Administration Team leader
| Posting date: | 01 July 2024 |
|---|---|
| Salary: | £25,905.00 to £28,429.00 per year |
| Additional salary information: | £25905.00 - £28429.00 a year |
| Hours: | Full time |
| Closing date: | 21 July 2024 |
| Location: | York, YO24 1GL |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | B0343-24-0012 |
Summary
Job Summary The Administration Team Leader is responsible for overseeing and guiding the administrative team to ensure efficient and effective office operations are in place. This position requires a highly organised, proactive, and detail-oriented individual with strong leadership and communication skills. The Administration Team Leader will coordinate administrative tasks, manage schedules, and support various departments and staff members to facilitate smooth workflow and operational efficiency. Main duties and responsibilities Operational 1. Develop and implement administrative procedures and systems to streamline office operations. 2. Oversee the maintenance of office equipment and supplies, ensuring optimal functioning and availability. 3. Maintain staff records by accurate filing of correspondence, sickness and other associated documentation, keeping the electronic HR system up to date. 4. Ensure effective and timely management of administrative tasks within the specified area, ensuring suitable coverage for both scheduled and unscheduled absences. 5. Stay updated on new legislation to facilitate dissemination of information to services and teams regarding patient care and service needs. Administrative Support 1. Oversee calendars, arrange meetings, and manage travel logistics for executives and senior team members. 2. Ensure organisation and efficient co-ordination of meetings and forward plan any standard regular meetings ensuring notification of dates, venues and catering arrangements are completed. 3. Record meeting minutes and distribute them accordingly. Assume responsibility for completing any necessary administrative follow-up tasks. 4. Ensure timely completion of all invoice administration tasks, including checking, coding, and recording, in accordance with organisational procedures. 5. Maintain accurate and concise records of patient contacts (paper/electronic), modifying database and systems to ensure seamless communications for the wider healthcare team. Management 1. Oversee the daily operations of the Reception and Administration Staff, as well as volunteers, including responsibilities for line management, supervision, performance management and tracking of sickness absences and annual leave. 2. Delegate tasks, establish performance objectives, and perform regular assessments to ensure team productivity and foster professional development. 3. Provide daily guidance, advice, and on-the-job training to members of the administration team, arranging additional training as needed. 4. Instruct and supervise team members in all areas of patient administration service and exceptional customer service. 5. Where applicable, take part in the recruitment and selection of administrative staff, and coordinate local induction for new employees in partnership with the WELD (Workforce, Education, Learning & Development) team. 6. Ensure consistent communication with all staff members to facilitate their participation in briefings and to keep them updated with pertinent knowledge and information relevant to their roles. Customer Service 1. Act as a point of contact for patients, carers, and wider health care teams, ensuring appropriate responses and signposting where required. 2. Communicate with work colleagues at all levels, patients, carers, public and wider health care professionals. 3. Receive complex and demanding information and deal with distressing situations in a sympathetic, calm, and supportive manner. Escalating issues to appropriate services or health care professionals where appropriate. 4. Act as a patient advocate and facilitator to resolve issues that may be perceived as barriers to care. Take effective actions with the relevant teams and departments to ensure seamless care. 5. Facilitate the development and maintenance of collaborative working relationships with both internal and external staff involved in providing clinical and operational services, ensuring a seamless and comprehensive service for patients. Other 1. Attend all mandatory training or courses. 2. Attend any training or development required by the Hospice. 3. Read, understand and follow all Hospice policies and procedures. 4. Participate in the Annual Performance Review. 5. Positively promote, support and represent the Hospice especially within the community, and to maintain the philosophy, ethos and ambience. 6. Live and work in line with the Hospices vision, mission and values. 7. Be aware of personal responsibilities and discharge these as defined by the Health & Safety at Work Act 1974. 8. Maintain strict confidentiality in all matters relating to the Hospice, its business, patients, staff and ethos. 9. Undertake any other tasks, duties or responsibilities as requested by your Line Manager or other Senior Manager, including the Board of Trustees and Chief Executive.