Job Summary
Are you a skilled administrator with a passion for leading and supporting teams? We're looking for an experienced Team Leader to join our Occupational Health Administration Team. In this role, you'll provide leadership, support, and development to ensure efficient and high-quality service delivery. If you're committed to fostering a positive team environment and enhancing performance, we want to hear from you!
Main duties of the job
The main responsibilities of this role include leading the OH Administration Team to ensure efficient and high-quality service delivery while supporting department-wide operations. You will manage the team through one-to-ones, appraisals, and absence management. In collaboration with Senior Administrators and the Health and Wellbeing Business Manager, you will support daily administrative tasks, continuously improving processes and workflow.
As the first point of contact for complex inquiries, you will handle sensitive situations and provide accurate information to patients, carers, professionals, and clinicians. You will work closely with clinicians to ensure smooth coordination between administrative and clinical functions. You will oversee processes such as Ill Health Retirement and Subject Access Requests, maintaining compliance with regulations.
Your role will involve participating in non-clinical audits, providing data and insights to support continuous improvement. You will also manage supplies, ensure maintenance requests are addressed, and oversee quarterly invoicing procedures. You will support meeting preparation, take minutes, and follow up on action items.
You will assist in the development and maintenance of non-clinical policies and procedures, ensuring they align with organisational standards. Finally, you will participate in training and development opportunities, sharing best practices with colleagues to maintain a high standard of administrative service.
About Us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this. Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester. Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our Objectives Are Simple:
1. Best services for local people
2. Best experience of care and best outcomes for our patients
3. Best use of resources
4. Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Date posted: 03 February 2025
Pay scheme: Agenda for change
Band: Band 4
Salary: £26,530 to £29,114 a year
Contract: Permanent
Working pattern: Full-time, Flexible working
Reference number: C9365-25-0087
Job locations: Working Well Centre, Newtown Road, Worcester, Worcestershire, WR5 1JF
Job Description
Post Title: Administration Team Leader
Pay Band: 4
Hours: 37.5
Contract: Permanent
Location / Department: Occupational Health
Accountable to: OH Service Manager
Reports to: Health and Wellbeing Business Manager
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 team's 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.
Person Specification
Qualifications Essential
* Educated to GCSE Grade C or equivalent, including English and Maths.
* Proficient in IT, including all Microsoft Office programs (Word, Excel, PowerPoint, Teams).
* NVQ Level 3 or equivalent qualification in administration or relevant field.
Desirable
* Additional qualifications exceeding Level 3 in Business Administration.
Experience Essential
* Previous experience in a busy office environment, demonstrating customer service and administrative skills.
* Proven experience in managing or supervising a team, with a focus on supporting team members and ensuring task completion.
* Experience working in a healthcare or Occupational Health setting is highly desirable, but not essential.
* Experience in handling complex enquiries and liaising with external organisations.
* Knowledge of invoicing and basic financial procedures in a large public sector organisation.
Desirable
* Experience working with healthcare administration systems or Occupational Health processes.
* Demonstrated ability to implement process improvements or lead small projects.
Employer details
Employer name: Worcestershire Acute Hospitals NHS Trust
Address: Working Well Centre, Newtown Road, Worcester, Worcestershire, WR5 1JF
Employer's website: https://www.worcsacute.nhs.uk/
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