Administration Team Leader- Acute Paediatrics and Neonates, Band 4

at  Gloucestershire Hospitals NHS Foundation Trust

Gloucestershire Hospitals NHS Trust is offering an exciting opportunity for the role of Administration Team Leader within the Neonatal and Acute Paediatrics Department at Gloucestershire Royal Hospital.
This job share position entails leading a skilled team of administrators and medical secretaries, with both postholders sharing the responsibility of managing the team while ensuring the smooth operation of the department. The role involves actively supporting patient pathways, overseeing and maintaining outpatient access targets, and ensuring the continuous quality and accuracy of data through regular validation of outpatient waiting lists.
We invite applications from individuals who are dynamic, self-driven, and enthusiastic, with a strong work ethic and a high level of responsibility. The ability to work collaboratively in a job share, while still managing the whole team effectively, is essential. A flexible approach to work is also key.
The successful candidates will be required to demonstrate the highest levels of professionalism, work independently, make informed decisions, and provide guidance and support to their team. Effective time management and the ability to meet deadlines are crucial to align with the Trust’s objectives.
This will be a Job Share Vacancy for 30 and 28 hours, please indicate the hours on your application
Monday - Friday, Flexible working hours
This role involves leading the administrative team to deliver a thorough, consistent, and efficient administrative service. This includes allocating tasks appropriately across the team to support divisional goals while also handling more complex tasks personally.
Candidates will ideally have proven experience in both supervisory roles and as a medical secretary.
A key aspect of this position is enhancing outpatient services, which are vital to patient pathways. The role entails monitoring and reducing appointment delays and maximizing the utilization of all appointment slots.
Experience in data quality and validation, along with familiarity with Referral to Treatment Pathways, will be considered beneficial for this role.
The ideal candidate should possess strong problem-solving abilities, excellent interpersonal skills for effective collaboration with both clinical and non-clinical staff, and exceptional organisational skills to manage multiple priorities. Initiative and the ability to work independently are also crucial.
This job share role involves jointly leading the administrative team to deliver a thorough, consistent, and efficient administrative service. Both postholders will share the responsibility of allocating tasks appropriately across the team to support divisional goals, while also handling more complex tasks personally.
While supervisory experience is not mandatory, candidates should be able to demonstrate strong leadership skills, including the ability to effectively manage and guide a team.
A key aspect of this position is enhancing outpatient services, which are vital to patient pathways. The role entails monitoring and reducing appointment delays, maximising the utilisation of all appointment slots, and ensuring seamless coordination.
Experience in data quality and validation, along with familiarity with Referral to Treatment Pathways, will be considered beneficial for this role.
The ideal candidates should possess strong problem-solving abilities, excellent interpersonal skills for effective collaboration with both clinical and non-clinical staff, and exceptional organisational skills to manage multiple priorities. Initiative and the ability to work independently, while ensuring the responsibilities of the job share arrangement are seamlessly fulfilled, are also crucial.
This job share position entails jointly leading a team of administrators and medical secretaries. Both post holders will share responsibilities such as managing staff annual leave, sickness, and performance, overseeing recruitment processes, conducting staff inductions and training, and engaging in Development Conversations to set clear SMART objectives for the team.
The role requires excellent multitasking, planning, and prioritising skills for both personal tasks and those of the administrative team, in alignment with divisional objectives and typing targets. Together, the job share partners will focus on enhancing current work practices, introducing new methods, and regularly reviewing processes to ensure robust administrative support is maintained for service requirements.
Another crucial aspect of this shared role involves reviewing service provision, in collaboration with Consultant colleagues, to ensure the administrative function effectively supports the proactive management of patient pathways in accordance with Local and National Access Targets.
The job share arrangement will also involve improving data quality on the patient administrative system, ensuring all patient access targets are monitored by the administrative team with accurate recording of pathway outcomes post inpatient or outpatient episodes.
A primary focus will be managing and reducing the number of overdue new and follow-up appointments, monitoring delayed first and follow-up appointments, and implementing first-line management strategies to minimise delays in patient pathways. Concerns will be escalated to the Operational Support Manager as necessary, with both post holders working collaboratively to address these challenges effectively

Please refer the Job description for details