CERU Administrative Team Lead - Warwick - ref. a3122615
South Warwickshire University NHS Foundation Trust is one of the top performing organisations within the NHS. Our staff think this is a great place to work and we hope you will agree. We have recently been rated as 'Outstanding' by the Care Quality Commission (CQC) following our most recent inspection.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the whole county. This includes our Community Teams in North Warwickshire.
We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Over 6000 people work for the Trust and many of them have been here a long time. People find they don’t need to go elsewhere to find a fulfilling career in healthcare.
The first thing you will notice about us is how we take our values seriously. We believe that our values underpin everything we do. If you are interested in a role with us you need to make sure our values match your own.
Our values can be summed up in one sentence. We are ‘Trusted to provide inclusive, safe, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Probationary Period
All new staff to the Trust will be subject to a standard 6 month probationary period, the details of which will duly follow in your contract of employment.
Equality, Diversity, and Inclusion
South Warwickshire University NHS Foundation Trust is committed to creating and sustaining a positive and inclusive working environment for all our employees. Our aim is to ensure that employees are equally valued and respected and that our organisation is representative of all members of society.We define diversity as valuing everyone as an individual – we value our employees, job applicants, students, patients and visitors as people. This is reflected within our values of being Inclusive, Safe, Effective, Compassionate and Trusted.
Agile and Flexible Working
All our staff will have a work base. However the Trust operates as an Agile Working Team therefore staff may be working from home on a regular basis as required by the service. However, occasionally travel around Warwickshire and into your base will be required so access to your own transport would be helpful.
The Trust also welcome staff to work flexibly and we would welcome the conversation at interview regarding flexible working.
Staff Benefits
The Trust offer a wide range of additional benefits to staff. Anyone who joins us on a substantive basis can assess things such as the Lease Car Scheme, Electronics Scheme, Discounted Leisure and Travel, Cycle to work scheme amongst many others available.
Car Parking
The Trust have recently completed the construction of a multi-storey car park at our Warwick Hospital site which has allowed us to reduce waiting times for car parking passes.
To keep up to date on our latest recruitment activity follow us on twitter @swftrecruit or look us up on Facebook (Recruitment - South Warwickshire NHS Foundation Trust).
Job overview
Are you professional, enthusiastic, dynamic and are looking for a new challenge? We require a dynamic Administration Team Lead to take responsibility for the CERU administrative team, develop the service and themselves.
CERU is a group of services providing specialist inpatient, outpatient and community rehabilitation services, based at The Leamington Hospital. This post is a direct link and support between our services, providing skilled administrative support across all areas.
This can be a demanding role and it is therefore essential that the applicant possesses excellent organisational skills, is flexible, adaptable and capable of responding to a busy environment.
This post would be ideal for someone looking to develop their leadership and management skills. We are committed to supporting the successful candidate in their personal development and providing appropriate training opportunities.
The successful candidate will have a high level of competency using Microsoft Office packages such as Word, Excel, Access, Power Point and Outlook. Previous experience of working with NHS systems would be an advantage.
The team operates on-site Mon to Fri 08.00 to 17.00. The working pattern of the Team Lead is subject to negotiation with the successful candidate, ensuring that the service is fully covered by team members during these hours.
All applications must be made via the Trac system (Do not use Indeed Apply).
Main duties of the job
To be the Team Lead to the CERU Administration Office at the Central England Rehabilitation Unit (CERU) based at the Royal Leamington Spa Rehabilitation Hospital.
Work on own initiative to manage, prioritise and delegate clerical tasks to the Administrative team to ensure an effective and efficient running of the department.
To provide a comprehensive, high quality secretarial service to the Clinical Director and General Manager including telephone calls, typing/word processing of letters, memos, minutes, reports and other routine correspondence.
Working for our organisation
Come and join a Trust rated Outstanding by the CQC. South Warwickshire University NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further.In addition our staff survey results have placed us 4^th in the country for recommended place to work.
We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity.
Our values can be summed up in one sentence. We are ‘Trusted to provide safe, inclusive, effective and compassionate care’. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work.It doesn’t matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core.
Detailed job description and main responsibilities
The Main Responsibilities and Duties are:
Maintain the CERU administrative team to ensure that operational cover is provided throughout the working year and supporting the remit and job specification of CERU Administrative Team Lead.
Provide a comprehensive, high quality secretarial service to the Clinical Director and General Manager including telephone calls, typing/word processing of letters, memos, minutes, reports and other routine correspondence.
