Admin Team Leader

Transformationunitgm; Nottingham; On-site; GBP 26,000 - 30,000; Part time

Job summary

A leading healthcare organization is seeking an Admin Team Lead to manage a team within the Local Mental Health Team at Highbury Hospital. This role requires strong leadership skills, the ability to manage changing priorities, and focus on providing quality administrative support in a challenging environment. This part-time position of 30 hours per week ensures the smooth functioning of operations and contributes positively to service delivery.

Qualifications

• Experience of leading an admin team required.
• Mature outlook and ability to manage changing priorities essential.
• Strong communication, empathy, and confidentiality skills needed.

Responsibilities

• Lead day-to-day management of administration and secretarial staff.
• Liaise with clinical leads and team managers for process consistency.
• Ensure adherence to Health and Safety policies.

Skills

Management of staff

Communication skills

Organizational skills

Customer care

Education

Leadership/management qualification to Foundation Degree level

NVQ Level 4 in Business & Administration

Typing/word processing qualification to RSA/OCR III standard

Job description

Main area Adult Mental Health Grade Band 4 Contract Secondment: 12 months (This role with be Office based only - Monday - Friday 09:00 - 17:00hrs) Hours Part time - 30 hours per week (Base role only) Job ref 186-679-25-MH-A

Employer Nottinghamshire Healthcare NHS Foundation Trust Employer type NHS Site Highbury Hospital Town Nottingham Salary £26,530 - £29,114 per annum (pro rata for part time) Salary period Yearly Closing 09/07/2025 23:59

Band 4

Job overview

We are looking to recruit 1 x Admin Team Lead as follows:

Maternity Cover 12 month Secondment – City Central Local Mental Health Team based at Highbury Hospital working 30 hours per week Monday to Friday.

You will have a mature outlook, experience of leading an admin team and be proactive with the ability to respond to regularly changing priorities.

As we work with a client group of often distressed and occasionally unhappy people, you will have strong communication skills of empathy, sensitivity and confidentiality when working with colleagues and the public.

You should have a passion for providing a quality service and a track record of adding value to a workplace.

Working 30 hours per week - On Site

Main duties of the job

The Post Holder will be an experienced individual, with qualifications and previous experience in the day to day management of staff.
You should have excellent communication and organisational skills.
You will be required to provide a lead role with responsibility for the day to day management of administration and secretarial staff supporting the Local Mental Health team within AMH.
You will liaise with Clinical leads and Team managers to ensure consistency in processes across the care Group
You will provide a support network to create a team environment within an isolated role.
You will provide cover in the absence of colleagues and where service demands, this may include additional cover at other sites.
The post holder is to work within the provisions of the Trust Health and Safety Policy.

Working for our organisation

Nottinghamshire Healthcare employs over 10,000 colleagues who help #MakeADifference every day. We provide intellectual disability, mental health, community health, forensic and offender healthcare services across Nottinghamshire, Leicestershire, Lincolnshire and South Yorkshire. Care is delivered from over 120 sites within the community from acute settings and across low, medium and high secure environments including prisons.

As one of the largest mental health and community trusts in the East Midlands and one of the biggest employers in Nottinghamshire. We are also home to national and regional services such as the National High Secure Deaf Service and the Nottingham Centre for Transgender Health.

We are committed to flexible and agile working, including the opportunity to join our bank.

Your health and wellbeing is our priority and as such we invest significantly in this via our in-house Occupational Health Service, Staff Counselling Service and Health and Wellbeing Team.

We offer a number of employee-led staff networks, including Equality, Diversity and Inclusion (EDI) groups, our Green Champions Network, Freedom to Speak Up Network. Health and Wellbeing Champions Network and Menopause Champions. We provide care to a diverse range of communities and are passionate about supporting diversity and inclusion in the Trust.

If you believe in our values of Trust, Honesty, Respect, Compassion and Teamwork, then we would love to hear from you!

#TeamNottsHC

Detailed job description and main responsibilities

To analyse, investigate and resolve queries relating to data quality which will be used to measure performance.

Liaise with Facilities, IT, Procurement and Support Services Departments to ensure that site management and ordering processes/new works are addressed effectively and efficiently.

Responsible for ensuring that accurate work is completed within the time limits and standards set.

Take appropriate action from messages received and ensure that all information is transmitted to relevant parties or actioned appropriately.

Co-ordinates a comprehensive administration, secretarial and reception service - prioritising, delegating, organising departmental workloads, arrange cover across the Directorates in liaison with other Admin Leads.

To work closely with the other Administration Team Leaders to ensure consistency across the Directorate, peer support and absence cover arrangements are in place

To assist as appropriate on any local projects, ensuring that they are undertaken with minimal disruption and maximum communication.

To arrange away days or conferences as delegated.

Ensure that the Trust’s Standing Financial Instructions are adhered to at all times in relation to petty cash, requisitioning and receipting of goods.

