Administrator Team Lead - London, United Kingdom - Guy's and St Thomas' NHS Foundation Trust

Guy's and St Thomas' NHS Foundation Trust

Verified Company

London, United Kingdom

1 week ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

An exciting opportunity has arisen within the Dental Services directorate for a full
- time Administrator Team Lead on a permanent basis in the New Patient Referral Unit.

This is an exciting and challenging role that will assist in supporting our dental services across all of our sites (Guy's and St Thomas' Hospitals), in which the post holder would have an opportunity to make a direct positive impact on patient experience within the Trust.

The post holder will be responsible for supporting our Assistant Service Managers in the daily operational delivery of the service as well as interacting with patients, consultants, external stakeholders and healthcare referrers.

They must be proactive at all times in identifying errors and collaborate with the Assistant Service Managers in finding ways to improve the service.

Knowledge of clinic operations and management systems as well as experience with the trust systems is desirable.

The Dental Services Directorate is the largest in Europe and has activities at Guy's, and St Thomas' Hospitals. The department has a large number of outpatient clinics which cover a variety of medical and surgical specialties.

The expanding team of more than 25 Patient Access Coordinators, who report directly to the Team Leaders and Assistant Service Managers and work as a team to support clinics, nursing staff and patients through the Outpatients Centres.

The duties and responsibilities listed below are representative of the Administrator Team Lead role and its purpose within the service; they are not exhaustive and the post holder may be required to undertake additional or alternative administrative and managerial duties and responsibilities commensurate with the level of the post, to support the smooth running of the service.

Main Duties

Lead the provision of a high quality, comprehensive and efficient administrative service.
Book appointments for patients.
Provide telephony support for the callcentre utilising communication skills as well as handle any complaints and escalations.
Ensure staff are uptodate with their training.
Ensure that staff annual leave is processed on the system and responding to requests.
Maintain regular contact with staff through 11s, sickness meetings and performance meetings if needed.
Compiling reports to better aid the service and individuals, in a timely manner and being able to present the information to colleagues and other managers if needed.
Organise and administer meetings, taking comprehensive minutes and ensuring timely dispatch of papers, highlighting actions.
Provide PA support including diary management and arranging meetings and appointments via the calendar system with both external and internal personnel.
Responsible for the daytoday management of the team and ensure that that staff are managed in line with Trust Policies.
Review and report on staff performance, working with individuals to set clear standards and objectives, identifying training and development needs as well as performance/conduct issues as appropriate.
Motivate and support staff so that they understand the objectives of the service within which they work and are able to maximise their contribution to the highest standard of patient care.
Prepare and produce reports/spreadsheets, presentations and other documents as requested using the format required by the team.
Prepare acknowledgement letters and draft replies where required.
Make travel arrangements, booking venues and catering arrangements for meetings and conferences.
Provide dictation and typing services, including audio and direct dictation as required.
Cover full PA and secretarial support to named individuals as required.
Support in the implementation of projects, with mínimal supervision to agreed goals and agreed timescales.