Team Leader - Therapies

NHS University Hospitals of Liverpool Group; Liverpool; On-site; GBP 22,000 - 26,000; Full time

Job summary

A prominent NHS organization in Liverpool seeks an experienced Administrator to support the Therapies Care Group. This role involves managing the Admin and Clerical Team, ensuring high-quality service to clinicians and service users, and coordinating patient appointments. Candidates should have relevant experience in administration and supervisory roles, along with strong communication and organizational skills. This position offers a chance to be part of a large healthcare team dedicated to improving patient care.

Benefits

Career development opportunities

Supportive work environment

Health benefits

Qualifications

• Demonstrable administrative/secretarial experience.
• Experience of working in a supervisory role.
• Ability to handle sensitive and confidential information.

Responsibilities

• Provide general administration support to the Clinical Business Manager.
• Manage the Admin and Clerical Team on a daily basis.
• Coordinate patient appointment bookings in a timely manner.

Skills

Team building

Effective delegation

Excellent communication

Organizational skills

Problem solving

Education

NVQ 3 level in a relevant subject

ECDL or equivalent qualification

Tools

Outlook

Word

Excel

Powerpoint

Access

Job description

Job Overview

To provide the Therapies Care Group with general administration support. The post holder will manage the Admin and Clerical Team across all service sites within Therapies to support the delivery of front of house reception and back of house administration.

Main duties of the job

To provide a first class service to Clinicians and Service users within the Therapies Care Group.
To provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.
To maintain own training and development needs.
To ensure all team members have development reviews and that issues of poor competence are addressed.
To ensure all team members are suitably trained to use Trust systems to fulfil their duties.
To ensure own compliance and compliance of others with regard to mandatory training, maintaining records of training and development are undertaken.
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 co-ordinate the booking of patient appointments in a timely manner.
To ensure patient referrals and waiting lists are validated.
To act on concerns reported by team members or service users.

Working for our organisation

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 Hospital is 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 Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is 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 their careers page.

Detailed Job Description And Main Responsibilities

Clinical

To provide a first class service to Clinicians and Service users within the Therapies Care Group.
To ensure that patient referrals are entered and Outpatients appointments are made in a timely manner within local and national targets, eg RTT, E Ref, slot issues etc, liaising with relevant clinical and managerial colleagues to address issues as appropriate.
To ensure all diagnostic referrals are completed in accordance with Trust policy and procedure.
To ensure all clinic outcome information is recorded on 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 ensure outpatient clinic templates are built, amended, published and used appropriately to support service provision as required.

General Administration

To provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.
To co-ordinate 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 first point of contact for Therapies staff in matters relating to Admin and Clerical and related matters.
To take / transcribe formal minutes or ensure provision to do so is arranged as required.

Training and Development

To maintain own training and development needs.
To ensure all team members have development reviews and that issues of poor competence are addressed.
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 own compliance and compliance of others with regard to mandatory training, maintaining records of training and development are undertaken.
To promote a culture of continuous learning and personal development for all staff.

Communication and Working Relationships

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, eg 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 and carers/relatives, clinicians and staff in a variety of settings.

Managerial / Leadership

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 co-ordinate annual leave, sickness cover and relevant staffing levels at all relevant Trust sites ensuring appropriate clerical cover.
To co-ordinate 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 to ensure that financial balance is maintained and there is efficient use of physical and financial resources.
To monitor and evaluate health, safety and security of self and others and implement best practice.
To act as delegated budget holder for office equipment and stationary for the CBU, ordering and controlling stock levels.
To act on concerns reported by team members or service users.

Clinical Governance

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.

Miscellaneous

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, eg Admin and Clerical or Outpatient Clinic Management Procedure issues.
To work on any Trust site as directed by the CBM or ACBM.
To support a culture within the department that promotes equality and diversity.
To ensure all staff adhere to Trust policies.
To be proactive about service improvement.
To assist in recruitment and retention of staff.
To act on concerns reported by team members or service users.

Person specification

Qualifications

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification including good standard of English and maths or significant equivalent previous proven experience.
• Evidence of leadership development
• ECDL or equivalent qualification or experience.

Experience

• Demonstrable experience in admin role.
• Demonstrable administrative/secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Experience of working in a supervisory role.
• Experience of working in the NHS.

Knowledge

• Strong knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
• Understanding of 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 etc.

Desirable criteria

• Knowledge of financial/resource management.

Skills

• Team building skills.
• Able to respond to unpredictable working patterns and meet deadlines.
• Effective delegation skills.
• Able 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 able 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.

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.

Posts advertised to 'internal staff'

Posts advertised to 'internal staff' are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Note

Under current Home Office Immigration Rules we are currently unable to offer right to work visa sponsorship for Band 2 and 3 roles with a salary of less than £25,000 pa as they do not meet the UK Visas & Immigration criteria.

Application

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.
We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Flexibility & Equality

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.
The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Salary & DBS

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (enhanced).
From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.
Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.
This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures.
Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.
All employees (and volunteers) are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.
As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

Recruitment

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.
Please note: new entrants to the NHS will commence on the first pay point of the relevant band.
Employer certification / accreditation badges
Applicant requirements

Legal

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) 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.
Application numbers
This vacancy may close early if it receives a high number of applications. Please complete and submit your application in good time to avoid disappointment.