Administration Team Lead, Band 5

at  Gloucestershire Hospitals NHS Foundation Trust

Dimensions - Responsible for leadership and management of administrative service provided to countywide Clinical Health Psychology Department. The department has approximately 25 staff delivering services in 12 different clinical services. - Line Management and supervision of administrative assistants. This includes taking a lead role in their training, education, development and for quality checking work outputs.

• Key member of a small team within Clinical Health Psychology ensuring the smooth running of the department including health and safety management support, oversight of administration systems and supporting the Head of Psychology and Management Team. Leadership, management and operational - Line management, supervision, development and training of administrative assistants/ secretaries. - To support management team to monitor, analyse and report on waiting times, waiting list management, as well as room availability and bookings. -Hold regular team meetings to cascade information, resolve problems, identify and work on service improvements as well as praising the team.
• Frequent contact with Administrative team throughout the day to ensure progress of work and resolve queries/issues. Organise the team workload to maximise productivity. - To lead and motivate the team - To carrying out appraisals in line with Trust policy and guidelines, and ensure the team maintain their mandatory training records. - With support as appropriate from senior colleagues and HR, be involved in the resolution of sickness absence, performance and disciplinary concerns.
• Jointly responsible alongside the Head of Health Psychology for the recruitment of administrative staff. - Review and develop new administrative initiatives, ensuring that administrative processes are efficient, are standardised and comply with national and local guidelines. - Review reports on performance, such as missing data on patient systems, and ensure that these are actioned promptly and in accordance with local and national guidelines. Implementing training where required standards are not achieved.
• Attend, create the agenda, take minutes and distribute actions from internal meetings such as departmental meeting. - Assist in the design, development and implementation of policies and procedures. - Responsible for maintaining annual leave and absence records. - Responsible for maintaining sickness records and highlight concerns in line with Trust policy.
• Representation for the department at Divisional meetings. - Supporting Head of Psychology with updating and maintaining appropriate Divisional reports e.g. performance, outpatient room booking, quality and risk. Financial and Activity Management - Oversight of processing of all invoices for Health Psychology CHPD Clinical Services - Overseeing delivery of admin support to all CHPD services, including ensuring cover for essential admin tasks.

Human Resources - Responsible for the co-ordination and administration of record keeping and completion of Trust documentation. - Responsible for the co-ordination and maintenance of all Health Psychology personnel files, ensuring robust administration systems are in place and that accurate record keeping is maintained. - Responsible for organising, conducting and monitoring admin staff personal development reviews and appraisals in line with Trust policies and procedures. - Support new staff induction, staff training and development.
Health & Safety Co-ordination - Promote and ensure compliance with the Health & Safety at Work Act and other statutory and local regulations to provide the maximum safety and well being of patients, staff and visitors. - Understanding of health and safety requirements and practical systems for ensuring that they are implemented efficiently. Monitoring changes in Trust requirements and adjusting systems as appropriate, responsible to the Head of Department. Networking with other departments, eg Risk and Training departments, to resolve Health and Safety issues.
Departmental Information/Communications - Manage the administration of the department; ensuring frequent changes in priorities are met. Development of systems in collaboration with Head of Department and Management Team to facilitate the smooth running of the department and ensure that effective communication and information meets the needs of clients, members of the department and the Trust. - Work with the Head of Department and other members of the management team/service leads to ensure effective cascade of information. - Communication with patients and staff includes providing and receiving complex and/or sensitive information where tact, empathy and developed skills in conflict handling are required.

Patients may be in a highly emotional or distressed state impeding their ability to reason or understand. eg a patient calls expressing suicidal ideas and requesting to see a psychologist where none is available. Service Improvement - Take the lead for reviewing systems of administrative work, working with the team to advise, test and implement new ways of working to continually support the delivery of an improved and efficient service. Liaise with peers to share learning and support each other.

• Provide support to the team to aid their development within the role and to guide through more difficult or complex pieces of work. Introduce training as necessary. - Liaise with appropriate departments to ensure that any new services introduced run smoothly and efficiently. - Support the resolution of complaints, gathering information and working with the Management Team as necessary and appropriate in providing responses/action to patients.
• To flag up any issues to the Head of Department or Management/ Management Team as necessary. - Undertake any other appropriate duties, commensurate with the role as required at the request of your line manager. General - Fully participate in the Trusts appraisal system review and personal development planning process on an annual basis. - Undertake training as necessary in line with the development of the post and as agreed with line manager as part of the personal development planning process.
• Achieve and demonstrate agreed standards of personal and professional development within agreed timescales - Contribute positively to the effectiveness and efficiency of the team. - Minute taking at a variety of meetings.

• Key member of a small team within Clinical Health Psychology ensuring the smooth running of the department including health and safety management support, oversight of administration systems and supporting the Head of Psychology and Management Team. Leadership, management and operational - Line management, supervision, development and training of administrative assistants/ secretaries. - To support management team to monitor, analyse and report on waiting times, waiting list management, as well as room availability and bookings. -Hold regular team meetings to cascade information, resolve problems, identify and work on service improvements as well as praising the team.
• Frequent contact with Administrative team throughout the day to ensure progress of work and resolve queries/issues. Organise the team workload to maximise productivity. - To lead and motivate the team - To carrying out appraisals in line with Trust policy and guidelines, and ensure the team maintain their mandatory training records. - With support as appropriate from senior colleagues and HR, be involved in the resolution of sickness absence, performance and disciplinary concerns.
• Jointly responsible alongside the Head of Health Psychology for the recruitment of administrative staff. - Review and develop new administrative initiatives, ensuring that administrative processes are efficient, are standardised and comply with national and local guidelines. - Review reports on performance, such as missing data on patient systems, and ensure that these are actioned promptly and in accordance with local and national guidelines. Implementing training where required standards are not achieved.
• Attend, create the agenda, take minutes and distribute actions from internal meetings such as departmental meeting. - Assist in the design, development and implementation of policies and procedures. - Responsible for maintaining annual leave and absence records. - Responsible for maintaining sickness records and highlight concerns in line with Trust policy.
• Representation for the department at Divisional meetings. - Supporting Head of Psychology with updating and maintaining appropriate Divisional reports e.g. performance, outpatient room booking, quality and risk. Financial and Activity Management - Oversight of processing of all invoices for Health Psychology CHPD Clinical Services - Overseeing delivery of admin support to all CHPD services, including ensuring cover for essential admin tasks