Administration and Clerical Team. To review and reflect on own practice and make effective use of supervision and appraisal in line with the Knowledge and Skills Framework. To have lead responsibility for maintaining a supervision structure within the Administration and Clerical Team and supervising junior staff, providing support and advice. To be able to identify own limitations and seek advice from a Service Lead or the where appropriate. To continue to update secretarial skills and knowledge through the identification of training needs as part of the appraisal processes. Attend mandatory training as identified by the Trust and departmental policies. To be responsible for the departmental induction of SLT staff and students to Administration and Clerical systems. To be responsible for the induction, training and education of new administrative and clerical staff where appropriate. To take an active role in the facilitation of ongoing development within the A & C team. To be responsible for development within the Administration and Clerical team. To be responsible for the delivery of the SLT service development plan along with senior SLT colleagues. To be responsible for evaluating Administration and Clerical systems and making recommendations to managers regarding change and development. To be responsible for evaluating own performance and identifying own training needs. To participate, through individual performance review, in matching departmental / organisational aims with personal objectives. To use reflective practice to compile a professional portfolio record of continuing professional development in line with the Knowledge and Skills Framework. To support Service Leads in the planning, complementation and evaluation of service audits. With support from SLT staff, compliment audit projects related to Administration and Clerical systems. Job description Job responsibilities To lead a Team of Administration and Clerical staff, including allocation of workload, support and supervision of junior staff and working within Trust Policies and Procedures To act as a key contact point for adult SLT therapy staff regarding operational and administrative issues. To provide organisational and administrative skills to support the delivery of the Adult SLT service. To be responsible for leading a team of A & C staff by providing leadership, supervision and appraisal to all Admin staff. To set up an efficient office system which enables Managers and SLT staff to access information easily and supports them to lead the SLT service. To have an understanding of Adult SLT processes and their application in a number of environments and across numerous specialities To understand the structure of the SLT service and be able to network with relevant staff across therapies. To monitor SLT MAST, safeguarding & Appraisal metrics and alert team leaders for any required actions To validate SLT therapy RTT data, informing team leads to any breaches and escalate alerts accordingly. To lead or support wit the Governance processes within SLT, co-ordinating the governance meetings, recording minutes and chasing actions as required. To ensure flow of documents for ratification through SLT and Therapies governance. To lead on Systm1 within SLT including: supporting the implementation of new processes to ensure efficient patient flow and accurate capture of data, entering new information to the system, updating staff ledgers and information and fulfilling the privacy officer role. To know the professional and personal scope of own practice. To be responsible for the SLT admin and clerical team working within Trust policies, procedures and departmental standards. To be competent in understanding and maintaining confidentiality in line with Professional, National and Trust standards and policies. To be able to maintain confidentiality in line with Data Protection Legislation and Caldicott Principles whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances. To abide by the Health and Safety Policies and Procedures and take responsibility for your own Health and Safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting systems. To be able to plan, organise and evaluate own and others workload taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary. To set up and implement the efficient administration of relevant service documentation including the completion of forms and other official documents. To be fully competent in the use of office machinery e.g. computer, and photocopier and facilitate the use by the rest of the team. To be fully competent to access and utilise activities on electronic scheduling equipment e.g. Patient Administration System (PAS), as required and support others in its use. To be clinical support of teams where competence exists and need arises. To take a lead and implement relevant co-ordination and administration projects as directed by Adult SLT leads. To ensure competence of administrative staff with the variety of admin and clerical roles and responsibilities. To manage and co-ordinate the use of ordering systems within the team, through NHS supplies and NEP. To delegate tasks appropriately to admin and clerical staff within the team. To be administrative support for the use of e-rostering within the team ensuring all relevant information is recoded. To be administrator/supervisor on ESR across SLT to support up to date information is recorded To support team leads with recruitment of new staff, linking the NHS jobs and understanding the process with use of Bank staff. To be responsible for performance management within the Administration and Clerical team. To support Team Leads and Clinical leads with diary management where needed. I.E arranging meetings. Support team leads in the sickness management process. To provide an efficient customer service, dealing with a diverse range of enquiries from patients, other health professionals, external agencies and members of the general public, in person or by telephone, in a pleasant and helpful manner. To be responsible for ensuring detailed and confidential information and enquiries from a variety of sources are relayed and dealt with appropriately by the team. To exercise judgement to analyse and resolve problems. To effectively use a variety of advanced verbal communication skills to manage sensitive and difficult situations. To respond discretely to sensitive service information in the appropriate format in a confidential manner. To adapt communication skills where there may be difficulties with understanding due to physical, cognitive, psychological or social problems. To be able to liaise and communicate with a wide range of health professionals, managers, directors, other departments and external agencies, relaying staff, patient and service information efficiently and timely. To co-ordinate and generate clear written documentation for the SLT Service e.g. clinical reports. To be able to work within a team environment, attend and contribute to team, group and Trust meetings To be responsible for the prioritisation of admin tasks. To be responsible for the written recording of up to date, accurate