Administration Team Lead

The Newcastle upon Tyne Hospitals NHS Foundation Trust

An exciting opportunity has arisen within the Sleep Service for an enthusiastic, self-motivated and hard-working experienced Team Lead to join our administration team.

It is an exciting time to join the team as we continue to develop a growing service with recent expansion to the Community Diagnostic Centre.

The successful applicant will have first level line management responsibilities within a team of Medical Secretaries and Clinical Administrators supporting clinicians over three sites: the Freeman Hospital, Royal Victoria Infirmary and Community Diagnostic Centre at the Metrocentre.

The successful applicant should have excellent customer care and communication skills, good IT skills, excellent organisational skills, be able to use their own initiative and priorities, and have previous experience of working in a fast-paced office environment.

Strong leadership skills, flexibility and a positive proactive attitude is essential.

We actively encourage candidates to contact the department before or after submitting their application to ask questions or to arrange a visit.

• Interview date: Thursday 8th May 2025
• 37 hours 30 minutes/week
• You will be redirected to Trac to apply for the vacancy. Please expand the job details section and read all of the information before applying for the vacancy.

NO AGENCIES PLEASE

Main duties of the job

• Contribute to recruitment, training and development of the team.
• Set an example by mentoring and supporting colleagues to achieve their best.
• Be responsible for accurately tracking patients through their pathway ensuring appointments and or investigations are booked, reports are expedited in a timely manner and medical staff are kept up to date.
• Type, print and send necessary patient correspondence in an effective and timely manner via audiotyping and/or digital technology.
• Play a vital role in co-ordinating, organising and booking patients via our e-referral service.

About us

Our staff oversee over 6,500 patient contacts every day, delivering high standards of healthcare from the following sites:

• Freeman Hospital
• Royal Victoria Infirmary (RVI)
• Health Innovation Neighbourhood (on the former Newcastle General Hospital and Centre for Ageing and Vitality site)
• Newcastle Dental Hospital
• Newcastle Fertility Centre
• Northern Centre for Cancer Care, North Cumbria
• Northern Genetics Service

These include a range of flagship services which deliver cutting-edge care (supported by state-of-the-art diagnostic services in both radiology and pathology) and are a catalyst for innovation to support pioneering clinical practice in the NHS.

We also have offices at Regent Point in Gosforth and community sites.

Please see attached information on what Staff Benefits we have to offer at our Trust under 'Documents to download' or 'Supporting documents'.

For further information on The Newcastle upon Tyne Hospitals NHS Foundation Trust please visit: Careers | Newcastle Hospitals | NHS | Newcastle Hospitals

Job responsibilities

• To provide a secretarial service to our patients, families and wider clinical teams.
• To be responsible for the day-to-day organisation and management of an efficient Administration Team within our Cardiothoracic Service.
• The daily supervision and deployment of Medical Secretaries and Administration Support.
• Communicates with patients regarding appointments and admissions at the request of the medical staff.
• Audio typing of letters and documents and using our Voice Recognition system.
• Deal with telephone enquiries promptly.

Please note it is a requirement of The Newcastle upon Tyne Hospitals NHS Foundation Trust that all successful candidates who require a DBS for the post they have been offered pay for their DBS certificate. The method of payment is a salary deduction from your first month's pay.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.

Person Specification

Qualifications & Education

• Knowledge and experience (NVQ Level 4 or equivalent experience) of the function of a multi-specialty outpatients department.

Knowledge & Experience

• Experience of dealing with patients/carers and members of the public.
• Knowledge and experience of the selection and recruitment process.
• In-depth knowledge of the Patient Administration Computer system.
• Understanding of patient's confidentiality issues.
• Experience in staff management/supervision.
• Knowledge and experience of staff training.
• Awareness of disciplinary procedures.
• Experience in producing and implementing procedure manuals.
• Understanding of the Data Protection Act 1998.
• Previous NHS experience.
• Knowledge and experience of NHS procedures and policies.
• Human Resource/Health and Safety issues.
• Experience in NHS waiting time targets.

Skills & Abilities

• Capability of managing/liaising within a multi-disciplinary team.
• Strong organisational skills.
• Customer care skills.
• Ability to lead/motivate staff.
• Excellent organisational skills.
• Ability to work under pressure.
• Excellent analytical skills.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

The Newcastle upon Tyne Hospitals NHS Foundation Trust