The post holder is required to provide an Admin Lead role with responsibility for the day-to-day supervision of administration & secretarial staff (B2 & B3). This role will support the Admin & Secretarial Support Managers in the day-to-day running of the Medical Secretary & Admin teams within the Trust, coordinating an efficient & effective reception, administration, and secretarial service.
Main duties of the job
1. To provide supervision and support to support medical secretaries and designated admin support staff across the Divisions by conducting appraisals and coordinating training needs.
2. To actively manage support medical secretary and designated admin support, sickness, and other absences within the Divisions.
3. To ensure that support medical secretary and designated admin support annual leave and study leave is scheduled to optimise cost effectiveness and maintain service delivery.
4. To support the relevant Admin Manager with issues of discipline, HR, grievance etc. as appropriate relating to medical secretaries, support medical secretaries and designated admin support, facilitating resolution at a local level where possible.
5. To assist with the recruitment of support medical secretaries and designated admin support.
6. To work autonomously and take appropriate action and decisions in relation to the key tasks of the role.
About us
Join 'Team Derbyshire Healthcare' and become part of a talented, compassionate and enthusiastic workforce committed to a vision of 'making a positive difference in people's lives'.
CQC rated us as 'GOOD' overall, commenting on how our colleagues "treated patients with compassion and kindness" and "felt positive and proud about working for the trust."
Job responsibilities
Professional Issues
1. To provide supervision and support to support medical secretaries and designated admin support staff across the Divisions by conducting appraisals and coordinating training needs.
2. To actively manage support medical secretary and designated admin support, sickness, and other absences within the Divisions.
3. To ensure that support medical secretary and designated admin support annual leave and study leave is scheduled to optimise cost effectiveness and maintain service delivery.
4. To support the relevant Admin Manager with issues of discipline, HR, grievance etc. as appropriate relating to medical secretaries, support medical secretaries and designated admin support, facilitating resolution at a local level where possible.
5. To assist with the recruitment of support medical secretaries and designated admin support.
6. To work autonomously and take appropriate action and decisions in relation to the key tasks of the role.
Leadership and Management
1. To line manage the support medical secretaries and designated admin support within the Divisions, ensuring appropriate cover arrangements for annual leave and sickness.
2. To ensure trust policies, procedures, and legislative directives are adhered to e.g., Equal Opportunities, Human Rights Act, Equality Act, Race Relations, Sex Discrimination, etc.
3. To support in monitoring the performance of individual support medical secretaries and designated admin support staff against typing and other related performance targets.
4. To complete incident forms and develop action plans as appropriate to eliminate or reduce risks ensuring documentation is forwarded to appropriate departments in a timely manner.
5. To provide management support for support medical secretaries and designated admin support staff, sharing knowledge and ensuring all staff work to the same high standards of working practice.
6. To support the Admin Manager with issues of discipline, grievance, and performance as appropriate relating to the team, facilitating resolution at a local level wherever possible.
7. To be involved in recruitment and selection process for support medical secretary and designated admin support posts.
Communication and Working Relationships
1. To organise regular forums with managed staff groups within the Division in order to improve communication and share good practice.
2. To work closely with the Performance Team to ensure all relevant performance requirements are met. To ensure that the Electronic Patient Record is up to date and accurate in order to support quality initiatives.
Clinical Governance / Quality Assurance
1. To monitor compliance with essential training.
2. To conduct typing and work quality audits as part of support secretary/admin support supervision.
Education and Development
1. To undertake PADRs with the support secretaries and designated admin support staff.
2. To attend all training as identified on training passport.
Person Specification
Experience
* Familiarity with Microsoft packages
Skills
* Previous admin experience
* Familiarity with Microsoft Packages
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.
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