Senior Administrator/Team Leader

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Detailed job description and main responsibilities
Key Task and Responsibilities

Office Responsibilities:

To provide support to the Admin manager by ensuring the smooth running of their office and systems.

To lead and manage junior administrative staff to ensure effective running of the service. This work includes:

To co-ordinate the administrative function in delivering an efficient and effective service that supports the managers

E-mail management: scanning and monitoring of e-mails on a daily basis. Flagging up urgent e-mails and in the absence of the manager to take the initiative to respond or forward e-mails to relevant staff to action.

Regular filing of read/completed e-mails and maintenance of an electronic filing system to incorporate this.

Demonstrate skills in the use of SystmOne in terms of clinical recordkeeping and activity & data extraction

Produce agendas, collate and distribute papers for meetings as directed. Take and transcribe formal minutes at some meetings and distribute in a timely manner.

An understanding of IT packages including Word, Excel, and Power Point is required for complexity of work or a willingness to undertake this training. Ensure that all relevant papers are available for meetings and proactively chase accordingly.

Act as first point of contact for the Admin Manager and other healthcare professionals. Deal with all enquiries in a proactive manner, judgement skills required and solution proposing for complex enquiries.

Maintain an efficient system to ensure messages are forwarded to appropriate in a timely manner.

In particular ensure complaint calls are dealt with in an efficient and professional manner as this could involve complex sensitive information from a range of people/users including staff, external people and organisations, therefore negotiating skills are required. Support the Admin manager to maintain personnel/HR reporting requirements i.e. sickness/annual leave as directed

Use initiative and work unsupervised in implementing administration systems to adapt, provide and improve effective ways of working for the service. Handling both routine and urgent matters using initiative and with minimal supervision

Will be required to meet deadlines and supply information at short notice.

To be responsible for managing the external hospital appointments system whilst working closely with both the prison staff and GPs

To be responsible for the clinical coding of patients records Leadership Support the Admin Manager in producing required information and reports. To organise events as and when required, which could be complex, including assessments and visiting clinicians

Manage resources and co-ordinate the ordering of stock and supplies Provide leadership for junior administrative staff in the team.

Management responsibilities

Knowledge of the full range of Trust administrative policies and ensure staff work to and are aware of relevant policies, procedures and guidelines (especially confidentiality) and propose changes to practices relating to policy and procedures within the service

Ensure health and safety policies are implemented with the staff group e.g. work station assessments etc. Work and support the Admin manager to implement core operational administration systems and services to effectively and efficiently meet service requirements and establish office procedures which reflect good practice.
Leadership

Taking part in local induction, ensuring new staff are aware of administrative processes and procedures.

To encourage a culture of professional and effective communication

To maintain a clear constructive relationship with Operational Managers, Admin manager, senior clinicians, team members, HMPS, the Trust and other partner agencies.

IMPORTANT PLEASE READ:

All applicants must be willing to undertake National Security Vetting in order to work in a Prison Setting. This will be completed as part of the pre-employment checks through Oxleas and the prison vetting team.

You will need to provide:

Proof of right to work documentation

Proof of ID, needs to include 1 photographic ID

Proof of address documentation

Non-UK passport holders will need to have correct documentation (right to work in the UK) and a Home office Share code.

Address History:

5 years address history will be needed.

Applicants that are not UK Passport holders who provide less than 5 years UK address history will need to provide a Police Certificate which must be in English from where they resided previously.

Applicants who are UK Passport holders who have lived abroad for a period of more than six months during the last three years will need to provide a certificate of good conduct or an overseas police check in English from the countries resided in or visited

In order to assist you in obtaining a Police Certificate, guidance can be sought from:https://www.gov.uk/government/publications/criminal-records-checks-for-o...

If the country you have resided in is not listed here, you can obtain the necessary information by contacting the relevant Embassy or High Commission for that Country. Their contact details can be found on the Foreign & Commonwealth Office website (http://www.fco.gov.uk/en).

Person specification

essential

Essential criteria

• To be flexible to the demands of the team environment including unpredictable work patterns, deadlines and frequent interruptions
• Experience of using RiO , appointment booking, waiting list monitoring, MTP, editable letters
• Minimum 3 years Administrative experience working at Senior Level

essential

Essential criteria

• Minimum 3 years Administrative experience working at Senior Level

essential

Essential criteria

• Experience of supervisory role and/or management of staff

We are committed to creating an inclusive workplace that welcomes and supports individuals of all abilities. Remember, if you meet the minimum criteria for this role and you have a disability, you can be guaranteed an interview under the Disability Confident Scheme - Please ensure you select this on your application form. We would encourage you to be open about your needs so we can work with you to design a comfortable and accessible interview experience. Any information you provide regarding a disability or a need for adjustments will be treated in confidence and will only be shared with colleagues who are supporting this request.

If you require any adjustments to participate fully in the interview process, please let us know by adding the relevant details when scheduling your preferred interview date and time. Please feel free to contact the appointing manager to discuss your needs.

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

This vacancy may close early if it receives a high volume of applications. Please complete and submit your application in good time to avoid disappointment.
Documents to download

• Senior Admin / Team Lead (PDF, 296.4KB)
• Important Additional Information For Candidates (please read carefully) (PDF, 160.6KB)
• Privacy Notice for Staff (PDF, 268.6KB)
• Staff Benefits (PDF, 2.5MB)