Administration Team Leader

University College London Hospitals NHS Foundation Trust

You will be responsible for the performance of the outpatient administration team and will line manage the four members of staff.

You will work alongside our doctors and nurses to support them in the administrative tasks required to carry out the clinical work in the department. You will also be required to have a level of knowledge to explain and guide these colleagues through the several complex administrative pathways we use. You will work closely with the Service Manager to form and progress the strategy of the administration service.

We expect you to be hard working, engaged and supportive towards your colleagues. You will have to learn and practice a number of different administrative functions and to offer feedback and suggestions to improve the service, as well as supporting the team to do the same.

Main duties of the job

1. Line management of four Band 4 Administration Co-ordinators, including rota management and recruitment.
2. Responsible for overseeing timely and accurate completion of administration functions such as appointment bookings, clinic letter management, emails, telephone calls and queries from clinical and nursing teams.
3. Chair admin team meetings and provide organisational and administrative support to senior clinical and leadership operational meetings.
4. Responsible for compiling and submitting monthly invoices for our private and corporate travel services.
5. To behave in a manner that supports and inspires the more junior members of the team.

The most important skills and qualities are being organised, an excellent communicator, hardworking, a receptive listener, a creative thinker, and a kind person.

About us

University College London Hospitals NHS Foundation Trust (UCLH) is one of the most complex NHS trusts in the UK, serving a large and diverse population. We provide academically led acute and specialist services, to people from the local area, from throughout the United Kingdom and overseas. Our vision is to deliver top-quality patient care, excellent education, and world-class research.

We provide first-class acute and specialist services across eight sites:

1. University College Hospital (incorporating the Elizabeth Garrett Anderson Wing)
2. National Hospital for Neurology and Neurosurgery
3. Royal National ENT and Eastman Dental Hospitals
4. University College Hospital Grafton Way Building
5. Royal London Hospital for Integrated Medicine
6. University College Hospital Macmillan Cancer Centre
7. The Hospital for Tropical Diseases
8. University College Hospital at Westmoreland Street

We are dedicated to the diagnosis and treatment of many complex illnesses. UCLH specialises in women's health and the treatment of cancer, infection, neurological, gastrointestinal and oral disease. It has world class support services including critical care, imaging, nuclear medicine and pathology.

We are committed to sustainability and have pledged to become a carbon net zero health service, embedding sustainable practice throughout UCLH. We have set an ambitious target of net zero for our direct emissions by 2031 and indirect emissions by 2040.

Job responsibilities

For the full Person Specification and more information regarding the main responsibilities of this role, please refer to the attached Job Description.

We are a small but complex department, covering many different aspects of infectious diseases and tropical medicine. We operate an outpatient clinic as well as an emergency walk-in service, antibiotic infusion service, and pre-travel clinic.

We have spent many years building a tight-knit, friendly, welcoming, and warm environment to work in. As we are relatively small, everybody gets to know each other which creates an open, informal and safe working culture. We believe people should enjoy their work and have fun, as well as working hard to provide a top class service.

We have an ongoing process to improve our staff's working lives and regularly seek feedback from everyone as how to achieve this.

Come and be a part of the best NHS trust in England to work for, according to our staff.

Person Specification

Knowledge and Qualifications

• Expert knowledge of the full range of administrative procedures, acquired through degree or equivalent training and previous experience of working in an administrative environment.
• Knowledge and experience of information systems used for the storage and retrieval of sensitive personal information.
• Awareness of the requirement to maintain confidentiality, and knowledge of the Data Protection Act.

Experience

• Experience of working in a non-routine environment, with demonstrable evidence of problem solving and resolving issues as they arise.
• Experience of working in a customer facing environment, resolving queries and using initiative to ensure first-class service delivery.
• Experience of supervising a team of staff, OR Experience of project management and change methodology.
• Previous NHS experience, or experience of working in a healthcare setting.

Skills and Abilities

• Able to analyse and interrogate data and performance information, using experience and judgement to make recommendations on actions.
• Ability to make decisions in a constantly changing environment (e.g. clinic setting) using judgement to deal with queries or escalate where necessary.
• Advanced keyboard skills, and competent use of IT.
• Able to deal with sensitive information with tact, diplomacy and understanding.

Communication

• Able to communicate complex or sensitive personal information clearly and sensitively with a wide range of patients, in situations where there may be barriers to understanding (e.g. language difficulties, anxious or distressed patients or relatives).

Personal and People Development

• Able to work independently, managing own workload and allocating work appropriately to others.
• Able to induct new staff into the department, providing training to new colleagues.
• Able to supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.

Responsibilities towards promoting Equality Diversity and Inclusion

• Demonstratable understanding of the Equality, Diversity, and Inclusion and/or knowledge of the NHS obligations under the Equality Act 2010 and the Public Sector Equality Duties.

Specific Requirements

• Flexible approach to shift patterns and location, including flexibility regarding working hours (e.g. early mornings, evenings and weekends).

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.

University College London Hospitals NHS Foundation Trust

£35,964 to £43,780 a year per annum inclusive of HCAS.