Admin Team Leader

Job overview

• The Post holder will support the Assistant Service Manager (ASM)/ Service Manager (SM) in the delivery against targets of a range of service areas. The post holder will be the main contact to support the ASM in ensuring co-ordinated and timely responses for any requests in relation to ILS. It is expected that collectively all post holders will coordinate best practice and ensure consistency of operation within generic work areas.

• Ensure the provision of a high-quality operational service to clients and clinicians within the Community TB and Continence Advisory Service.
• Manage day-to-day services in accordance with agreed objectives, targets, quality standards, controls and resource constraints.
• Be responsible for the management of the Outpatient and Community Clinics and all the administrative staff
• Offer a high level of operational support across ILS within resource limitations, including supporting Nursing and Clinical staff as needed

The role will require the individual to interact with a multi-disciplinary team in a very busy office environment, dealing with highly complex and sensitive issues, often requiring appropriate judgement to be made under minimal supervision.

Main duties of the job

The duties and responsibilities listed below are representative of the Administrator Team Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative and managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

Detailed job description and main responsibilities

The duties and responsibilities listed below are representative of the Admin Team Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative or managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

• Support the Assistant Service Manager in managing various areas of service, g., interpreter or travel bookings, internal reporting and proposal drafting, etc. This will require working autonomously to understand and drive operating targets, budget controls, and relevant HR management.
• Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service that may be performance related.
• Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the work load and/or staffing availability, and arrange cover as necessary.
• Exercise delegated authority on behalf of clinicians to resolve day-to-day management issues within the service.
• Support administrative tasks mainly within the Community TB and Continence Advisory Service, including minute taking of internal and external multi-agency meetings, referral processing and procurement
• Manage the analysis of data so, service and clinical leads have access to timely and accurate information on all key performance indicators.
• Plan and organise the admin service within Community TB and Continence Advisory , setting the goals within admin service in order to fit in with the demands of the clinicians’ timetables,
• To support with the monitoring and maintaining of all Community TB and Continence Advisory Service. equipment including asset registers to enable teams to maximise use of resources and achieve financial obligations.
• To lead in specific projects and/or initiatives delegated to the post

• To support the SM in providing a coordinated response related to information and monitoring requests across all teams within their remit.
• Take minutes for complex case meetings
• Monitor presentation of clinical correspondence to set and maintain appropriate quality

• Produce high quality PA support to head of service, clinicians and clinical teams when
• When appropriate, type clinical letters which may include those of a distressing or emotional nature as well or other relevant correspondence and documents required.
• Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary.
• Deal with telephone calls related to the service, ensuring that customers are communicated with in a sensitive and effective manner and problems are dealt with promptly
• Manage remote communication

• Support head of service and clinical leads by preparing PowerPoint presentations and preparation of research articles.