Ensure that the administrative team takes messages, deals with enquiries appropriately and ensure the accurate and timely communication of messages including issues of a confidential and contentious nature.
Managing Operational issues with the Project Manager & Business Support CERU.
Support the management of referrals into CERU including liaising with referring hospitals, all clinical leads and the Patient Flow Team at CERU.
Ensure that the administrative team manages and completes outpatient appointment bookings efficiently and in a timely manner according to SWFT RTT guidelines.
Management of Petty Cash with associated responsibilities.
Manage Medical absence leave and maintain Medical Absence calendar.
Daily transcription of dictations including Medical and DVLA reports to be completed according to departmental Standard Operating Procedures.
Produce documents, charts, tables, databases etc, by use of Microsoft Office packages, e.g. Word, Excel, Access, PowerPoint and Outlook.
To be responsible for facilitating recruitment for the General Manager including the production of job descriptions, person specifications and advertisements.
To co-ordinate shortlisting, interview panels and set up interviews.
To prepare Consultant rota/On-call rota and Bleep rota
Ensure that the administrative team maintains accurate and efficient filing systems, including both paper and computerised systems ensuring strict confidentiality of client/staff identifiable information.
Ensure timely collection and production of statistical data relating to the service as directed, compiling reports where necessary and forwarding relevant information to other Departments as necessary.
Taking and production of formal minutes in a range of professional multi-disciplinary meetings as requested.
To co-ordinate incoming correspondence, dealing with routine and non-routine issues without recourse to guidance.
Co-ordinates activities such as conferences, workshops and seminars, and ensure that the venue is booked and equipped appropriately and all delegates needs are met on the day.
Maintain and update staff personal files as delegated by the General Manager.
Maintain a professional and confidential approach to work at all times.
Maintaining effective communication with a wide range of service users, carers and agencies.
Prioritising own workload to meet deadlines and demands of the service.
To manage an efficient, confidential and robust bring forward system.
Undertake any other appropriate duties as may be delegated from time to time.
Person specification
Qualifications
Essential criteria- RSA III Typing/Word Processing or equivalent
Experience
Essential criteria- Must have substantial experience at senior secretarial/administrative level
- Experience of working in the NHS
- Experience of providing line management
- Experience of Petty Cash Handling
Skills
Essential criteria- Excellent working knowledge of computer software including Word, Excel, Access, PowerPoint, email and electronic diary
- Able to coordinate and prepare documents for meetings, take minutes and follow up action points.
- Must be able to prioritise own workload
- Must be able to operate a bring forward system
- Must be able to develop and maintain a filing system
- Must be able to demonstrate an understanding of equal opportunities
- Must be able to demonstrate an understanding of the need for confidentiality in all aspects of the work of the department
Personal Qualities
Essential criteria- Ability to meet deadlines and work under pressure
- Good written and verbal communication skills, with the ability to liaise and communicate clearly with a wide range of people from different sectors and at all levels of an organisation
Other
Essential criteria- Must be willing to undertake Criminal Records Bureau Disclosure
- Must be legally entitled to work in the United Kingdom
IMPORTANT INFORMATION
Sometimes we get a lot of applications for our roles. On those occasions we might close the job early. If you don’t want to miss out we recommend submitting your application as early as possible.
The Trust use an Applicant Management System called TRAC which helps us manage the recruitment process. All communications regarding your application will come via TRAC (even if you applied via NHS Jobs).
Please check your TRAC account regularly and ensure your email is set up to accept messages so they don't go into your junk/spam folder.
We aim to shortlist all vacancies within 2 days of the vacancy closing, we will get back to all candidates ASAP.
Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including business email address, telephone contact details and postal address.
South Warwickshire University NHS Foundation Trust is an equal opportunities employer who is committed to Equality and Diversity and does not tolerate discrimination or harassment on the grounds of any protected characteristic as defined by the Equality Act 2010.
All South Warwickshire University NHS Foundation Trust sites are smoke free. We feel it’s a great way to help our patients, visitors and staff stay healthy.
The Trust is part of a ‘Foundation Group’ through a strategic alliance with Wye Valley NHS Trust, George Eliot Hospital NHS Trust and Worcestershire Acute Hospitals NHS Trust. This partnership is great for the sustainability of all four organisations and allows us to share learning and maximise opportunities to ensure the delivery of high quality health and care services for our local populations.