Administration Lead - Children & Young People Bromley, England
Job description
Lead Administrator - Children & Young People - Band 5
£31,163 - £37,875 Incl HCAS per annum pro rata
Full time - 37.5 hours per week
Bromley Healthcare are looking to recruit a Lead Administrator to manage the specialist admin within the Children & Young Peoples' Directorate, specifically within the Community Paediatrics service .
This role will involve providing medical secretary support, line managing the admin team (including CCDS and ADHD admin) and working closely with the Clinical Lead for Community Paediatrics to support with the achievement of service specific key performance indicators (KPIs) such as the 18-week Referral to Treatment (RTT) KPI, outcome measures and other targets.
Candidates who have worked in the NHS or private healthcare setting with medical secretary experience are encouraged to apply.
Please note that this role will be based in the Phoenix Resource Centre at Masons Hill within Bromley. This is a full time position working between the hours of 9am and 5pm Monday to Friday. The successful candidate may be asked to travel to meetings at other sites as and when required.
The post holder will be accountable for the performance of the specialist admin within the directorate. This will involve line managing the team and providing leadership, setting expectations and monitoring performance.
Working closely with the Community Paediatric Clinical Lead, the post-holder will support the achievement of service specific Key Performance Indicators (KPIs), outcome measures and other targets, as required and be responsible for the management of the 18 week Referral to Treatment (RTT) KPI.
The post holder will lead on all clerical and administrative duties throughout the team, resolving all clerical and administrative issues and disseminating learning to staff. The post holder will also provide an
efficient audio, copy typing and word processing service for the Community Paediatric service as required. This includes the typing of letters, reports, minutes, memorandums, invoices, etc. in an accurate and timely manner.
Bromley Healthcare is a community interest company providing a wide range of services including community nursing services such as district nursing, health visiting to specialist nurses, as well as therapy services for children, young people and adults. Being born from NHS Bromley’s community provider unit we have been providing community services to the people of Bromley for many years and we have a wealth of experience.
Bromley Healthcare is a great place to work. The unique way we deliver services and offer everyone who works here a voice, means that your career with us will be rewarding. Social Enterprises are a fairly new and exciting way to deliver healthcare, offering many of the traditional advantages of the NHS (such as excellent training and development) with the freedom for innovation by being able to reinvest any surpluses we make into the community.
Salary is dependant on NHS experience and current banding/pay point, applicants from outside the NHS will receive the start point of the salary scale in line with NHS terms & conditions.
Excellent benefits package available including various pension schemes, discounted gym membership, cycle to work scheme, discounted electronics, access to EAP, high street discounts, Blue Light Card eligibility, opportunity to apply for low-interest personal loans and an excellent lease car scheme and we are constantly looking to expand our staff benefits.
Leadership Management
- To provide leadership and management to the Medical Secretaries, Safeguarding Administration team and Specialist Admin team in line with Bromley Healthcare’s policies.
- Provide leadership during periods of organisational change. Ensure that staff are aware of the drivers for change and are supported as best as possible.
- Identify development and training requirements and develop standardised solutions, ensuring regular review and monitoring for effectiveness.
- Set expectations within the team and monitor the overall performance.
- To support with the recruitment of administration and secretarial staff, providing administration support for the recruitment of doctors.
- To provide introductory support to trainee doctors, including managing the rota and co-ordinating an induction programme and an onsite induction.
- Liaising with admin staff within Bromley Social Services, Bromley Educational Authority, Hospitals, Schools and pre-schools and any other organisation involved in care of patients.
- Monitor and manage workloads and redistribute work as required, ensuring that cover is provided at all times during periods of absence.
- Ensure reviews and appraisals are completed in line with Bromley Healthcare policies.
- Monitor and manage performance and sickness in line with Bromley Healthcare’s policies and procedures.
- Cascade organisational and service information and changes, as required, ensuring actions are taken. monitoring as required.
- Ensuring the completion of E-roster, opening shifts and managing the resource of secretaries, admin and doctors.
- Creating an environment in which staff are valued, respected and motivated to achieve team and individual objectives.
- To support the development and improvement of the Community Paediatrics service updating Standard Operating Procedures (SOP) for both Community Paediatrics and Children Looked After (CLA) teams.
- Develop effective relationships with key Bromley stakeholders and personnel to ensure the smooth running of Community Paediatric service.
- Develop effective relationships with Bromley Social Services and troubleshoot issues and deliver service agreed with Bromley CCG.
- When necessary, join as part of departmental discussions to ensure appropriate and timely arrangements to facilitate the smooth running of the Community Paediatric service.
- Work closely with the Community Paediatrics Clinical Lead and CLA Lead cascading organisational/service information and changes, as required, to the teams and ensuring any actions required are taken by the teams.
- To review the achievement of the community paediatric KPIs using the Qliksense performance tool working closely with the designated data analyst to review and amend data quality for reporting purposes.
- To complete and submit mandatory training forms and provide required information on behalf of the community paediatric teams to relevant authorities, i.e King’s, CCG
- Delegate, organise and prioritise resources to ensure the safe delivery of the service and making judgements in complex situations e.g. unexpected service demands.
- Attend meetings and take minutes as required.
- In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
- In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients. All such information from any source is to be regarded as strictly confidential.
- Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the BHC policies and procedures relating to confidentiality and the protection of personal and sensitive data.
The post-holder should recognise the importance of effective communication within the team and will strive to:
- Communicate effectively with other team members.
- Communicate effectively with patients and carers.
- Recognise people’s needs for alternative methods of communication and respond accordingly.
- To deal with enquiries, exercising initiative with regard to any necessary action.
- To prioritise correspondence and communications.
- Be the first point of contact for dealing with patient feedback such as concerns and complaints and support the Clinical Lead for Community Paediatrics with investigation and the completion of the Datix incident reporting system.
The post-holder will strive to maintain quality within the practice, and will:
- Alert other team members to issues of quality and risk.
- Assess own performance and take accountability for own actions, either directly or under supervision.
- Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
- Work effectively with individuals in other agencies to meet patients’ needs.
- Effectively manage own time, workload and resources.
The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the BHC Health & Safety Manual, and BHC Infection Control policy and published procedures. This will include:
- Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
- Making effective use of training to update knowledge and skills.
- Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
- Actively reporting of health and safety hazards and infection hazards immediately when recognised.
- Reporting potential risks identified.
The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:
- Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.
- Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
- Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.
The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:
- Participation in an annual individual performance review, including taking
development.
- Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
The post-holder will:
- Apply Bromley Healthcare’s policies, standards and guidance .
- Discuss with other members of the team how the policies, standards and guidelines will affect own work.
- Participate in audit where appropriate.
- Actively and positively support both the community paediatric team and patients to improve positive patient experience.
- Attend other sites for meetings/training as necessary.
