Admin Team Leader - North Yorkshire

Go back Harrogate and District NHS Foundation Trust Admin Team Leader - North Yorkshire

The closing date is 05 October 2025

We have an exciting opportunity for a motivated, enthusiastic Admin Team Lead to work within our 0 - 19 Healthy Child Service within North Yorkshire.The post holder will be responsible for supervising the 0-19 Admin Team and will provide administrative support to the Management Team in the 0- 19 Service.Main duties of the job

To provide a comprehensive office administration service for the 0- 19 Service using discretion and judgement combined with practical office management skills.To supervise the Administration TeamTo work as a member of the Admin Team.To be familiar with, and work to, the protocols and policies of the 0-19 Service and Trust policies.To maintain the dignity and self-respect of all patients/clients by ensuring equal access to services in order to achieve a high standard of care and documentation to high standard.To be aware of the Health and Safety aspects of visitors to the department.About us

Harrogate and District NHS Foundation Trust (HDFT) cares for the population in Harrogate and the local area, as well as across North Yorkshire, Leeds and parts of the North East.At HDFT we provide outstanding care to both our patients and our staff and we value Kindness, Integrity, Teamwork and Equality. If you''re looking for an interesting and rewarding career in the NHS, where you can make a real difference to patients'' lives, HDFT could be the place for you!We offer colleagues:A supportive culture so colleagues can bring their whole selves to work.Staff Recognition - as well as regular appraisals, we recognise achievements with our Making a Difference and Team of the Month Awards, along with annual Colleague Recognition Awards.Employee Support and wellbeing - we offer a wide range of staff benefits including an Employee Assistance Programme, counselling service and a fast-track Physiotherapy service.Please note:Due to high levels of interest, posts may close early if we reach a sufficient number of applicationsVisa sponsorship is only available for certain roles. Please ensure the role you are interested in meets the criteria for a visa before submitting your application.Please also be aware that the Trust

does not

offer relocation packages for Agenda for Change roles.All job offers are subject to satisfactory pre-employment checks.Job responsibilities

Record keeping and ensuring all documentation, both written and electronic, isaccurately completed using a variety of software.To be an integral team member for ensuring patients receive high standards of care.Effectively manage diaries on behalf of and in the 0- 25 Family Health ServiceManagement Team.Ensure Batch reports are processed within allocated timescales.Process Legal requests for information within Trust GuidelinesEnsure the maintenance of medical equipmentEnsure all asset information is accurate and up to dateReceive and deal with telephone enquiries on behalf of 0-19(25) ServiceArrange meetings, including booking venues, as required, for both internal and externalmeetings for the 0-19(25) Family Health Management Team.Assist with the production of agendas and papers for meetings, ensuring they areissued in a timely manner.Take minutes of meetings and transcribe as required, including the follow up of postmeeting actions.Process order requisitions and marry up invoices maintaining stock control usingauthorised on-line ordering system.Manage the petty cash budget for the locality.Support the 0- 25 Family Health Service Management Team with administrativesupport for recruitment of staff.Ability to input complex information, including clinical information, and data into acomputer throughout the working day accurately and effectively with interruptions fromtelephone calls and staff management responsibilitiesAbility to multi task in a demanding and pressurised working environment Travel countywide to manage and support Admin staff, minute meetings both internal and multiagency, and distribute resources and assets. To provide cover in times of absence for all members of the community administration (including safeguarding admin) team as appropriate offering support and assistance as required. To manage the complex filing systems required for the safe handling of child protection information, and flagging of records. To support the gathering of demographic information for safeguarding procedures eg; MARAC, MAPPA. Governance: Observe the rule of confidentiality with regard to patient data. Be familiar with Trust and department codes of practice relating to: Health and Safety at Work Act. The COSHH Regulations. Infection Control. Fire Procedure. Basic Life Support. Complies with the requirements of the Caldicott report, the Data Protection Act, Access to Health Records Act and subsequent legislation issued in relation to computer retained data. Adhere to the Trust Risk Management Policy. Ensure equal access to services for patients by developing and monitoring robust interpreter booking service. Undertake audits, as requested, within own work area and supports research and development within the department, where appropriate. Communication: To use SystmOne to maximum benefit. Be the first point of contact for a wide range of queries and requests from varied internal and external bodies. Adhere to patient confidentiality and Data Protection Act. Liaise with various staff across the Trust to ensure patients care is of a high standard. Use a range of media to communicate with others including: Face to face. Electronic mail. Telephone/Minicom/Typetalk. letters electronic. Receive visitors to the department. Co-ordinate activities with outside agencies, such as interpreting services, to meet patient and department requirements. Supervision/Management/Leadership: To supervise the Admin Team Participate in the appraisal of team members, in accordance with the Trusts Appraisal Policy. To monitor and distribute the workload within the team, ensuring cover arrangements are in place where necessary Co-ordination of temporary cover and holiday planning Provide a comprehensive induction to all new permanent, bank and agency staff to their work area. Managing HR issues for the administration team ensure they are aware of relevant policies, procedures guidelines.Assist with recruitment process. Act as a support for other staff within the department to ensure smooth running of Admin Team. Plan and prioritise own workload and assist colleagues, providing a reasonable level of clerical and administrative support to the department. To train and supervise the Admin Team in the 0- 25 Family Health Service and act as assessor to candidates undertaking NVQ in Administration. Support the implementation of policies and procedures within the service and ensure staff without access to e-mail are informed of any policy/procedure changes. To undertake any delegated duties as appropriate to grading of post. To lead on implementation of national and local initiatives which affect the 0- 25 Family Health Service To monitor performance of the department and recommend areas for improvement. Education and Development: Self development and participation in continuous and post-basic education. Assist in the development and delivery of training for new staff members as agreed. Participate in mandatory training courses and any training identified during appraisal. Involvement in departmental teams modernising and standardising patient services. Patient/Client/Customer Focus: To use own initiative and respond appropriately to changes in the condition of patients in the service. To be aware of own limitations and when to seek assistance. Treat patients with empathy and reassurance. Ensure that patients are kept informed at all times. Assist with the reception and care of patients, relatives and all visitors to the service. Assist in the development of public and patient involvement and feedback within the department liaising with PALS Manager in an appropriate and timely manner. Ensure that patients have dignity and privacy whilst at the Trust. To act as a resource and support for other staff members. Provide non-clinical information and guidance to patients, carers and other members of the team. Housekeeping: Report for duty attired and of appearance so as to conform with the departments standards. Report faulty equipment for repair and withdraw from use.Person Specification

Criteria

Good standard of general education to GCSE level or equivalentNVQ Level 4 in Administration or relevant knowledge and experiencePrevious experience in Administration and ManagementPrevious experience of using SystmOnePrevious experience and knowledge of NHS administration processesDisclosure 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.Harrogate and District NHS Foundation ..... full job details .....