Secretarial Admin Team Leader
Job overview
This post is for internal candidates to South Tees Trust. If you are not currently working within the trust your application will not be reviewed and automatically rejected at shortlisting stage. Please be aware of this when submitting your application.
An opportunity has arisen within Medicine and Emergency Care Services for a motivated and forward thinking Team leader to join our hardworking, friendly and dependable secretarial and administration teams.
We are looking for a secretarial Team Leader to provide support and encouragement in the training and development of our administration teams, be proactive in streamlining and safeguarding processes, and be inspiring and imaginative in service improvement initiatives.
The postholder will oversee the Centre for Clinical Infection and Sleep Medicine secretarial teams with the support of the Admin Manager and Team Leader colleagues whom they will work closely alongside, partaking in regular 1:1's, team meetings and huddles.
We are a highly supportive and friendly team. Hard work, diplomacy and quick thinking is required, but we all help each other and work together to provide our teams with the skills and tools to provide a first class service.
We are looking for someone who is enthusiastic, resourceful and innovative and will be respectful, patient and supportive to all members of the team.
Main duties of the job
The postholder will be required to manage a team of staff and will be responsible for the coordination of duties across that team.
They will support new staff through the Induction, Training and Skills Framework, complete competence assessments as part of the probationary period process and monitor the work of all members of the team to ensure it meets clinical governance, data quality and KPI’s.They will also undertake annual SDR’s and Personal Development Plans.
The postholder will be required to demonstrate excellent communication, organisational and supervisory skills, and be able to work as an effective member of a multidisciplinary team, ensuring their team deliver an efficient service to service users including patients, clinicians, nurses and other key staff groups.
Please note this post will close at sufficient applicants.
Working for our organisation
Leadership and Improvement Training
South Tees Hospitals NHS Foundation Trust offers leadership and improvement training to all new staff to the Trust; this training programme has been designed to support our leaders in developing their understanding of leadership and management skills.You will be expected to attend the New and Aspiring leaders programme, and the Foundation Quality Improvement Programme that the Trust delivers. After you complete this one and a half day of training you will be able to explore further leadership and improvement training opportunities, we offer further in-house courses and bitesize programmes and leadership apprenticeships at level 3,5 and 7.
Detailed job description and main responsibilities
Please see the full job description and person specification document(s) attached for main responsibilities of the role.
Person specification
Knowledge and Skills
Essential criteria- Excellent communication and interpersonal skills
- Excellent planning, prioritisation and organisational skills
- Substantial working knowledge of secretarial/clerical processes
- Efficient and accurate word processing skills
- Efficient and accurate proof reading skills
- Substantial working knowledge of functionality of Patient Administration Systems
Experience
Essential criteria- Must have demonstrable experience in Line Management and Leadership activities
- Substantial Secretarial and administrative experience
- Extensive use of Office and Outlook, including word, excel and powerpoint, e-mail and internet
Qualifications
Essential criteria- NVQ3 level Secretarial or Business Administrative qualification or equivalent level of demonstrable experience
- GCSE in Maths and English or Functional Skills, Level 2
- Medical Terminology Qualification Level 2 or equivalent level or short courses or equivalent demonstrable working experience in accordance with the Trust’s Medical Secretarial Development Framework
- Customer care qualification, Level 2 or short courses or equivalent demonstrable working experience in accordance with the Trust’s Medical Secretarial Development Framework
- Short courses associated with People Management responsibilities
- Must have demonstrable experience in Line Management and Leadership activities
Disclosure and Barring Checks (DBS)
It is now the policy of South Tees Hospitals NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost of their DBS. The method of payment for this is via salary deduction from your first month's pay.
Equality, Diversity and Inclusion
South Tees Hospitals NHS Foundation Trust is committed to promoting equality of opportunity, celebrating and valuing diversity and eliminating any form of unlawful discrimination across our workforce, ensuring our people are truly representative of the communities we serve.All individuals regardless of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation are encouraged to apply for this post. We welcome applications from the Black and Minority Ethnic (BAME) Network; LGBT+ Network; Disability and Long-Term Health Conditions Network, Faith Network, Childless not by Choice Network and the Menopause Support Group.
As an inclusive employer, we are here to support you.
If you have any special requirements to help you with your application, email our team at [email protected]
The Trust encourages and supports all applicants to be fully vaccinated against both COVID19 and influenza.
Please be aware, there are occasions where some vacancies may close prior to the closing date advertised. This will only happen where sufficient applications are received AND will be made evident on the job advert.
Please note if you are successfully shortlisted, we will contact you via the email address that you have applied from so please ensure you check your emails regularly.
Existing employees of South Tees NHS Foundation Trust currently on the Redeployment Register, who meet the essential criteria for this post, will be shortlisted and interviewed prior to all other applicants.
IMPORTANT - Please ensure you read the 'Guidance Notes for Applicants' document attached to this advert before you start to complete your application form.
This document provides detailed advice regarding the completion of your application form.
The guidance document also provides in detail what identification and certificates you must provide at interview should you be shortlisted.
As part of our pre-employment screening process, all applicants are required to provide references from their last continuous 3 year employment and/or training/education. The referees MUST be a Line Manager/Supervisor. Applicants are requested to ensure email addresses for all referees are included on their application form.Personal references and references from colleagues are not acceptable.
Unfortunately we are unable to respond to all applicants and those who are not contacted within six weeks of the closing date should assume that their application has been unsuccessful.