About this role
Job summary
Administration Team Leader - TRAC 409- 7916400
Band 4 | 37.5 hours per week | Whiston & St Helens Hospitals
An exciting opportunity has arisen within the Clinical Support Services Division for a highly motivated and proactive Administration Team Leader.
This full-time role (Monday to Friday, between 8am and 5pm) involves cross-site working between Whiston Hospital and St Helens Hospital. The successful candidate will be responsible for the day-to-day line management of approximately 30 staff (when fully staffed), including Clerical Administrators, Apprentice Medical Secretaries, and Medical Secretaries.
The JD & PS are currently under AfC review and are subject to change.
Main duties of the job
Key responsibilities include:
Leading on HR processes including attendance management, recruitment, induction, and training of new staff Monitoring clinical typing workflows and ensuring timely completion Providing visible leadership and support to administrative staff Ensuring adherence to trust policies and procedures We are looking for someone with excellent organisational and communication skills, who can lead by example and foster a positive and productive working environment.
A full Job Description and Person Specification is attached to this advert.
For informal enquiries, please contact:Kirsty Overend, Associate Directorate Manager? 01744 646932
About us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 10,500 dedicated and skilled staff across 21 sites.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
Rated Outstanding by CQC Inspection August 2018 Top 100 places to work in the NHS (NHS Employers & Health Service Journal) National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme.
Job description Job responsibilities
Supervise the daily/weekly workloads to ensure that workload is distributed according to urgency and maintaining timescales. Monitoring the system daily to ensure typing is completed in chronological order.Oversee time keeping/signing in sheets from Secretaries and report any flexible working requests to Administration Services Co-ordinator on a weekly basis.Ensure sickness/absence and annual leave for secretaries is reported on ESR system.Carry out return to work interviews, escalating trigger points to the Administration Services Co-ordinator in line with the Attendance Management Policy.Undertake appraisal and performance reviews and escalate any issues to the Administration Services Co-ordinator. Ensuring dates are recorded on the ESR System.Carry out any training and development needs which are required.
Person Specification
Qualifications Essential
RSA III or equivalent- Typing / Word Processing
Desirable
RSA III - Medical Audio Typing Shorthand / Speed Writing NVQ Business Administration Level 3
Experience Essential
Microsoft Office Products Experience 2 years' experience in a similar role or equivalent knowledge Previous Medical Secretary Experience
Desirable
Experience of supervising and motivating a team Minute Taking Knowledge of Hospital IT systems Medical Terminology
Skills Essential
Excellent IT Skills Ability to maintain control and manage difficult/sensitive situations Excellent organisational skills Good English Language Skills Ability to communicate professionally at all levels Ability to organise workload effectively and prioritise Ability to maintain computerised and manual documentation systems Ability to use initiative to solve problems, respond to new challenges and work independently Self-motivated and able to work with limited supervision
Desirable
Highly developed interpersonal skills
Other Essential
Capability to adapt to most situations Reliable and conscientious Able to work the hours and undertake duties required Occasional requirement to deal with verbal aggression from patients and staff Ability to travel across hospital sites when required Possess a friendly and approachable personality Ability to show understanding and appreciation Comply with Trust policies and procedures at all times Ability and willingness to undergo further training for the post Understanding of confidential nature of role and awareness of Data Protection Act
Desirable
Good understanding of Trust Internal policies as appropriate
Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer details Employer name Mersey and West Lancashire Teaching Hospitals NHS Trust
Address Whiston Hospital
Warrington Road
Prescot
WA9 5DR
United Kingdom
Employer's website https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)