To work within the provisions of the Trust Health and Safety Policy, with responsibility for health and safety in relation to admin staff supervised and common areas to ensure that a safe working environment is maintained for staff, patients and visitors and to ensure that the Trust’s assets are secure at all times.

To suggest changes to and implement local health and safety procedures.

Train and supervise the admin secretarial and reception staff, providing daily support and advice in relation to duties and responsibilities.

Undertake regular 1:1 supervision sessions and annual Personal Appraisal and Development reviews (PAD)with administration, secretarial and reception staff.

Ensure all administration, secretarial and reception staff undertake essential training appropriate to their role.

Monitor and manage the sickness and absence for admin, secretarial and reception staff and keep up-to-date staff records on all aspects of human resource management in line with Trust policy.. .

To be involved in the recruitment of staff and ensure local inductions are carried out for new starters to the team.

To ensure that admin, secretarial and reception staff follow procedures in the retrieval and process of referrals and data quality.

To regularly monitor data quality reports as appropriate and to supervise the work required by administration staff to meet targets in relation to all aspects of data quality.

To ensure that data quality and timelines meet Trust targets.

To suggest best practice in liaison with the Line Manager, in relation to implementing new systems and processes for both admin and clinical staff.

To manage the Health and Safety Workbook under the provision of the Trust’s Health and Safety policy in relation to admin staff and site common areas

To participate in own appropriate training courses or updates in accordance with mandatory requirements and/or individual Personal Development plans

To be able to work flexibly and provide cover which may include the requirement to travel to different sites

To undertake any other duties that would be a reasonable expectation of the role.

Please note applicants will be required to pay for their DBS check. Costs are deducted from salary following appointment. The cost of the DBS application is £26.40 (standard) or £54.40 (enhanced), this cost will be deducted from your salary over the first 2 months of employment.

You are encouraged to enrol for the DBS Update Service. An annual fee of £16 per year applies.

Please note that this post does not meet the pay level required for a Skilled worker visa.

Successful applicants with no prior NHS experience would normally be placed at the bottom of the band in line with Agenda for Change. This salary is below the minimum salary required for sponsorship for a Skilled Worker / Health & Care visa. In these circumstances the Trust would not, therefore, be able to sponsor for a Skilled Worker / Health & Care visa.

Applicants requiring a Skilled Worker Visa can determine the likelihood of obtaining a Certificate of Sponsorship against the relevant criteria here https://www.gov.uk/skilled-worker-visa

Person specification

Qualifications

• • Possession of a recognised leadership/management qualification to Foundation Degree level or significant recent leadership management experience
• • Knowledge of a full range of Business & Administration procedures acquired through NVQ Level 4 or significant leadership experience, which will include management of staff including complex issues such as change management and conflict issues
• • Typing/word processing qualification to RSA/OCR III standard or equivalent skill level

Values and Behaviours

• • All colleagues are expected to demonstrate that they act in line with Nottinghamshire Healthcare NHS Foundation Trust Values: Trust Honesty Respect Compassion Teamwork
• • All colleagues are expected to demonstrate an understanding of and commitment to Equality, Diversity and Inclusion (EDI) and how it applies to their role. The Trust’s expectations are highlighted within our EDI Policy, and associated EDI and Human Rights legislation

Experience

• • Dealing with people to maintain a high level of customer care
• • Extensive knowledge of working to management level.
• • Experience of working in a busy office environment Extensive knowledge of Microsoft Office Packages
• • Understanding of the data protection act and maintaining strict confidentiality
• • Accurate minute taking skills essential to internal and external meetings and HR investigation/disciplinaries
• • Working with computer databases
• Previous NHS experience
• knowledge of Patient Information Systems

Skills

• Management of staff including conflict and change management
• Ability to work on own initiative
• Ability to prioritise own workload and that of others
• Excellent telephone manner
• Excellent organisational skills
• Experience of working without supervision for protracted periods

Contractual Requirements

• Attend Mandatory training
• Ability to travel across Trust sites
• Willingness to undergo training as necessary

Training

• Customer care training

Additional Information

• We reserve the right to close the post early once we have received a sufficient number of applicants.
• The Trust believes in treating everyone with dignity and respect and encourages applications from all sectors of the community. We guarantee an interview to candidates with disabilities who meet the minimum essential criteria.
• In submitting an application form, you authorise Nottinghamshire Healthcare NHS Foundation Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you. This data will be transferred using NHS Electronic Staff Record and third party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post. Should you require any further information please refer our Privacy Policy shown on the Trust website, please click here for more information.
• For eligible posts, DBS disclosures are mandatory before commencement of employment. If you are in a position that is deemed a regulated adult and/or child care role, you will not be able to start your employment until we have received a satisfactory DBS Disclosure. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment. Convictions which would otherwise be considered as 'spent' will also be checked as part of an Enhanced DBS Disclosure.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Name Charlotte Smith Job title Admin Support Manager Email address [e-mail] Additional information

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