Team Leader

Betsi Cadwaladr University Health Board; Wrexham; On-site; GBP 26,000 - 36,000; Full time

Job summary

Betsi Cadwaladr University Health Board (North Wales) is seeking a senior administrative professional to lead vaccination service support. You will supervise Vaccination Assistants and related staff, create rotas, manage the departmental mailbox and coordinate with colleagues and departments.

The role requires strong IT and confidentiality skills, ability to work to tight deadlines, and experience in NHS administration. Welsh language skills are desirable but not essential.

Qualifications

• GCSE Maths or equivalent level English; good literacy and numeracy.
• NVQ Level 4 Admin/Customer Care or equivalent.
• Knowledge of IM&T systems or patient administration systems; confidentiality.
• Strong IT skills with Excel, Word and Outlook; data protection awareness.
• Vaccine handling and cold chain training to be completed on appointment.

Responsibilities

• Supervise Vaccination Assistants, HCOs and Porter/Driver staff; manage daily operations.
• Create weekly rotas; adjust cover for absences; maintain service levels.
• Manage departmental mailbox and coordinate with colleagues.
• Monitor sickness; conduct informal interviews; maintain records.
• Support sickness processes; assist with recruitment, induction and training.
• Provide senior administrative support; resolve issues; maintain team communication.
• Hold staff meetings; manage timesheets; support performance reviews and PDRs.
• Ensure efficient use of resources; adhere to policies.
• Coordinate with pharmacy on vaccine availability; manage stock, waste and distribution in WIS.

Skills

Staff supervision

Organisation

Communication

Independent worker

Team player

Confidentiality handling

Education

NVQ Level 4 Admin/Customer Care

GCSE Maths & English

Tools

Microsoft Office

Excel

Databases

Job description

Job Overview

The post holder will deal with daily departmental issues and provide senior administrative support to the administration management team. Ensuring appropriate reporting and action is taken and the relevant people informed. The post holder will work under the guidance of the Operational Management team to establish and take responsibility for office systems to ensure that the business of the area is undertaken in an efficient and effective manner. The post-holder is required to manage their day-to-day workload and use their initiative with limited supervision; this requires excellent judgement, organisational ability, communication skills and the ability to cope with working to tight and multiple deadlines.

The post holder will deal with daily departmental issues and provide senior administrative support to the administration management team. Ensuring appropriate reporting and action is taken and the relevant people informed. The post holder will work under the guidance of the Operational Management team to establish and take responsibility for office systems to ensure that the business of the area is undertaken in an efficient and effective manner. The post-holder is required to manage their day-to-day workload and use their initiative with limited supervision; this requires excellent judgement, organisational ability, communication skills and the ability to cope with working to tight and multiple deadlines.

The post contains a range of duties undertaken within procedural guidelines and work is frequently undertaken at the post holder’s own initiative. This role involves frequently dealing with confidential and sensitive information. The post holder will be responsible for the support and supervision for the Vaccination Assistants, Higher Clerical Officers and Porter/Driver staff employed within the BCUHB Integrated Vaccination Service, assisting with informal sickness absence management, ESR, Care referrals, SitReps. Coordinate communication with colleagues and departments.

Main duties of the job

• Supervise Vaccination Assistants, HCOs and Porter/Driver staff, managing daily operations and communication.
• Create weekly rotas, adjust cover for absences and maintain service levels.
• Manage departmental mailbox and coordinate with colleagues and departments.
• Monitor sickness absence, conduct informal interviews and maintain accurate records.
• Support formal sickness processes and assist with recruitment, induction and training.
• Provide senior administrative support, resolve issues and maintain good team communication.
• Hold staff meetings, manage timesheets and support performance reviews and PDRs.
• Ensure efficient use of resources and adherence to policies.
• Coordinate with pharmacy on vaccine availability and manage stock, waste and distribution in WIS.

The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.

Working for our organisation

If you relish a challenge, have a passion to help others or simply fancy a fresh start, then Betsi Cadwaladr University Health Board (BCUHB) North Wales, has all the right ingredients. The largest health organisation in Wales, providing a full range of primary, community, mental health, acute and elective hospital services for a population of around 700,000, across North Wales. Join our team and get the support you need, in line with our Organisational Values and ‘Proud to Lead’ competence framework.

Enjoy being part of working with engaged leadership at all levels, and be assured we are committed to promoting equality and diversity, and are proud to welcome applicants under the “Disability Confident Employer” scheme.

Applications may be submitted in Welsh. Applications submitted in Welsh will not be treated less favourably than an application submitted in English.

Person specification

Qualifications And Knowledge

Essential criteria

• Good level of education, able to demonstrate English Language and Mathematics to GCSE or equivalent level
• Required to hold NVQ Level 4 Admin/Customer Care or any other level 4 NVQ qualification relevant to the post or equivalent experience
• Knowledge of IM&T systems, or other patient administration systems or experience using databases
• Knowledge of data protection and confidentiality
• Strong IT skills in relation to Microsoft Packages including Excel, Word and Outlook
• Cold chain management training – to be completed upon appointment to post (if required)
• Vaccine handling training – to be completed upon appointment to post (if required)

Desirable criteria

• ILM Team Leading qualification or equivalent qualification or experience
• Knowledge of Hospital administration systems
• Understanding of basic medical terminology
• Qualification in Admin/Customer Care
• Understanding the aims and objectives of the Modernisation Agenda
• Understanding of the reporting structure in terms of supervision where required

Experience

Essential criteria

• Previous office experience
• Previous staff management experience
• Handling of patient information

Desirable criteria

• Previous NHS experience
• Experience of vaccine handlingCold-chain management

Skills And Attributes

Essential criteria

• Previous experience of supervising and managing staff
• Able to use electronic information systems
• Accurate VDU and keyboard skills
• Experience using Microsoft Office packages and databases
• Able to record information accurately
• Organisation – ability to manage diaries, set up filing systems, work to strict deadlines and prioritise tasks
• Previous experience of communicating confidential information
• Communicate clearly and sensitively over the telephone, in person and by letter
• Excellent communication skills with all stakeholders
• Able to work independently but also as an effective team player
• Knowledge of patient confidentiality

Desirable criteria

• Previous experience using the hospital WPAS or similar system.
• Experience in managing clinic diaries/appointment schedules
• Previous clerical experience
• Awareness of Patient Confidentiality
• Preparing and developing presentations
• Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh

Other

Essential criteria

• Able to work under own initiative whilst understanding the need to seek advice from seniors as necessary.
• Willing to demonstrate ongoing study both formal and informal to ensure practice and knowledge are up to date.
• Ability to travel between sites in a reasonable timeframe across North Wales as required
• Be prepared to work flexible hours
• Satisfactory Standard DBS clearance including an Adults and Childrens Barred List check