Administration Team Leader - £27,500 per annum

Swiss Cottage

Are you an experienced Administration Team Leader/Supervisor with experience working within a healthcare setting and in staff management?

This may be the most rewarding role you will 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 administrative staff and volunteers
  • To ensure the provision of efficient administrative support to all medical and clinical staff
  • To ensure the accuracy and effectiveness administrative systems

Key responsibilities

  • Leadership and management of all administrative staff and volunteers
  • To lead the administrative team, including the medical secretaries, In-Patient and Day Therapy Unit Administrators 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 company operates a 7 day service there will be a requirement to provide occasional weekend support
  • Encourage excellent team working through regular communications and team meetings, including a system of cover for reception and other staff absences
  • Identify administration volunteer opportunities and to recruit, induct and support volunteers to maximise their contribution
  • Identify and deliver improvements and changes to the provision of administration services ensuring high standards of customer care and efficient support to clinical staff
  • Ensure mandatory and relevant skills training provision and attendance for the Administration and Reception team
  • Oversee the customer services training programme
  • Take minutes for meetings as required in the absence of the PA
  • Ensure the provision of an efficient administration service to all teams, both clinical and non-clinical
  • Deal effectively and courteously with all enquiries using initiative and discretion as appropriate, ensuring that high priority matters are given urgent attention
  • Ensure effective record keeping and scanning processes to enable access to relevant patient notes in a timely manner
  • 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
  • Ensure the smooth running of photocopiers/printers/scanners, video conference facilities, escalating problems to the Facilities Manager if faults are not resolved
  • Oversee all data entry onto the Patient Record System (PalCare / 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, revenue and banking and invoice payments
  • 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&S records are up to date
  • To be involved in and support the clinical and non-clinical audit process
  • To provide administrative support for Day Therapy Unit and In Patient Unit as required

The ideal Administration Team Leader will have:

  • Experience of supervising staff & working at a PA or senior secretary level
  • Administration experience
  • Minute Taking experience
  • Excellent communication skills both verbal & written
  • Attention to detail
  • Excellent IT skills including Word & Excel
  • Typing speed of 40 wpm





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