Job summary
- Main area
- Administration Lead
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (8-4 and 10-6 and occasional weekends/ Bank holidays)
- Job ref
- 812-25-AG-DTL-6
- Employer
- Hertfordshire Community NHS Trust
- Employer type
- NHS
- Site
- Abel Smith House
- Town
- Stevenage
- Salary
- £25,147 - £27,596 per annum (pro rata)
- Salary period
- Yearly
- Closing
- 22/03/2025 23:59
Employer heading
Deputy Team Lead - Unplanned care
Band 4
Job overview
Be at the heart of our community!
An exciting opportunity has arisen for a Deputy Service Lead to join our ever-evolving team providing administrative support within our Integrated Care Co-ordination Centre (Referral Hub) .
The Integrated Care Co-ordination Centre (Referral Hub) opening hours are Monday to Sunday 8.00am to 8.00pm and the successful candidate will be required to join the operational rota providing cover on occasional bank holidays.
The Hub manages referrals into a number of HCT clinical services. Our team consists of a wide range of core clinical and specialist services and administrators who care for patients across Hertfordshire.
Our team of administrators act as the first of point of contact for all patient and professional telephone calls regarding their ongoing care or new urgent referrals. Referrals can also be received electronically via email from a broad variety of professionals including GPs, Hospitals, patients and other health and social care providers. The efficient management of incoming referrals is essential in supporting the clinical teams to prevent their patients from being admitted to hospital.
The Administrators are supported by admin leads and deputy admin team leads, whose key role is to supervise and co-ordinate the daily running of the referral hub in liaison with the Management team.
Main duties of the job
We are currently looking to recruit an enthusiastic, people-centered Deputy Team Lead within our unplanned care team.
Ideally, you will have demonstrable passion for leading teams and experience in using electronic patient record systems, although this is not essential and training will be provided as part of an induction period.
The ideal candidate will:
- Be a hardworking, well organised and adaptable individual
- Be able to evaluate and prioritise work, responding quickly to daily changes in work pattern
- Be able to work in a team environment and make valuable contributions
- Have an excellent telephone manner, communicating with professionals and families with tact and sensitivity
- Have excellent written and verbal communication skills
- Be a positive influence on their team
- Support the Team Lead to review performance and provide data as required
- Arrange team meetings and play an active role in promoting staff health & well being within the Hub
- Hold regular 1-1 meetings with team members
Working for our organisation
A big thank you for considering joining us at Hertfordshire Community NHS Trust. You’ll find it a great place to work with many benefits offered to you as a member of our staff
We put our patients, their families and carers at the centre of our vision - Outstanding Services and Healthier Communities
Our staff are proud to be Innovative, Caring and Agile in their work to help achieve the Trust vision
We welcome diversity in our workforce and are interested in applicants from all backgrounds and age
We don’t want you to miss out so we’d like you to know that if we have a high level of interest in this role, the vacancy may close prior to the advertised closing date, so please make your application as soon as possible - Apply now
You’ve made a great decision to apply to join to HCT - we’re looking forward to taking the next steps of the journey with you
Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID-19.
We are committed to supporting flexible working options for staff, wherever possible, and welcome discussions on flexible working patterns to support our staff to maintain a healthy work life balance.
Detailed job description and main responsibilities
Experience
- Working in an office environment and knowledge of full range of administration procedures
- Working as part of a team
Knowledge and Skills
- Excellent verbal and written communication skills
- Knowledge and experience of working with IT software programmes such as data collection systems
- To demonstrate initiative and analytical skills in dealing with enquiries from the team and other professionals and outside agencies.
- Ability to acquire full working knowledge of new and sometimes complex IT systems quickly and competently and to assist others in developing their own knowledge.
- To be able to present written information in a format that is clear, legible and correctly spelt. Ability to organise office routines and develop associated policies to be shared across the service.
- Ability to maintain judgment under pressure and work within agreed deadlines.
- Ability to work independently and manage and prioritise own workload.
- Ability to provide training and support to the team
Personal Abilities
- Adaptability/flexibility and ability to cope with unpredictable work patterns and change
- Ability to demonstrate empathy, sensitivity and tact.
- Ability to promote positive and effective working relationships both internally and externally to the Trust
- Ability to work as a team member and to maintain good working relationships at all levels
Whilst it is not a legal requirement, Hertfordshire Community NHS Trust encourages and supports all staff to be vaccinated as this remains the best line of defence against COVID-19.
We are committed to supporting flexible working options for staff, wherever possible, and welcome discussions on flexible working patterns to support our staff to maintain a healthy work life balance.
Word versions of documents are available if needed to allow for any adaptations to be made i.e. font, colour, background, convert to Read Aloud.
Person specification
Qualifications/Training
Essential criteria
- Knowledge and experience of creating and developing office systems.
- Knowledge of administrative procedures
Desirable criteria
- GCSE Maths & English at C or above
Experience
Essential criteria
- Knowledge of Microsoft Office Suite.
- Supervisory experience.
- Proven experience in a busy office environment.
- Able to work unsupervised.
Desirable criteria
- Experience of working in the NHS or similar large, complex organisation.
Skills
Essential criteria
- Ability to communicate sensitively and diplomatically at all levels.
- Excellent verbal and written communication skills.
- Ability to use own judgement based on information available and to seek advice/escalate issues when unsure
- Excellent organisational skills with the ability to work to predetermined deadlines.
- Ability to work on own initiative with minimum supervision.
- Ability to work in a confidential manner
- Excellent workload and time management skills
Employer certification / accreditation badges
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Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Anne Garcia
- Job title
- Business Support Manager
- Email address
- [email protected]
- Telephone number
- 07787 834282
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