We are seeking a proactive and dedicated Admin Lead to oversee and deliver exceptional administrative support for the Urgent Treatment Centre (UTC) at Crawley Hospital.
This service provides assessment and treatment of a wide range of minor injuries or illnesses that are urgent but not life-threatening for adults and children.
If you thrive in a dynamic environment and are passionate about ensuring smooth operational processes, we want to hear from you!
Main duties of the job
Provide general secretarial support and training within the team to ensure efficient continuation of service. The post holder will be responsible for managing the diaries of the team and providing administrative support for the service. The post holder will oversee the team diaries, lead on diary management as required, organise and facilitate relevant meetings, including preparing the agenda, room and ITR equipment, booking venues and taking minutes. Responsibility for the organisation of administration for the department, delegation where appropriate to the other members of the administration team. To manage the staff personal files in order to ensure compliance with data protection and risk management including having systems in place to ensure that nursing staff's registration with their Professional Council and other employment requirements are up-to-date. To maintain databases in Excel to provide information relating to salaries, annual and other leave, sickness and absences, study and training, and other related personnel data, ensuring that policy, procedures and standards are adhered to in respect of these processes. To maintain and keep up-to-date the UTC administration processes including updating all UTC crib sheets, local service directory, UTC pathways, and ensure all staff are trained in using IT systems. About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children. Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times. We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services. Job responsibilities
To be responsible for managing the senior receptionist and their team and seeking support when necessary from the Urgent Care Management team. To provide a full range of administrative support and duties to the Health Care providers within UTC. To ensure performance data is produced and sent as required. To manage reports, medical notes and documentation in line with information governance and trust framework. To work with finance on income generation tasks. Person Specification
Skills and Knowledge
Ability to lead, motivate, train & supervise a team of staff. Able to work as part of a team and ensure that senior managers or clinical leaders are well-supported and not required to frequently get involved in administrative matters. Able to write clear, concise procedures, guidance notes and meeting minutes or notes. Excellent communication & interpersonal skills / telephone manner. Great attention to detail & ability to follow through relational databases & procedures. Knowledge of NHS Policies and Procedures. Understanding of personnel and employment rules and regulations. Qualifications
BTEC or equivalent qualification or be able to demonstrate an equivalent level of experience. School leaving qualification (GCSE or equivalent) in Maths and English language. Evidence of continuing professional development. Experience
Experienced team leader and/or admin supervisor. Stock control and ordering supplies. Developing or contributing to the development of administrative or office procedures. Communicating effectively with a diverse range of people. Arranging meetings and events, including co-ordinating complex diaries, booking venues, preparing papers and directions. 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.
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Provide general secretarial support and training within the team to ensure efficient continuation of service. The post holder will be responsible for managing the diaries of the team and providing administrative support for the service. The post holder will oversee the team diaries, lead on diary management as required, organise and facilitate relevant meetings, including preparing the agenda, room and ITR equipment, booking venues and taking minutes. Responsibility for the organisation of administration for the department, delegation where appropriate to the other members of the administration team. To manage the staff personal files in order to ensure compliance with data protection and risk management including having systems in place to ensure that nursing staff's registration with their Professional Council and other employment requirements are up-to-date. To maintain databases in Excel to provide information relating to salaries, annual and other leave, sickness and absences, study and training, and other related personnel data, ensuring that policy, procedures and standards are adhered to in respect of these processes. To maintain and keep up-to-date the UTC administration processes including updating all UTC crib sheets, local service directory, UTC pathways, and ensure all staff are trained in using IT systems. About us
We are the main provider of NHS community services across East and West Sussex. Our 6,000 staff serve a population of 1.3 million providing essential medical, nursing, and therapeutic care to adults and children. Our Trust vision is to provide excellent care at the heart of the community, helping people plan, manage, adapt to changes in their health, supporting avoidable hospital admissions and reducing hospital stay times. We have opportunities for everyone across our wide variety of services including medical, clinical, support and corporate services. Job responsibilities
To be responsible for managing the senior receptionist and their team and seeking support when necessary from the Urgent Care Management team. To provide a full range of administrative support and duties to the Health Care providers within UTC. To ensure performance data is produced and sent as required. To manage reports, medical notes and documentation in line with information governance and trust framework. To work with finance on income generation tasks. Person Specification
Skills and Knowledge
Ability to lead, motivate, train & supervise a team of staff. Able to work as part of a team and ensure that senior managers or clinical leaders are well-supported and not required to frequently get involved in administrative matters. Able to write clear, concise procedures, guidance notes and meeting minutes or notes. Excellent communication & interpersonal skills / telephone manner. Great attention to detail & ability to follow through relational databases & procedures. Knowledge of NHS Policies and Procedures. Understanding of personnel and employment rules and regulations. Qualifications
BTEC or equivalent qualification or be able to demonstrate an equivalent level of experience. School leaving qualification (GCSE or equivalent) in Maths and English language. Evidence of continuing professional development. Experience
Experienced team leader and/or admin supervisor. Stock control and ordering supplies. Developing or contributing to the development of administrative or office procedures. Communicating effectively with a diverse range of people. Arranging meetings and events, including co-ordinating complex diaries, booking venues, preparing papers and directions. 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.
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