Admin Team Coordinator/ Team Leader inBrixton Hill London inBrixton Hill London PUBLISHED
THU 24 OCT 2024
Key responsibilities include maintaining efficient administrative operations, coordinating the team's efforts, managing appointments and correspondence, and contributing to departmental meetings. The candidate must demonstrate positive interpersonal skills, a commitment to continuous improvement, and some knowledge of project management to assist the management team. Additionally, the role requires efficient record-keeping, handling enquiries and complaints tactfully, and providing comprehensive support to the administration team, ensuring high standards of service delivery are met.
1. JOB OVERVIEW
To provide high-quality reception, front of house, clerical and administrative service to patients, service users, carers and anyone who access the Trust services.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service, supporting the achievement of the service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
2. RELATIONSHIPS/COMMUNICATIONS
The post holder is expected to establish and maintain positive interpersonal relationships with other staff members characterised by trust, mutual respect, and open, honest communication.
1. MAIN DUTIES
To provide a high-quality reception, administrative, clerical and secretarial service
The post holder must be comfortable working with varied professional groups.
An aptitude for continuous improvement and innovation is encouraged.
The post holder will be responsible for ensuring the provision of an efficient, focused administrative service and to organise and plan the work of administrative and secretarial services across the range of administrative functions that underpin the patient pathway.
The post holder will work closely with the Admin Managers and support them to oversee the team.
To co-ordinate the administrative function and duties within the teams to deliver an efficient and effective service that supports, complies and aligns with the Trust values, policies and the provision of a high-quality service and care.
Responsible for ensuring compliance with Trust policies and local protocols such as Data Protection, Data Quality and Record Keeping, Health and Safety, Security and Fire Safety within the administration team.
The post holder will be an active team member who supports and contributes to the effective operation of a multi-disciplinary team.
The post Holder will require some knowledge of Project Management to support the management team.
Please review job description and person specification
About us
- To supervise junior team members and undertake supervision and allocate work as appropriate.
- Participate in the regular departmental meetings and contribute as appropriate to the overall service provided by the administration department.
- To undertake on-going personal development through participation in appraisal and supervision, attend and undertake relevant training identified.
- To plan and coordinate your workload to ensure all deadlines are met and objectives achieved.
- Ensure good working relationships with all staff, the organisation and outside agencies.
- To deal with issues that arise appropriately, including enquiries or complaints from members of the public and patients. Where appropriate refer to another officer of the Trust, ensuring that no issue is inappropriately delayed in being action because of the absence of the management.
- To act as a resource and support for other staff members.
- The postholder will proactively support and work with the team admin manager (s) to oversee the teams work and ensure work/tasks are shared, distributed and completed to standard and to deadline.
- The post holders duty will encompass regular liaison regarding the maintenance of the appointments diary, typing of letters and reports, taking and transcribing minutes at meetings as necessary, organise meetings as requested, including preparation of agendas, telephone liaison as necessary with external agencies and making appointments at the request of the service.
- The post holder will assist in the maintenance of records, filing and photocopying and any duties essential to the comprehensive administrative/ secretarial support service you will provide.
- To receive information/referrals, both verbally and in writing from patients, GPs, trusted referrers, carers, and staff which require tact and sensitivity.
- To ensure all messages given verbally, in writing or by telephone are passed on to the correct discipline within reasonable/an agreed timescale.
- To receive incoming post and emails, collating with previous correspondence before passing to the team.
- To deal with correspondence on behalf of the team.
- Photocopying and collating documents as required.
- To take minutes of meetings, e.g., clinical governance, business meeting etc.
- To process office stationery and procurement orders/invoices.
- To maintain accurate records for service users.
- To undertake any other duties as may reasonably be required of you by the service.
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