Community AHP Services Admin Team Lead

The Dudley Group NHS Foundation Trust; Stourbridge; On-site; GBP 25,000 - 30,000; Full time

Job summary

A healthcare organization in Stourbridge is looking for a proactive Band 4 Community AHP Service Admin Team Lead to oversee high-quality administrative support across various services. You will manage administrative staff and coordinate efforts to ensure a streamlined patient journey. The ideal candidate will have excellent organizational skills, management training, and a strong commitment to providing exceptional customer service. This role emphasizes quality data management and adherence to Trust policies and procedures.

Benefits

Flexible working options

Learning and development opportunities

Commitment to work-life balance

Qualifications

• Proven clerical/administrative experience within a customer care environment.
• Good understanding of confidentiality and Data Protection Act.
• Advanced knowledge of medical terminology.

Responsibilities

• Ensure efficient administrative processes to support patient journeys.
• Provide line management support to the admin staff.
• Maintain high standards of data entry and quality.

Skills

Customer care experience

Excellent communication skills

Organizational skills

Data analysis

Education

GCSE Grade A-C in English and Maths

IT qualification - ECDL, RSAII or equivalent

Management or Leadership Training

Tools

Microsoft Office Suite

Databases

OASIS

Job description

We are seeking a proactive Band 4 Community AHP Service Admin Team Lead to oversee the delivery of high-quality administrative support across our Community AHP Services, including Podiatry, Leg Ulcer, Dudley Rehabilitation Service, Own Bed Instead, and Community Rehab & Falls Team.

The post holder responsibilities include day-to-day and remote Administrative staff management, coordinating cross-cover within the admin team to ensure a consistent and effective administration.

Be responsible for the smooth running of the patient journey by ensuring coordinated and streamlined administrative processes revolve around the patient and their individual needs.

To promote a positive image of the Community AHP Service through the provision of excellent customer service to patients, relatives/carers and external stakeholders, demonstrating a commitment to putting patients first.

To be responsible for ensuring high standards of data entry and quality are achieved across all services in both paper and electronic record keeping.

Main duties of the job

• To ensure the smooth running of the administrative services and that the clinical team are supported to meet patients' needs.
• To provide line management support to administrative staff.
• Be responsible for the coordination and implementation of all administrative processes along the patient pathway to ensure that the patient's journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
• Set expectations regarding levels of customer services and ensure all admin staff understand these and maintain them.
• Escalate to the Service Managers details of any delays or bottlenecks within the administration / booking process which will affect the patient journey and / or delivery of clinical services.
• Ensure all patient administration is carried out in line with Trust policies and standard operating procedures.
• To strive for excellence in providing accurate and timely data to underpin service development, business development, audit & research.

About us

At the Dudley Group our patients and staff are at the heart of all that we do and that is to provide a world class service that aligns with our vision of "excellent health care, improved health for all". We are seeking to recruit staff who share our vision and values of making Dudley Group an incredible workplace.

As part of the NHS People Promise, your wellbeing is our priority, and we are committed to ensuring our employees achieve a healthy work-life balance supported by our flexible working options and by making reasonable adjustments where possible. We believe no‑one should have to sacrifice family, friends, or their personal interests for work. We are a modern employer able to attract and retain high quality staff through our commitment to the NHS People Promise.

As an employer, we foster an inclusive environment where everyone feels valued, supported, and empowered to contribute their best. We want to ensure that our workforce is representative of the population we serve. More information - inclusive practice people promise.

Dudley Group offer many opportunities for our staff to develop and grow within their roles through our Learning & OD Team. These include topics such as communication, wellbeing, team development, cultural competency, and values.

Please click below to view our EDI page: Equality, Diversity, and Inclusion - The Dudley Group NHS Foundation Trust (dgft.nhs.uk)

Education & Qualifications

• Good standard of education GCSE Grade A -C in English and Maths or equivalent
• IT qualification - ECDL, RSAII or equivalent skills and experience
• Management or Leadership Training

Knowledge & Training

• Proven clerical/administrative experience within a customer care environment
• Good understanding of confidentiality and Data Protection Act
• Advanced IT skills with the ability to work in different computer applications
• Advanced knowledge of Microsoft packages and experience of inputting data on to spreadsheets/ word/ excel / OASIS / databases
• Good knowledge of medical terminology

Experience

• Competence in a range of managerial and administrative procedures acquired through formal training or equivalent experience to NVQ Level 4
• Excellent organisation and planning skills
• Experience of management of waiting lists or equivalent
• Experience of organising and supporting meetings
• Experience of medical audio typing or equivalent
• Experience of reception/ customer service telephone skills
• Experience of working in the NHS
• Experience of developing effective administrative systems and managing their implementation

Communication & Relationship Skills

• Excellent communication skills, oral and written.
• Good team worker and ability to work alone
• Friendly and approachable
• Professional approach to work and colleagues
• Able to respond positively to constructive feedback and give feedback to others

Analytival & Judgement Skills

• Ability to prioritise effectively
• Ability to analyze and interpret complex data
• Good judgement and analytical skills

Planning & Organisational Skills

• Able to meet deadlines and manage time effectively
• Able to cope with different and competing demands
• Highly motivated and organised
• Able to work as part of a team, using your own initiative, organising and prioritise own and other workloads to changing and often tight deadlines

Equality, Diversity, Inclusion and Trust Values

• Able to provide safe, caring, and effective services
• Values and behaviours that reflect the Trust values of Care, Respect and Responsibility
• Commitment to creating a diverse and inclusive workplace that is free from discrimination and where people feel they belong and their contribution is valued

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.

Stourbridge Health and Social Care Centre