Administration Lead - Children and Young People

Bromley Healthcare CIC Ltd; Bromley; On-site; GBP 34,000 - 42,000; Full time

Job summary

Bromley Healthcare is seeking a Band 5 Administrator to lead and manage the administrative teams within the Children & Young Peoples Directorate. This full-time role involves overseeing performance, supporting service-specific KPIs, and ensuring efficient administrative processes. Ideal candidates will have a degree in business administration and experience in a healthcare setting.

Benefits

Pension schemes

Discounted gym memberships

Cycle-to-work scheme

Access to Employee Assistance Program (EAP)

Discounts at various high street retailers

Eligibility for the Blue Light Card

Opportunity to apply for low-interest personal loans

Excellent lease car scheme

Qualifications

• Experience of leading and managing a large team.
• Recent experience of working in the NHS or a private healthcare setting.

Responsibilities

• Accountable for performance of specialist administrators.
• Lead on transformation and modernisation within Community Paediatrics.
• Develop standardised solutions for admin processes.

Skills

Leadership

Management

Organizational Change

Communication

Data Analysis

Education

Degree level qualification or equivalent in business administration

Job description

This post is only open to internal applicants.

NHS AfC: Band 5

Main area Administration Grade NHS AfC: Band 5 Contract Permanent Hours Full time - 37.5 hours per week (Monday-Friday) Job ref 848-BHC-147-25

Site Phoenix Centre Town Bromley Salary £34,521 - £41,956 per annum pro rata inc HCAS Salary period Yearly Closing 27/05/2025 23:59 Interview date 10/06/2025

Bromley Healthcare, a community interest company, delivers a diverse range of services encompassing community nursing (e.g., district nursing, health visiting, specialist nursing) and therapy services catering to individuals across all age groups. Stemming from the community provider unit of NHS Bromley, we boast extensive experience in serving the Bromley populace over many years.

Working at Bromley Healthcare offers a fulfilling experience. Our distinctive service delivery approach and commitment to hearing every employee's voice ensure a gratifying career journey. As a Social Enterprise, we embrace an innovative approach to healthcare delivery, combining the traditional strengths of the NHS, such as robust training and development opportunities, with the flexibility to reinvest surpluses into community initiatives.

Employees of Bromley Healthcare whose role maybe at risk will receive priority consideration.

Applicants for roles involving driving responsibilities will be required to provide proof of business insurance.

Job overview

Band 5 - Full Time Hours

The post holder will be accountable for the performance of the specialist administrators within the Children & Young Peoples Directorate. This will involve line managing the teams and providing leadership, setting expectations and monitoring performance. Working closely with the Community Paediatric Clinical Lead, the post holder will support with the achievement of service specific key performance indicators (KPIs), outcome measures and other targets, as required, and be responsible for the management of the 18 week Referral to Treatment (RTT) KPI.

The post holder will lead with all clerical and administrative duties throughout the two departments (Community Paediatrics and safeguarding/CLA), resolving all clerical and administrative issues disseminating learning to staff.The postholder will also provide an efficient audio, copy typing and word processing service for the Community Paediatric service as required. This includes the typing of letters, reports, minutes, memorandums, invoices, etc.in an accurate and timely manner.

Proposed interview date 10thJune 2025

Main duties of the job

Provide strong leadership and management to the admin teams in line with Bromley Healthcare’s policies including identifying development and training requirements. Develop standardised solutions, ensuring regular review and monitoring for effectiveness.

· Lead on the streamlining of admin processes and create a unified way of working between the Directorate and the CCC

Lead on transformation and modernisation within Community Paediatrics, working closely with the Assistant General Manager and General Manager

· Support the development and improvement of the Community Paediatrics service, supporting the updating of the Standard Operating Procedures (SOP) and Handbook for both Community Paediatrics and Children Looked After (CLA) teams

Populate monthly performance data for monthly performance meetings

· Review the achievement of the Community Paediatric KPIs using the Qliksense performance tool and CCDS dashboard, working closely with the designated data analyst to review and amend data quality for reporting purposes

· Be accountable for the compilation of the Children Looked After data sets that feed into Bromley Healthcare’s submissions to NHS England and the ICB

Lead on EMIS template maintenance and improvement for Community Paediatrics and all aspects of Medical Admin

Working for our organisation

Bromley Healthcare, as a community interest company, offers an extensive array of services ranging from community nursing, including district nursing and health visiting, to specialised nursing care, along with therapy services catering to individuals across various age groups.

