Job summary
- Main area
- Administration
- Grade
- Band 4
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week
- Job ref
- 263-CCG24-119-HN
- Employer
- Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust
- Employer type
- NHS
- Site
- Benton House
- Town
- Newcastle upon Tyne
- Salary
- £25,147 - £27,596 per annum
- Salary period
- Yearly
- Closing
- 23/07/2024 23:59
Employer heading
Administration Team Lead
Band 4
Hello!
We are so delighted you are considering coming to work with us at Cumbria, Northumberland, Tyne and Wear NHS Foundation Trust (CNTW).
We know the power of looking into an organisation, one you might want to work in, or one where you are going to get help, and being able to say, ‘I’ve seen somewhere I can fit in and be myself.’ We’re on a journey to make the Trust an inclusive employer, representative of the community we serve and we want more of our community to consider applying for jobs with us.
Opportunities for you
Spanning east to west coasts from Northumberland to Cumbria and from the Scottish Borders down to Middlesbrough we’ve got exciting new opportunities available at every level and in every area.
We offer flexible working, helping work fit around family and caring responsibilities, or training and development needs and there’s lots on offer in the way of benefits, such as, lease cars, childcare schemes, staff discounts, season tickets for travel and a cycle to work scheme. All this in a vibrant workplace supported by the following staff networks.
- Cultural diversity staff network
- Disabled staff network
- LGBT+ staff network
We also have a number of staff support groups which are open to any staff to attend. These Include:
- Armed Forces and Veterans Staff Association
- Mind, Health and Wellbeing Community
- Menopause toolkit and cafes and staff carer support group
We offer fantastic personal development opportunities through our Collective Leadership Programme and other Organisational Development initiatives. Whatever you are looking for, you will be joining a supportive, friendly team, offering varied and interesting roles, with opportunities for career progression.
Always improving
CNTW is regulated by the national healthcare regulator, the Care Quality Commission (CQC). Our last two inspections have rated us as an outstanding organisation. We’re always seeking to improve as an organisation. Do you want to be part of that?
Job overview
We have a vacancy for a full-time Administration Team Lead to join our busy administration team within the Children and Young People's Services (CYPS). Office base is at Benton House, however the team is split over two sites and travel to Bensham Hospital will be required.
The post holder must have proven demonstrable supervisory, leadership and secretarial experience along with the ability to collate data from Dashboards and create reports as required. The post holder will be required to monitor performance reports, must have proven experience of diary management and and minute taking.
The post holder will provide guidance and supervisions to the admin team, pco-ordinate staff leave, training, support and cover to other departments when needed, as well as monitoring dashboards and sickness, and carrying out supervisions and annual appraisals. Postholder will provide cover in the absence of other Admin Team Lead colleagues.
The post holder will be required to co-ordinate administrative support services ensuring all systems and processes operate efficiently and accurately through a process of continuous improvement.
You should currently hold the required level of qualifications, as outlined in the Essential Criteria of the Personal Specification. If you do not meet this criteria you will not be shortlisted.
Main duties of the job
Candidates must be able to demonstrate proven experience within the last 12 months in the following skills that are required for this post:
- Experience in a customer/patient focused environment (in last 12 months)
- Experienced in undertaking and leading administration supervisions and appraisals with staff
- Experienced in supporting and leading administration team(s) through organisational changes
- Performance Management
- Experienced in dealing with annual leave/sickness processes
- A good understanding of Patient systems and Dashboards
- A good working knowledge of Microsoft word/excel/office packages
- Excellent demonstrable verbal and written communication skills
- Ability to be self-directed, motivated and able to contribute positively within a team
- Dealing with complaints
- Fast, accurate typing/keyboard skills,
- Minute taking
- Well organised and structured
- Travel to other sites
- Complete admin rotas
- Support to the Administration Manager/Pathway Manager and Community Clinical Manager
- The post holder must be able to use own initiative, work under pressure, keep to strict deadlines and have excellent organisational, interpersonal and communication skills
- The post holder will be able to demonstrate the ability to deal with possible exposure to highly distressing or highly emotional circumstances and will be expected to participate in all relevant training courses appropriate to the role.
Working for our organisation
We aim to attract and retain a diverse, talented and committed workforce, who are caring and compassionate, and therefore able to meet the demands of the modern NHS now and in the future. In return we can offer a dynamic working environment in which to build a career.
Detailed job description and main responsibilities
Please find attached job description for full details.
Advertising date : 16th July 2024
Closing date : 23rd July 2024
We welcome your application.
Person specification
Education & Qualifications
Essential criteria
- General level of education to O Level / GCSE or equivalent
- NVQ Level 3 Business Management/or equivalent
- Word processing skills to Level 3 or relevant demonstrable experience
Desirable criteria
- NVQ Level 3 in Customer Care
Knowledge & Experience
Essential criteria
- Working knowledge of Microsoft applications
- Knowledge of Trust policies and procedures
- Knowledge of office procedures
- Ability to maintain and update Patient Information Systems eg RiO
- Ability of upholding and working with confidential information and understanding the need for confidentiality
- Administration and secretarial experience.
- Experience of working within a multi-disciplinary team
Desirable criteria
- Knowledge of financial procedures/budgets relating to role
- Experience using stock ordering systems and petty cash systems
- Experience of dealing with complaints
Skills & Competencies
Essential criteria
- Organisational and problem-solving skills
- Minute taking skills
- Excellent communication and interpersonal skills, both verbal and written
- Excellent people management, time management and decision making skills
- Able to prioritise and plan own workload
- Diary Management
Role Specific
Essential criteria
- Experience in undertaking Supervisions and appraisals
- Flexible attitude to cope with fluctuating workloads and the requirement to cover other areas in times of staff absence
- Enthusiastic and proactively embraces change to improve service delivery
Personal Characteristics
Essential criteria
- Able to work under pressure
- Discrete and sensitive
Additional requirements
Essential criteria
- Able to meet the mobility requirements of the post.
Employer certification / accreditation badges
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
- Linda Colligan
- Job title
- Administration Manager
- Email address
- [email protected]
- Telephone number
- 07966386883
- Additional information
Tracey McKenzie
Administration Manager - 07741291492
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