Post Title: Administration Team Leader Pay Band: 4 Hours: 37. 5 Contract: Permenant Location / Department: Occupational Health Accountable to: OH Service Manager Reports to: Health and Wellbeing Business Manager Ref: Key Working Relationships: OH Administration Team, Service manager, Business Manager, Clinicians, Physiotherapist, Counsellors, Personnel, Trust employees, GP surgeries, outside contracted organisations Risk Assessment: Working with VDUs. Potential exposure to distressed and or verbally aggressive individuals. Job Purpose: To provide leadership and direction to the Administration Team, ensuring the efficient and high quality delivery of all Occupational Health administrative functions in line with service accreditation standards. This includes overseeing day to day operations and driving continuous improvements. Work closely with the Senior Adminstrators and Health and Wellbeing Business Manager to support the business objectives of the department, contributing to the overall success and effectiveness of Occupational Health services. Key Duties: Team Supervision & Support: Line manage the administrative team, providing direct supervision through regular 1:1s, wellbeing check-ins, appraisals, and overseeing absence management. Ensure the teams performance is aligned with departmental goals, providing support and development as needed. Administrative Coordination: Work with the Senior Administrators to coordinate and support all administrative tasks within the department, regularly reviewing and refining current processes to ensure efficiency, effectiveness, and continuous improvement. Implement changes to enhance workflow and service delivery. Handling Complex Enquiries: Act as the first point of contact for complex enquiries from patients, carers, and professionals. Handle sensitive situations, providing accurate information and support, and liaising with GPs, internal departments, and external organisations as required. Departmental Processes: Oversee the Ill Health Retirement process, ensuring both ongoing and new applications are managed smoothly and in accordance with established procedures. Oversee timely and accurate processing of Subject Access Requests (SARs) while maintaining compliance with relevant regulations and timeframes. Non-Clinical Audits: Participate in and contribute to non-clinical audits, providing data and insights where needed to support continuous improvement. Ensure that audit findings are acted upon to improve service delivery and adherence to best practices. Supplies & Maintenance: Maintain adequate stationery supplies for the department and ensure that maintenance requests are monitored and followed through. Quarterly Invoicing: Run quarterly invoicing procedures, ensuring accurate invoicing and supporting documentation is provided. Collaborate with the Business Manager and Senior Administrators to ensure all financial procedures are followed correctly. Additionally, support the preparation of quarterly reports on service use and performance metrics. Meeting Support: Attend business and service meetings, contributing to discussions and decision making as needed. Prepare meeting agendas, take minutes, and follow up on action items to ensure key tasks and decisions are documented and implemented. Policy & Procedure Support: Assist the Business Manager in the development, maintenance, and review of non-clinical policies and procedures. Ensure that policies are current, accurate, and aligned with organisational standards. Training & Development: Participate in training opportunities to develop skills and stay updated on relevant practices and regulations. Collaborate with other colleagues to share information, best practices, and provide support to maintain a high standard of administrative service across the department.