Compensation is contingent upon NHS experience and current banding/pay point.

We provide an outstanding benefits package, which includes pension schemes, discounted gym memberships, a cycle-to-work scheme, access to home furnishings and electronics, access to Employee Assistance Program (EAP), discounts at various high street retailers, eligibility for the Blue Light Card, the opportunity to apply for low-interest personal loans, and an excellent lease car scheme. Additionally, we are continuously striving to enhance our employee benefits offerings.

Detailed job description and main responsibilities

Leadership and Management

Provide leadership and management to the admin teams in line with Bromley Healthcare’s policies.

· Provide leadership during periods of organisational change. Ensure that staff are aware of the drivers for change and are supported as best as possible.

· Identify development and training requirements and develop standardised solutions, ensuring regular review and monitoring for effectiveness.

· Set expectations within the team and monitor the overall performance.

Lead on the recruitment of administration and secretarial staff, providing administration support for the recruitment of doctors.

· Induction and training of new staff as required to support service delivery

Provide introductory support to trainee doctors within the Community Paediatrics team, including managing the rota and co-ordinating an induction programme and an onsite induction.

· Liaise with admin staff within Bromley Social Services, Bromley Educational Authority, hospitals, schools and pre-schools and any other organisation involved in care of patients.

· Monitor and manage workloads and redistribute work as required, ensuring that cover is provided at all times during periods of absence.

· Lead on the streamlining of admin processes and create a unified way of working between the Directorate and the CCC

· Lead on transformation and modernisation within Community Paediatrics, working closely with the Assistant General Manager and General Manager

· Ensure reviews and appraisals are completed in line with Bromley Healthcare policies

· Monitor and manage performance and sickness in line with Bromley Healthcare’s policies and procedures.

· Cascade organisational and service information and changes, as required, ensuring actions are taken.

· Ensure the timely updating of E-roster, opening shifts and managing the resource of secretaries, admin, and doctors working for Community Paediatrics.

· Create an environment in which staff are valued, respected and motivated to achieve team and individual objectives.

· Support the development and improvement of the Community Paediatrics service, supporting the updating of the Standard Operating Procedures (SOP) and Handbook for both Community Paediatrics and Children Looked After (CLA) teams.

· Develop effective relationships with key Bromley stakeholders and personnel to ensure the smooth running of the Community Paediatric service and admin teams.

· Develop effective relationships with Bromley Social Services and troubleshoot issues and deliver service agreed with Bromley ICB.

· When necessary, join as part of departmental discussions to ensure appropriate and timely arrangements to facilitate the smooth running of the Community Paediatric service.

Work closely with the Community Paediatrics Clinical Lead, Named Doctor for Safeguarding, Designated Doctor for Child Death and CLA Lead cascading organisational/service information and changes, as required, to the teams and ensuring any actions required are taken by the teams.

· Complete and submit mandatory training forms and provide required information on behalf of the Community Paediatric teams to relevant authorities, e.g. King’s, ICB.

· Delegate, organise and prioritise resources to ensure the safe delivery of the service and make judgements in complex situations e.g. unexpected service demands.

Management of the Medical Admin budget

· Coordinate and Chair team meetings for the admin teams on a regular basis

· Attend meetings and take minutes as required

Data and Performance

· Populate monthly performance data for monthly performance meetings

· Deputise for the Community Paediatrics Clinical Lead where necessary at monthly Performance meetings

· Review the achievement of the Community Paediatric KPIs using the Qliksense performance tool and CCDS dashboard, working closely with the designated data analyst to review and amend data quality for reporting purposes

· Be accountable for the compilation of the Children Looked After data sets that feed into Bromley Healthcare’s submissions to NHS England and the ICB

Confidentiality

· In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.

· In the performance of the duties outlined in this job description, the post-holder may have access to confidential information relating to patients. All such information from any source is to be regarded as strictly confidential.

· Information relating to patients, carers, colleagues, other healthcare workers or the business of the practice may only be divulged to authorised persons in accordance with the BHC policies and procedures relating to confidentiality and the protection of personal and sensitive data.

Communication

The post-holder should recognise the importance of effective communication within the team and will strive to:

· Communicate effectively with other team members.

· Communicate effectively with patients and carers.

· Recognise people’s needs for alternative methods of communication and respond accordingly.

· To deal with enquiries, exercising initiative with regard to any necessary action.

· To prioritise correspondence and communications.

· Be the first point of contact for dealing with patient feedback such as concerns and complaints and support the Clinical Lead for Community Paediatrics with investigation and the completion of the Radar incident reporting system.

