Administration Team Supervisor

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Job overview

Lincolnshire Integrated Sexual Health (LiSH) Services have an exciting opportunity to join their countywide team as an Administration Team Supervisor.

The successful candidate will provide strong leadership of administrative staff. This will involve recruitment, induction, training packages, appraisals and performance management.

The post is based in Lincoln, however the post-holder will be required to travel to our other two main sites (Grantham and Boston) to support team members based there. There will also be occasional travel to work with the wider team at our satellite clinics (Louth, Skegness, Gainsborough).

Access to own vehicle or reliable countywide public transport is essential for this role.

Please note this position will not commence before May 2025

Main duties of the job

Authorising of annual leave and sickness reporting, ensuring at all times there are adequate staffing levels.

Supporting senior clinical team with data input and admin tasks associated with health practitioners and support staff electronic rota system to ensure adequate and appropriate skill mix in clinics clinics.

The post holder will provide daily supervision of the administration team including training and monitoring effective communication by telephone, face to face and digital, ensuring a courteous and confidential service is maintained.

Deal with any conflict and solve problems relating to the administration department in a timely manner, employing a lesson learnt approach.

Maintain personal development and take active part in learning opportunities. Clinical supervision with a senior team member to be completed regularly.

When required attend management meetings with relevant information to support the decision making processes. This may require preparing data and/or collecting information in advance of meetings in various formats.

Ensure process and procedures for the department are relevant and up to date, amending as required. Including the transition of new ways of working.

Responsible for monitoring G LiSH Business Continuity Plans and Standard Operating Practices (SOPs) are up to date with support of senior clinical team.

Working for our organisation

Lincolnshire Community Health Services NHS Trust is in the top 25 per cent of all community trusts for overall staff engagement in the 2021 NHS National Staff Survey.

At LCHS, we know diversity fosters creativity and innovation. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where all belong. We therefore particularly encourage applications from candidates who are likely to be underrepresented in LCHS’ workforce.

Arrangements can be put in place if it can be shown that the needs of the individual can be balanced with those of the service and the impact on other team members, enabling the Trust to recruit and retain skilled staff, raise staff morale, reduce absenteeism and respond to changing service needs more effectively.

We are an ambassador of a learning culture that will support the right individual to progress in their chosen career through an ‘earn while you learn’ apprenticeship programme. Visit our Learning and Development page to find out more [...]

Detailed job description and main responsibilities

To ensure the department delivers a good level of all administrative duties and ensure clients/patients are dealt with in a timely manner so they have a positive experience.

To manage adequate and appropriate administrative staff cover across the county by coordination of the countywide workforce.

The post holder will provide daily supervision of the administration team including training and monitoring effective communication by telephone, face to face and digital, ensuring a courteous and confidential service is maintained.

Person specification

Essential

• NVQ Level 4 / Diploma level qualification in Business Administration or relevant qualification and transferable skills experience Evidence of relevant and continuing professional development (CPD)
• Excellent communication skills – ability to liaise with staff at all levels Ability to make sound judgements when prioritising tasks and knowing when to refer Good organisational skills – able to manage busy workload, prioritise work and have a good attention to detail Ability to work with a high level of accuracy and attention to detail, with constant interruptions.
• Knowledge of confidentiality and data protection legislation and is able to use discretion where necessary Knowledge and proficiency in use of relevant software packages
• Experience of working in a busy administrative environment, delivery a full range of secretarial and administrative procedures Management of records and information in an office environment. Previous experience of supervising staff in an effective way Previous experience of working in a customer focused environment Previous experience of working towards targets/deadlines
• Problem solving – ability to respond to problems and identify solutions Ability to produce work of a high presentational standard with a high degree of accuracy Ability to make sound judgements when prioritising tasks and knowing when to refer Ability to work as a team, on own initiative and under pressure Able to manage own workload and work autonomously Ability to travel within the boundaries of the Trust.
• Flexible and adaptable approach to hours and duties. Ability to establish and maintain working relationships at all levels internally and externally

• Previous experience of NHS policy and procedures
• Previous experience of Sexual Health Services
• Previous experience of a countywide travel post

Enjoy a better quality of life in one of the UK's most welcoming counties.

Whether you're taking the first exciting steps in your career, itching for a new challenge or searching for a better place to raise a family, Lincolnshire welcomes everyone.

Discover a range of rewarding health and social care careers in a county that's friendly, fascinating, affordable and brimming with everything you need to live a happy life. Visit beinlincolnshire.com to find out more.

Important Information: All new employees will be subject to a charge if a DBS check is required for the post. The Disclosure & Barring Service application form (formerly CRB) will be provided by LCHS and the fee will be deducted from your salary over a maximum of a 6 month period.

Any existing employees who require a DBS check as part of the application process will be subject to a charge for that DBS check.

We are a Disability Confident employer ensuring that disabled people have the opportunities to fulfil their potential and realise their aspirations.

Support and/or assistance with completing an application form is available from the Human Resources Team by calling 01522 572889.

We encourage and support vaccination update as this remains the best line of defence against COVID19.

We have been awarded the National Preceptorship for Nursing Quality Mark for 2023.