Administration Team Leader
£27,500 per annum
Location: Swiss Cottage
Are you an experienced Administration Supervisor/Team Leader with experience working within a healthcare setting and in staff management? This may be the most rewarding role you ever have.
The Administration Team Leader role involves the management of both staff and volunteers working within the administration and reception teams, as well as overseeing the provision of statistical information and basic financial duties.
Job Purpose
• To lead and manage all hospice administrative staff and volunteers
• To ensure the provision of efficient administrative support to all medical and clinical staff
• To ensure the accuracy and effectiveness of hospice-wide information and administrative systems
Key responsibilities
• Leadership and management of all hospice administrative staff and volunteers
• To lead the hospice administrative team, including the medical secretaries, In-Patient and Day Therapy Unit Administrators, PA to the Hospice Manager, Patient System
• Administrator, Reception Team and all Administration and Reception Volunteers
• To provide day to day line management of all administrative staff, including recruitment and selection, induction, conducting PPRD, managing performance, assessing training needs, Managing annual leave and sickness absence
• As the hospice operates a 7 day service there will be a requirement to provide occasional weekend support
• To encourage excellent team working through regular communications and team meetings, including a system of cover for reception and other staff absences
• To identify administration volunteer opportunities and to recruit, induct and support volunteers to maximize their contribution to the hospice
• To identify and deliver improvements and changes to the provision of administration services across the hospice, ensuring high standards of customer care and efficient support to clinical staff
• To ensure mandatory and relevant skills training provision and attendance for the Administration and Reception team
• To oversee the hospice wide customer services training programme
• Responsible for the recruitment and management of all administration volunteers
• To ensure support the PA to the Medical Director to cover for annual leave
• To take minutes for meetings as required in the absence of the PA to the Hospice Manager
• To ensure the provision of an efficient administration service to all teams, both clinical and non-clinical within the required time limitations.
• To deal effectively and courteously with all enquiries using initiative and discretion as appropriate, ensuring that high priority matters are given urgent attention
• To ensure effective record keeping and scanning processes to enable access to relevant patient notes in a timely manner as the hospice changes towards paper light working
• Oversight of hospice-wide information and administrative systems
• To develop and maintain systems to ensure efficient management of information held in both computer and manual filing systems, including x-rays, medical records and reports, and to organise all off-site archiving
• To ensure the smooth running of the hospice photocopiers/printers/scanners, video conference facilities, escalating problems to the Facilities Manager if faults are not resolved
• To oversee all data entry onto the Patient Record System (Pal Care / EMIS), running reports and taking remedial action where necessary to ensure records are accurate
• To act as ‘Super User’ for ‘My View’ staff system, ‘EMIS’ patient system and ‘Advorto’ recruitment system
• To oversee an effective system to ensure the timely recording of incidents on Sentinel (incident reporting system)
• To oversee petty cash, hospice generated revenue and banking, invoice payments and generation
• To train administration staff on relevant systems and to run reports as required by members of the management team
• To organise DBS training for the administration team and ensure support with the DBS process
• To be the Departmental Health and Safety lead for the Admin Team, ensuring all H and S records are up to date
• To be involved in and support the hospice clinical and non-clinical audit process
• To provide administrative support for Day Therapy Unit / In Patient Unit / Hospice projects as required
The ideal Administration Team Leader will have:
• experience of supervising staff and working at a PA/senior secretary level
• Administration experience
• Minute Taking experience
• Excellent communication skills both verbal and written
• Attention to detail
• Excellent IT skills including Word and Excel
• Typing speed of 40 wpm
If you haven’t heard from us within 5 days of your application for the Administration Team Leader position then unfortunately, you have not been successful.