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Administration Team Leader

Band 4

Main area
317 Physiotherapy - Corporate
Grade
Band 4
Contract
Permanent
Hours
Full time - 37.5 hours per week
Job ref
317-2022-21-024
Site
Trustwide
Town
317 Trustwide
Salary
£22,549 - £24,882 per annum
Salary period
Yearly
Closing
Today at 23:59
Interview date
12/07/2022

Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with around 16,000 staff and an annual income of £1 billion.

Rated ‘Outstanding’ by the CQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 1.84 million patients ‘contacts’ each year, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Newcastle Hospitals are proud to be one of the exemplar organisations across the NHS on sustainability, with a long history of delivering Sustainable Healthcare in Newcastle (Shine) and the first healthcare organisation in the world to declare a climate emergency. Our strategy includes commitments to being Net Zero by 2030, for our direct carbon footprint, and Net Zero by 2040 for our footprint plus. Delivering these ambitions will not be possible without the help, support and action of every single member of our team.

Job overview

We are looking for an Administration Team Leader with both supervisory and administration experience who can provide strong leadership for a busy team of Physiotherapy administration staff.

Operating within clearly defined policies and procedures, you will aid the smooth running of a busy outpatient service across the Royal Victoria Infirmary and Freeman Hospital sites and will reflect high quality customer care in all your daily activities.

Excellent communication and interpersonal skills are required to deliver this role effectively. As part of your role you are expected to show relevant attributes including the ability to lead and motivate others whilst prioritising and organising workloads and resource to support service needs.

Attention to detail is essential as is the ability to collate, manipulate and validate data and you must be proficient in the use of Microsoft Office with the ability to pick up processes and systems quickly.

  • Interview Date: 12th July 2022
  • 37 hours, 30 minutes/week
  • You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

Main duties of the job

To be responsible for the management of an efficient, effective and comprehensive administrative support to the Physiotherapy Department.

To provide and supervise a high quality reception service for patients and their carers who access Trust services.

To contribute to best practice and assist in developing working practices within the department in order to deliver an efficient and effective administration service.

To provide day to day staff management including resource and work allocation, absence, recruitment, training and development.

To assist in the investigation of any service-related concerns/complaints raised, taking appropriate action to resolve in a timely and effective manner.

To assist the Administration Manager with the design and production of in house statistical clinical information, departmental surveys and data monitoring.

Working for our organisation

Newcastle Hospitals NHS Foundation Trust is one of the busiest, largest and most successful teaching NHS foundation trusts in the country, with over 18,000 staff and an annual income of £1 billion.

Rated ‘Outstanding’ by the CQC for the second consecutive time in 2019, we have a long history of providing high quality care, clinical excellence, and innovation in medical research regionally, nationally and internationally.

We’re also proud to be the second largest provider of specialised services in the country. This means we support people with a range of rare and complex medical, surgical and neurological conditions, cancers and genetic orders.

Our staff oversee around 1.84 million patients ‘contacts’ each year, delivering high standards of healthcare.

We are committed to promoting equality and diversity and recognise the benefit in providing an inclusive environment. We value and respect the diversity of our employees and aim to recruit a workforce which reflects the communities we serve, and is equipped to deliver the best service to our patients. We welcome all applications irrespective of people’s race, disability, gender, sexual orientation, religion or belief, age, gender identity, marriage and civil partnership, pregnancy and maternity and in particular those from under- represented groups.

Detailed job description and main responsibilities

  • To work in close collaboration with the Physiotherapy Administration Manager to ensure high quality delivery of service, taking a lead role in the day-to-day office management of the service section (Acute or 
    Community) with responsibility for development and promotion of office policies and protocols.
  • Day to day management of clerical staff, outpatient reception and coordination of outpatient waiting lists and clinics.
  • Deployment of administration staff, including the management of sickness absence, appraisals and the promotion of learning and development.
  • To deputise for the Physiotherapy Administration Manager as necessary.
  • To provide high quality personal assistant support to the Management team.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month’s pay.

Newcastle Hospitals encourages all staff and volunteers who are appointed to join the Trust to be fully vaccinated against COVID-19.

Person specification

Knowledge

Essential criteria
  • Team leader and management/administration experience
  • Office procedure knowledge
  • Knowledge and experience of the selection and recruitment process
  • Knowledge and experience of NHS Procedures/Policies
  • In depth knowledge of the Patient Administration Computer system
  • Understanding of patient’s confidentiality issues
  • Knowledge and experience of staff training
  • Awareness of disciplinary procedures
  • Understanding of the data protection act 1998
Desirable criteria
  • Perception of all Human Resource/ Health and Safety issues

Skills

Essential criteria
  • Customer care skills
  • Excellent communication skills
  • Excellent IT skills
  • Ability to lead/motivate staff
  • Capability of managing / liaising within a multi-disciplinary team
  • Time management skills
  • Excellent organisational skills
  • Ability to work under pressure
Desirable criteria
  • IT Skills
  • Excellent analytical skills

Experience

Essential criteria
  • Experience of dealing with patients /carer and members of the public
  • Experience of line managing staff and supervision
  • Experience in producing and implementing procedure manuals
Desirable criteria
  • Previous NHS experience

Qualifications

Essential criteria
  • NVQ Level 4 or equivalent experience in Staff Management/Leadership

Employer certification / accreditation badges

Veteran AwareApprenticeships logoNo smoking policyPositive about disabled peopleInvestors in People: GoldMindful employer.  Being positive about mental health.Age positiveDisability confident employerCare quality commission - OutstandingDefence Employer Recognition Scheme (ERS) - GoldArmed Forces Covenant Gold AwardRIDI Awards Finalist 2021Stonewall Gold 2022

Documents to download

Apply online now

Further details / informal visits contact

Name
Laura Hodgson
Job title
Administration Manager
Email address
laura.hodgson12@nhs.net
Telephone number
01912821270