Job Introduction
To provide day to day line management of a team of up to 8 administrative staff, dealing with all management issues such as workload, performance, absence, annual leave, appraisals, and any other HR issue which may arise.
The role will cover the whole of Wiltshire Children’s Community Health Services within the specified locality, overseeing all administrative functions and ensuring that the Business Support teams are working effectively.
In addition to line management responsibilities, the postholder will have an administrative workload and will also provide cover within the Business Support team as required.
The Business Support function provides secretarial, administrative, and organisational support across the full range of office and service activities, including the smooth running of the office, reception and front of house duties and secretarial/administrative support to a range of frontline clinicians & managers.
SPA Team function complete appointments for Clinicians. Respond and process incoming calls from Service Users. Patient data entry to Organisational systems. Support and gather information around referrals into Wiltshire Community Children’s Health Services. Manage SPA (Single Point of Access) emails. Working with Waiting Lists and Pathways for all Services.
Main Responsibility
This list is intended to summarise the key responsibilities and is not intended to cover every task that may be required of the role:
Communication
- Communicate effectively with a wide range of internal and external stakeholders, demonstrating clarity, sensitivity, diplomacy, and confidentiality.
- Develop and maintain effective working relationships with colleagues within our organisation and within partner organisations. Work with managers and senior practitioners to ensure that statutory and other timescales for tasks are achieved.
Analytical/Judgmental
- The postholder is required to use his or her own judgement to make decisions about the most appropriate course of action in situations where there are a range of options available.
- Handle general issues and escalate complex matters to a senior member of staff.
Human Resources
- Direct line management in line with the organisation’s policies, including regular one-to-one meetings, supervision sessions, appraisals, allocation of work, induction and training and development.
- Manage absence, conduct return to work interviews and absence monitoring meetings following organisational policies.
Planning and Organisational
- Organise own day to day tasks and responsibilities and prioritise appropriately.
- Ensure that direct reports have appropriate workload levels and that tasks and duties are prioritised appropriately.
- Liaise with other Business Support Team Leaders to ensure that all service areas are adequately covered.
- Manage annual leave and other planned absence within Business Support to ensure service provision at all times.
The Ideal Candidate
Essential
Qualifications
- Good general education e.g. GCSEs or equivalent.
- Relevant administrative or IT qualifications e.g. ECDL, RSA, NVQ etc.
- Qualification in supervisory or line management or relevant experience to NVQ 4 or equivalent level.
Knowledge & Skills
- Computer literate.
- Good working knowledge of Microsoft Office packages including Outlook, Word, Excel.
- Accurate and efficient IT and keyboard skills.
- Effective interpersonal, organisational and communication skills. Ability to communicate clearly with a wide variety of colleagues and service users, both verbally and in writing.
- Ability to work with discretion, sensitivity and maintain confidentiality.
- Good planning and organisational skills and ability to meet deadlines.
- Ability to prioritise and manage workload within a busy environment.
- Ability to work as part of a team.
- Ability to support and advise lower banded staff.
- Ability to delegate tasks and responsive attitude to delegation of tasks.
- Punctual, cheerful, reliable and dependable.
Experience
- Clerical, administrative or reception experience (minimum 3 years months).
- Experience in line management of administrative staff.
- Experience within a customer care, healthcare, education or social care setting.
Personal Attributes (demonstrable)
- Reliable
- Flexible
- Able to contribute to the changing demands of the service.
- Willing to undertake training relevant to the post.
- Ability to work within a team.
- Demonstrates a diplomatic caring attitude.
- Maintains confidentiality.
- Assertive.
- Uses own initiative in an appropriate way.
- Has confidence in self.
- Able to manage difficult conversations
Desirable
- NVQ level 4 Business Administration or equivalent experience.
- Qualification in supervisory or line management or relevant experience.
- Good knowledge of a wide range of office procedures.
- Ability to support and advise lower banded staff
- Minute taking skills or experience.
- Experience of supervision of staff.
- Experience of HR processes.
- Demonstrates the ability to effectively line manage administrative staff.
- Experience of dealing with difficult HR/staffing issues.
- Interested/enthusiastic about working within our services.
Package Description
As a Team Leader for the Administration team, you’ll be part of our valued team in our Derby Court Trowbridge
You will feel valued as a Team Leader within HCRG Care Group, receiving access to exclusive rewards and benefits including:
- £24,000 Salary
- Free tea and coffee at your base location
- Membership of My Reward Hub, giving you access to discounts on every day purchases like grocery shopping as well as cashback and voucher offers for treats for you and those special to you
- Access to your wages as you earn them to help cover life’s emergencies and avoid overdraft fees or high interest rates
- Online and face to face help with your mental and physical wellbeing – from healthy recipes and activity challenges through to post trauma support, legal, debt and life management help, as well career coaching and counselling
- Access to eLearning, bespoke career pathways and opportunities for continuing professional development through our ‘Outstanding’ learning and development team, The Learning Enterprise
- An open, just culture where you’re encouraged to have and implement ideas which can help us deliver our purpose: changing lives through transforming health and care – backed up by at least £100,000 of ringfenced innovation funding each year
- The pride of working for an organisation committed to the highest clinical and quality standards: with a majority of our rated services holding “good” or “outstanding” ratings from the Care Quality Commission
About the Company
We change lives by transforming health and care.
Established in 2006, we are one of the UK's leading independent providers of community health and care services, working with health and care commissioners and communities to transform services with a focus on experience, efficiency and improved outcomes. We deliver and transform adult and children community health services, primary care services including urgent care, sexual health, dermatology and MSK services as well as adult social care and wellbeing services. Across England, we support communities of many millions and directly help more than half a million people each year - guided by our simple values: we care, we think, we do.
We're committed to equal opportunities and welcome applications from a broad, diverse range of people who want to join our team. We’re a Disability Confident Committed company, so we work to provide facilities, work environment adjustments and technical solutions to be as inclusive of everyone.
While it doesn’t happen often, sometimes a role is very popular, and we’ll need to close it earlier than the date we’ve shown here. If you’re keen to join our team, we’d love to hear from you so please apply as soon as you can.
As you’d expect, safeguarding and protecting the children, young people and vulnerable adults that we work with is of the utmost importance so we have policies and procedures in place to promote safeguarding and safer working practices and everyone who joins the team is subject to a safer recruitment process, including the disclosure of criminal records and vetting checks.
Finally, we need to let you know that the company you’ll work for is part of HCRG Care Group Holdings Limited and by applying for this job we’ll need to process and hold information about you. If you would like to know a little more about how we use your information, please see our website's privacy policy.
