Team Leader

Liverpool University Hospitals NHS Foundation Trust; Liverpool; On-site; GBP 25,000 - 35,000; Full time

Job summary

A prominent NHS Trust in Liverpool seeks an experienced Admin and Clerical Manager to provide exceptional service to clinicians and patients. The responsibilities include overseeing patient referrals and appointment scheduling, managing the clerical team, and ensuring compliance with NHS policies. Candidates should possess NVQ Level 3 or equivalent, strong IT skills, and significant administrative experience to thrive in this dynamic environment. Join a dedicated team committed to continuous service improvement and patient care.

Benefits

Commitment to continuous learning

Team development programs

Qualifications

• Educated to NVQ Level 3 in a relevant subject or equivalent qualification.
• Evidence of leadership development.
• ECDL or equivalent qualification or experience.
• Demonstrable administrative experience with office systems.
• Experience in a supervisory role.

Responsibilities

• Provide first-class service to clinicians and service users.
• Ensure patient referrals and outpatient appointments are scheduled timely.
• Manage referrals and waiting lists into orthopaedics.
• Supervise and develop admin/clerical staff.
• Ensure compliance with Trust policies.

Skills

Leadership development

Administrative/secretarial experience

Strong IT skills

Interpersonal skills

Education

NVQ Level 3 or equivalent

Tools

Outlook

Word

Excel

PowerPoint

Access

Job description

Responsibilities

• To provide a first‑class service to clinicians and service users.
• To ensure patient referrals are entered and outpatient appointments are scheduled in a timely manner within local and national targets (e.g., E‑Ref, slot issues, RTT), liaising with relevant clinical and managerial colleagues to address issues as appropriate.
• To ensure all clinic outcome information is recorded on the relevant information systems in a timely manner.
• To ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.
• To work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.
• To manage referrals and waiting lists into orthopaedics using various referral systems (including ICE, e‑referral and IPM).
• To manage clinic template creation, amendment, publication and use.
• To be responsible for the outpatient booking telephone service.
• To supervise and develop admin/clerical staff.
• To work with clinical and management teams on service improvement and development projects.
• To act as the main point of contact for the admin and clerical team at the Royal site.
• To provide general administration support to local management.
• To provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.
• To coordinate activities, including meetings and training programmes, as required.
• To assist the Clinical Business Manager and Assistant Clinical Business Manager when responding to complaints and incidents in accordance with Trust policies.
• To act as the first point of contact for Therapies staff in matters relating to admin and clerical matters.
• To take or transcribe formal minutes or ensure provision to do so is arranged as required.
• To maintain own training and development needs.
• To ensure all team members have development reviews and address issues of poor competence.
• To ensure all team members have identified development needs and a development plan.
• To ensure all team members are suitably trained to use Trust systems to fulfil their duties.
• To ensure compliance with mandatory training and maintain records of training and development undertaken.
• To promote a culture of continuous learning and personal development for all staff.
• To liaise and build effective working relationships with the CBU Information Officer, CBU Workforce Admin Officer, CBU Clinical Leads and the Deputy Clinical Business Managers.
• To liaise with external agencies and other departments as required (e.g., orthopaedics, rheumatology, patient choice).
• To communicate with staff at all levels within the CBU.
• To ensure timely and appropriate communication with patients.
• To establish effective communication with patients, carers/relatives, clinicians and staff in a variety of settings.
• To manage the admin and clerical team on a day‑to‑day basis, including first‑level grievances and discipline, appraisals and allocation of work.
• To motivate the admin and clerical team regarding personal development and the tasks at hand.
• To coordinate annual leave, sickness cover and relevant staffing levels at all relevant Trust sites, ensuring appropriate clerical cover.
• To coordinate the booking of patient appointments in a timely manner.
• To ensure patient referrals and waiting lists are validated.
• To ensure clinic preparation is conducted in an organised and timely manner.
• To support the development of a culture within the department that promotes equality and diversity.
• To ensure staff are well informed when introducing change within the department.
• To ensure all staff adhere to Trust policies.
• To take a proactive approach to ensure that services are continually improving.
• To assist in recruitment and retention of staff.
• To assist the Assistant Clinical Business Manager in ensuring financial balance is maintained and that physical and financial resources are used efficiently.
• To monitor and evaluate health, safety and security of self and others and implement best practice.
• To act as the delegated budget holder for office equipment and stationery for the CBU, ordering and controlling stock levels.
• To act on concerns reported by team members or service users.
• To ensure compliance with policies, procedures and clinical guidelines.
• To propose changes to policies and changes to services and discuss proposals for implementation of change with the Assistant Clinical Business Manager.
• To monitor achievement against performance indicators, be responsible for benchmarking and audit within the working environment.
• To promote an environment and culture which improves health, safety and security.
• To ensure the confidentiality of all recorded information in accordance with relevant legislation and Trust policy.
• To use Datix to report and manage incidents as required.
• To provide administrative cover within the Therapies Care Group as required.
• To check and process agency and supplies invoices as required.
• To undertake and support project, survey and audit work as required for the service.
• To lead on specific projects relating to the role, e.g., admin and clerical or outpatient clinic management procedure issues.
• To work on any Trust site as directed by the CBU Manager or Assistant CBU Manager.

Qualifications

• Educated to NVQ Level 3 in a relevant subject or equivalent qualification, with a good standard of English and Maths or significant equivalent previous proven experience.
• Evidence of leadership development.
• ECDL or equivalent qualification or experience, and demonstrable experience in an admin role.
• Demonstrable administrative/secretarial experience, including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and handling sensitive and confidential information.
• Experience of working in a supervisory role.
• Experience of working in the NHS.
• Strong knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint and Access.
• Understanding of the Confidentiality and Data Protection Act.
• Understanding of and commitment to equality of opportunity and good working relationships.
• Knowledge of hospital IT systems such as IPM, ICE, RAS, EPOC, etc.
• Knowledge of Trust obligations and targets such as RTT.
• Current employee of a LAASP organisation.

Desirable Criteria

• Knowledge of financial/resource management and team building skills.
• Ability to respond to unpredictable working patterns and meet deadlines.
• Effective delegation skills.
• Ability to persuade and influence and handle conflict.
• Ability to develop effective interpersonal relationships with colleagues in the health care setting.
• Ability to work under pressure in a busy working environment and to multi‑task.
• Ability to understand and interpret Trust policies and procedures.
• Ability to work under own initiative.
• Ability to work in a team and across team boundaries.
• Excellent organisation and administrative skills.
• Excellent written and verbal communication skills.
• Good problem‑solving skills; assertive and able to work without supervision.
• Ability to organise and prioritise 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.
• Ability 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.

Under current Home Office Immigration Rules, the Trust is unable to offer right‑to‑work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa. Applicants who do not meet this criterion will not be shortlisted for interview. Please apply promptly if you wish to be considered for this role.