Administration Team Leader

Site: University College London Hospitals Town London
Salary: £38,488 - £46,852 per annum inclusive of HCAS Salary
Salary period: Yearly
Closing: 16/06/:59

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Job overview

Responsibly manage the outpatient administration team and line-manage the four members of staff. Work with doctors and nurses to support clinical administrative tasks, explain and guide complex administrative pathways, and collaborate with the Service Manager to develop the administration service strategy.

Main duties of the job

• Line manage four Band 4 Administration Co ordinators, including rota management and recruitment.
• Ensure timely and accurate completion of administration functions such as appointment bookings, clinic letter management, emails, telephone calls and queries from clinical and nursing teams.
• Chair admin team meetings and provide organisational and administrative support to senior clinical and leadership operational meetings.
• Compile and submit monthly invoices for private and corporate travel services.
• Behave in a manner that supports and inspires the more junior members of the team.
• Demonstrate organisational skills, excellent communication, hardworking attitude, receptive listening, creative thinking and kindness.

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.
• Aware of the requirement to maintain confidentiality and know the Data Protection Act.

Experience

• Experience working in a non routine environment, with demonstrable problem solving and issue resolution skills.
• Experience in a customer facing environment, resolving queries and using initiative to ensure first class service delivery.
• Experience 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

• Analyse and interrogate data and performance information, making recommendations on actions.
• Make decisions in a constantly changing environment (e.g. clinic setting) using judgement to address queries or elevate where necessary.
• Advanced keyboard skills and competent use of IT.
• Handle sensitive information with tact, diplomacy and understanding.

Communication

• Communicate complex or sensitive personal information clearly and sensitively with a wide range of patients, including in situations where there may be barriers to understanding.

Personal and People Development

• Work independently, manage own workload and allocate work to others.
• Induct new staff into the department, providing training to new colleagues.
• Supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.

Specific Requirements

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

Benefits

• Interest free season ticket loan for travel.
• Access to free independent and confidential support.
• Large retail discounts and a staff discount platform.
• Cycle to work scheme and on site accommodation.

Equality, Diversity and Inclusion

At UCLH we take equality of opportunity seriously and are committed to being a diverse and inclusive employer, creating a sense of belonging and trust. Applications are encouraged from candidates of all backgrounds, cultures and perspectives.