Quality

The post-holder will strive to maintain quality within the practice, and will:

· Be responsible for completion of Record Keeping Audits (RKA) for Community Paediatrics and alert other team members to issues of quality and risk liaising with the Clinical Lead

· Lead on EMIS template maintenance and improvement for Community Paediatrics and all aspects of Medical Admin

· Assess own performance and take accountability for own actions, either directly or under supervision.

· Be responsible for the effectiveness of the team by reflecting on own and team activities. Identifying ways to improve and enhance the team’s performance.

· Work effectively with individuals in other agencies to meet patients’ needs.

· Effectively manage own time, workload and resources and ensure the medical admin team are managed to enable the same

Health & Safety

The post-holder will assist in promoting and maintaining their own and others health, safety and security as defined in the practice Health & Safety Policy, the BHC Health & Safety Manual, and BHC Infection Control policy and published procedures. This will include:

· Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.

· Making effective use of training to update knowledge and skills.

· Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.

· Actively reporting of health and safety hazards and infection hazards immediately when recognised.

· Reporting potential risks identified.

Equality and Diversity

The post-holder will support the equality, diversity and rights of patients, carers and colleagues, to include:

· Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with practice procedures and policies, and current legislation.

· Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.

· Behaving in a manner which is welcoming to and of the individual, is non-judgmental and respects their circumstances, feelings priorities and rights.

Personal/Professional Development

The post-holder will participate in any training programme implemented by the practice as part of this employment, such training to include:

· Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and/or professional development.

· Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.

Other

The post-holder will:

· Apply Bromley Healthcare’s policies, standards and guidance.

· Discuss with other members of the team how the policies, standards and guidelines will affect own work.

· Participate in audit where appropriate.

Actively and positively support both the Community Paediatric team and patients to improve positive patient experience.

· Attend other sites for meetings/training as necessary.

Person specification

Degree level qualification or equivalent level experience in business administration

• Achieved grade / years experience
• Recent experience of working in the NHS or a private healthcare setting

Experience of leading and managing a large team.

• Years experience, details of team

We are dedicated to caring for our service users and their loved ones, as well as ensuring the wellbeing of our colleagues. That's why we strongly encourage all colleagues to avail themselves of the Coronavirus vaccination.

To get a sense of what it's like to work with Bromley Healthcare, you can visit our YouTube channel at the following link: YouTube Channel .

Salary is determined by NHS experience and current banding/pay point. External applicants will begin at the entry point of the salary scale in line with NHS terms and conditions.

At Bromley Healthcare, we are fully committed to fostering a diverse and inclusive culture where all colleagues feel supported, nurtured, and celebrated. Discrimination of any protected characteristic is not tolerated. Diversity and inclusion are key components of our People Strategy, as an equal opportunities employer, we are particularly eager to enhance Black, Asian, and Minority Ethnic (BAME) representation across Bromley Healthcare, especially at senior levels.

We welcome applicants with a disability. We are able to support reasonable adjustments throughout the interview process, please let us know if you require any.

We understand the importance of balancing work and life, so we offer our staff a variety of flexible working options from day one. These include:

• Compressed hours
• Part-time
• Job shares

We encourage you to discuss this with your hiring manager, who will take your individual circumstances into account alongside the service needs.

We eagerly anticipate welcoming you to a rewarding career with Bromley Healthcare. Please note that all offers of new employment with Bromley Healthcare are subject to a six-month probationary period.

Bromley Healthcare CIC is an NHS community provider and an integral part of the NHS family. However, we pride ourselves on being different; as a co-owned social enterprise, Bromley Healthcare CIC is owned by its employees. This ensures that our staff remain under NHS Agenda for Change Terms and Conditions and are members of the NHS pension scheme (provided they are eligible). If not, we offer the Nest or Scottish Widows pension schemes.

• Please ensure you check your emails regularly, as this is our primary mode of communication throughout the recruitment process. As a general guideline, interviews typically occur within 2 weeks of the closing date.
• When providing employment reference details, please ensure you provide accurate work-related email addresses so references can be promptly sought when progressing your application. Your referees must be individuals known to you in a line manager or professional lead capacity.
• All staff identified as AT-RISK who meet the requirements of the post will be prioritized accordingly.
• The Trust utilizes the TRAC systems recruitment platform to administer all stages of the recruitment process, meaning that shortlisting information will not be communicated via NHS Jobs.
• Bromley Healthcare reserve the right to close adverts earlier than first published.

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.