information relating to Adult SLT Service in line with applicable legislation, Trust, and College of Occupational Therapy guidelines including incident reporting. To be able to give advice on Trust policies relevant to the area of work and appropriate to the grade. To have a comprehensive knowledge of Microsoft Office Packages and computer keyboard skills. To set up systems of file storage and archiving on the shared Adult SLT drive. To induct and support the team in the preparing, typing, saving, printing, restoring and distribution of letters, reports and documents, utilising various computer packages / programs. To be responsible for managing systems of budget monitoring, including departmental stationary, locum invoices, travel expenses, staff allowances and overtime expenses. To induct and support the team to collect, input and record data with an ability to produce graphs and reports to show statistical information utilising a diverse range of computer / software packages. To collate, compile and process information and documents to a high standard and to meet specific deadlines, including vacancy control systems, staff changes forms, new starter and termination forms To be responsible for the completion of appropriate departmental statistical records. To set up and monitor the system for incident reporting. To be able to respond to detailed instructions, clarify if appropriate, and work using own initiative and delegate appropriately. To demonstrate initiative and problem-solving abilities and be able to set up and advise Managers on administrative systems. To provide leadership to the Administration and Clerical Team. To review and reflect on own practice and make effective use of supervision and appraisal in line with the Knowledge and Skills Framework. To have lead responsibility for maintaining a supervision structure within the Administration and Clerical Team and supervising junior staff, providing support and advice. To be able to identify own limitations and seek advice from a Service Lead or the where appropriate. To continue to update secretarial skills and knowledge through the identification of training needs as part of the appraisal processes. Attend mandatory training as identified by the Trust and departmental policies. To be responsible for the departmental induction of SLT staff and students to Administration and Clerical systems. To be responsible for the induction, training and education of new administrative and clerical staff where appropriate. To take an active role in the facilitation of ongoing development within the A & C team. To be responsible for development within the Administration and Clerical team. To be responsible for the delivery of the SLT service development plan along with senior SLT colleagues. To be responsible for evaluating Administration and Clerical systems and making recommendations to managers regarding change and development. To be responsible for evaluating own performance and identifying own training needs. To participate, through individual performance review, in matching departmental / organisational aims with personal objectives. To use reflective practice to compile a professional portfolio record of continuing professional development in line with the Knowledge and Skills Framework. To support Service Leads in the planning, complementation and evaluation of service audits. With support from SLT staff, compliment audit projects related to Administration and Clerical systems. Person Specification Experience Essential Recruitment & Selection training Experience of working as part of a team Dealing with the public Using initiative Experience of using a word processor Supervision of staff Previous experience of using Excel spreadsheets / Access databases Use of Systm1 Desirable Previous work experience within the healthcare setting Service audits Past experience of leadership, within a team or through formal training. Knowledge and Awareness Essential Confidentiality Keyboard skills Word-processing skills Computer Literacy Understand the need to establish & maintain a safe working environment Evidence of the use of reflective practice for personal development Awareness of how communication can be adapted to respond to a variety of situations. Desirable An understanding of the work of the Adult SLT Service and Health Service Medical Terminology. Skills & Abilities Essential Able to communicate clear and concise information both verbally and in writing. Ability to prioritise own workload Ability to analyse and evaluate information Ability to develop monitor & evaluate Admin service provision Personal Attributes Essential Ability to work on own initiative and also as part of a team Ability to work under pressure Ability to demonstrate a flexible approach to working practice Ability to adapt to new environments and changing situations Ability to use negotiation skills and assertive skills appropriately Ability to manage time effectively Inter-personal and organisational skills Trustworthy and reliable Qualifications Essential RSA Word Processing Stage I and II or equivalent ECDL GCSE English and Maths or equivalent Desirable RSA Word Processing Stage III or equivalent ECDL Advanced Person Specification Experience Essential Recruitment & Selection training Experience of working as part of a team Dealing with the public Using initiative Experience of using a word processor Supervision of staff Previous experience of using Excel spreadsheets / Access databases Use of Systm1 Desirable Previous work experience within the healthcare setting Service audits Past experience of leadership, within a team or through formal training. Knowledge and Awareness Essential Confidentiality Keyboard skills Word-processing skills Computer Literacy Understand the need to establish & maintain a safe working environment Evidence of the use of reflective practice for personal development Awareness of how communication can be adapted to respond to a variety of situations. Desirable An understanding of the work of the Adult SLT Service and Health Service Medical Terminology. Skills & Abilities Essential Able to communicate clear and concise information both verbally and in writing. Ability to prioritise own workload Ability to analyse and evaluate information Ability to develop monitor & evaluate Admin service provision Personal Attributes Essential Ability to work on own initiative and also as part of a team Ability to work under pressure Ability to demonstrate a flexible approach to working practice Ability to adapt to new environments and changing situations Ability to use negotiation skills and assertive skills appropriately Ability to manage time effectively Inter-personal and organisational skills Trustworthy and reliable Qualifications Essential RSA Word Processing Stage I and II or equivalent ECDL GCSE English and Maths or equivalent Desirable RSA Word Processing Stage III or equivalent ECDL Advanced Employer details Employer name The Mid Yorkshire Teaching NHS Trust Address Pinderfields Hospital Aberford Road Wakefield West Yorkshire WF14DG Employer's website https://www.midyorks.nhs.uk/ (Opens in a new tab)