Admin Team Lead
Job summary
This post is responsible for leading the provision of administrative support to the Prosthetics Department based at Luton & Dunstable Hospital, Orthotics Departments based at both Luton and Bedford sites, and MSK Service based at Chaul End Lane, Luton. In addition, this post will offer support to the wider Therapy Admin team and Therapy Managers.
The Admin Team Lead will be instrumental in the smooth running of the services by leading and working with Admin teams, Clinical Managers and Senior Therapists with the ability to work without supervision, using their initiative when dealing with enquiries that arise in the absence of the Service Lead.
Internal applicants: Please ensure y ou speak to your Line Manager before applying for this secondment opportunity and visit the Trust's Secondment Policy.
Main duties of the job
Contribute to and be responsible for line managing and supervising admin teams Act as the point of access for patients and staff Support the wider team as required. Support the therapy service management team as required. Manage clinic appointment booking and waiting lists Support the team to deal with distressed individuals Use problem solving skills Monitor sickness absence line and record on Health Roster.
Lead induction and supervision Develop, implement and maintain administrative procedures. Type reports, letter Support and provide cover in the absence of colleagues and during times of pressure. Liaise courteously with all members of the teams Be a SystmOne champion Prioritise own work and co-ordinate that of the team to ensure deadlines are met. Manage complaints Co-ordinate clinics and manage annual leave or sickness.
Lead recruitment in conjunction with the Service Manager Run, analyse, interpret data for reports Manage annual leave and sickness Manage staff performance Provide leadership to the admin team
About us
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics. You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff.
As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available. Our values We not only recruit based on qualifications and experience - we recruit individuals who demonstrate the behaviours which underpin our Trusts core values.
We achieve this by using values based recruitment. We are dedicated to making our recruitment practices as inclusive as possible for everyone, we are committed to promoting equality and diversity and creating a culture that values differences. Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received.
All new staff will be subject to a probationary period covering first 6 months in post. Travel between hospital sites may be required. Please review all documents attached to ensure you familiarize yourself with all requirements of the job.
Job responsibilities
1. To contribute to and be responsible for line managing and supervising the day-to-day running of the Prosthetic, Orthotic & MSK admin team functions and staff. 2. To act as the point of access for patients, healthcare professionals and members of staff contacting the services, ensuring enquiries are dealt with competently and in a polite and courteous manner and appropriate actions are taken. 3.
To support the wider Therapy Admin team with staffing and cover for admin related tasks and leadership as required. 4. To support the therapy service management team with admin related tasks as required. 5. To manage clinic appointment booking and waiting lists and address concerns raised by the team regarding poor attendance or extended waiting times, escalating these concerns to the Service manager where required. 6.
To deal with and support the team to deal with distressed individuals and adopt conflict resolution techniques to assist the individual with their concerns. 7. To use problem solving skills to support the team in resolving issues that arise and escalate these to the Service Manager where required. 8. To sort, distribute and prioritise incoming post and emails 9.
To accurately input data relating to patients, referrals, correspondence and outpatient appointments. 10. To source and order stationary, equipment and other resources required by the Department using Trust electronic procurements systems and be responsible for incoming goods and distributing these. 11. Ensure the ordering, returning, collection and stock control is effectively managed to facilitate effective equipment provision for patients. 12.
To sort and file patient notes. 13. To scan and photocopy documents as required. 14. To monitor the sickness absence line and advise the appropriate member of management of any absences and record these on Health Roster. 15. To lead the induction and supervision of new starters within the admin team including Probation management and efficient completion and storing of all paperwork. 16.
To develop, implement and maintain and co-ordinate efficient administrative procedures, leading and supporting the team with any changes required. 17. To type reports, letters and other documents required by the clinical and management team including processing of clinical letters. 18. To plan, attend, contribute to, take minutes and chair meetings as required. 19.
To work within the admin teams to support and provide cover in the absence of colleagues and during times of pressure. 20. To liaise courteously with all members of the teams to ensure a smooth and efficient service. 21. To manage the provision of reception cover at Limb Fitting Centre when required. 22. To cover admin provision on clinic days at Gilbert Hitchcock House when required due to sickness or Annual Leave. 23.
To monitor the accuracy and presentation of own work and that of the admin team escalating any concerns to the Service manager and managing performance reviews/management where required. 24.
To be a SystmOne champion offering guidance and coaching to wider system users within Therapies The list of responsibilities above, are key primary requirements for the role, however, additional duties may be required to ensure patient and employee safety is met.
Person Specification
Qualifications · Essential
Degree Level in a management and/or equivalent demonstrable knowledge Considerable knowledge of administrative and organisational policies
Desirable
Evidence of willingness to take on further education / training. Relevant experience in Orthotics/Prosthetics. Relevant experience in MSK
Experience · Essential
Training and experience in Conflict resolution including Dealing with complaints/ staffing issues Proficient in the use of Excel for data management and analysis Evidence of supervision & leadership skills and experience managing staff.
Desirable
Experience of using SystmOne Understanding NHS Finance procedures and reports Intranet Trust systems inc. Big Hand, Aggresso, Lyreco, Ice iPM & Evolve
Knowledge · Essential
Excellent inter-personal skills Good organisational and time management skills Understanding of the need of confidentiality awareness at all times. Evidence of self directed learning
Desirable
Knowledge of Prosthetic, Orthotic and MSK National Challenges Experience of change management
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.
Certificate of Sponsorship
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) . From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
