Admin Team Lead

Job description

Detailed job description and main 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 criteria

• Degree Level in a management and/or equivalent demonstrable knowledge
• Considerable knowledge of administrative and organisational policies

Desirable criteria

• Evidence of willingness to take on further education / training.
• Relevant experience in Orthotics/Prosthetics.
• Relevant experience in MSK

Experience

Essential criteria

• 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 criteria

• Experience of using SystmOne
• Understanding NHS Finance procedures and reports
• Intranet Trust systems inc. Big Hand, Aggresso, Lyreco, Ice iPM & Evolve

Knowledge

Essential criteria

• 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 criteria

• Knowledge of Prosthetic, Orthotic and MSK National Challenges
• Experience of change management

It is an exciting time to join Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

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. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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