Administration Team Leader

NHS; Liverpool; On-site; GBP 25,000 - 40,000; Full time

Job summary

A leading healthcare provider is seeking an Administration Team Leader to manage the administration team at Liverpool University Hospitals NHS Foundation Trust. This role involves overseeing patient information systems, ensuring efficient appointment scheduling, and supervising clerical staff. The ideal candidate will demonstrate excellent organisational skills, a high standard of work completion, and flexibility in a dynamic environment.

Qualifications

• Demonstrable experience in an admin role.
• Prior experience supervising staff and training.

Responsibilities

• Manage patient information systems to provide statistical data.
• Supervise and develop clerical staff.
• Ensure timely scheduling of patient appointments.

Skills

Organisational skills

Ability to work to deadlines

Commitment to customer care

The ability to lead and work as part of a team

Education

NVQ3 or 'A' level or equivalent

Supervisory Course

ECDL certificate

Job description

Go back Liverpool University Hospitals NHS Foundation Trust

Administration Team Leader

The closing date is 26 June 2025

Manage the patient information systems within the Centre, utilising them to provide statistical information as requested by the Lead/Manager and the Trust regarding outpatient activity. To provide general administration support to the ~PROMs, Inpatient Booking Team & Outpatient Booking Team. Managing the Admin and Clerical Team within the Service to support the delivery Outpatient efficiencies.

Main duties of the job

o To provide a first class service to Clinicians and Service users of PROM'so To ensure that patient referrals are entered and Outpatients appointments are made in a timely manner within local and national targets, eg E Ref, slot issues etc, liaising with relevant clinical and managerial colleagues to address issues as appropriate.o To ensure all clinic outcome information is recorded on relevant information systems in a timely manner.o To ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.o To work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.

• Ensuring correct management of referrals and waiting lists into Orthopaedics using various referral systems (including ICE, e-referral and iPM)
• Clinic template management
• Responsibility for PROMs, Inpatient Booking & Outpatient Bookings telephone service
• Supervision and development of admin/clerical staff
• Working with clinical and management teams on service improvement and development projects
• Act a main point of contact for Admin and Clerical team at Royal site
• General administration support to local management

About us

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women's, visit theircareers page.

Job responsibilities

• To ensure clinics are fully utilised in line with current rotas
• Ensure teams are managed and cross covered
• Set up and maintain, as appropriate, all clinics/ session dates and diaries within the hospital system following rota decimation
• Ensure that all patient information (both manual and electronic) is accurate, complete, and legible and can be retrieved promptly when required.
• Undertake, review and develop communication with patients including letters, appointments and the management of DNAs.
• Maintain specific standards/policies and support the implementation of Trust strategies/ policies at Centre level.
• Undertake the day to day line management of the clerical staff. Ensuring that staff receive adequate and relevant training which allows them to function efficiently and effectively.
• Assist in the recruitment and selection of Centre staff and the efficient deployment of manpower resources.
• Provide day to day administrative cover for and in the absence of the Centre Manager.
• Take lead responsibility for the compilation and accuracy of all statistical returns regarding patient activity within the Centre.
• Undertake responsibility for the ordering of all supplies including stationary
• To provide a service for patients making application for records under the terms of the Data Protection Act 2018 Subject Access requests

Person Specification

Qualifications

• NVQ3 or 'A' level or equivalent
• Supervisory Course
• ECDL certificate

Experience

• Demonstrable experience in admin role
• Previous experience supervising staff and training

Skills

• The ability to lead and work as part of a team
• Commitment to completion of work tasks at high standard
• Organisational skills
• Ability to work to deadlines

Other

• Assertive and able to work without supervision
• Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
• Demonstrate a positive attitude to a changing work environment and processes
• Demonstrate ability to meet Trust values
• Flexibility and adaptability
• Able to work to deadlines
• Enthusiastic and action orientated
• Commitment to team and team members
• Appreciates the need for confidentiality and can demonstrate ability to use discretion
• Commitment to customer care

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.

Liverpool University Hospitals NHS Foundation Trust