Admin and Clerical Team Leader - Adult Speech and Language Therapy

Job responsibilities

• To lead a Team of Administration and Clerical staff, including allocation of workload, support and supervision of junior staff and working within Trust Policies and Procedures
• To act as a key contact point for adult SLT therapy staff regarding operational and administrative issues.
• To provide organisational and administrative skills to support the delivery of the Adult SLT service.
• To be responsible for leading a team of A & C staff by providing leadership, supervision and appraisal to all Admin staff.
• To set up an efficient office system which enables Managers and SLT staff to access information easily and supports them to lead the SLT service.
• To have an understanding of Adult SLT processes and their application in a number of environments and across numerous specialities
• To understand the structure of the SLT service and be able to network with relevant staff across therapies.
• To monitor SLT MAST, safeguarding & Appraisal metrics and alert team leaders for any required actions
• To validate SLT therapy RTT data, informing team leads to any breaches and escalate alerts accordingly.
• To lead or support wit the Governance processes within SLT, co-ordinating the governance meetings, recording minutes and chasing actions as required. To ensure flow of documents for ratification through SLT and Therapies governance.
• To lead on Systm1 within SLT including: supporting the implementation of new processes to ensure efficient patient flow and accurate capture of data, entering new information to the system, updating staff ledgers and information and fulfilling the privacy officer role.
• To know the professional and personal scope of own practice.
• To be responsible for the SLT admin and clerical team working within Trust policies, procedures and departmental standards.
• To be competent in understanding and maintaining confidentiality in line with Professional, National and Trust standards and policies.
• To be able to maintain confidentiality in line with Data Protection Legislation and Caldicott Principles whilst understanding that there is a requirement to share relevant information to protect patients, staff and the public in certain circumstances.
• To abide by the Health and Safety Policies and Procedures and take responsibility for your own Health and Safety and that of others by co-operating with management in achieving safer work processes and reporting incidents via the incident reporting systems.
• To be able to plan, organise and evaluate own and others workload taking into account the priority needs of the service. To be able to plan and carry out work with colleagues as necessary.
• To set up and implement the efficient administration of relevant service documentation including the completion of forms and other official documents.
• To be fully competent in the use of office machinery e.g. computer, and photocopier and facilitate the use by the rest of the team.
• To be fully competent to access and utilise activities on electronic scheduling equipment e.g. Patient Administration System (PAS), as required and support others in its use.
• To be clinical support of teams where competence exists and need arises.
• To take a lead and implement relevant co-ordination and administration projects as directed by Adult SLT leads.
• To ensure competence of administrative staff with the variety of admin and clerical roles and responsibilities.
• To manage and co-ordinate the use of ordering systems within the team, through NHS supplies and NEP.
• To delegate tasks appropriately to admin and clerical staff within the team.
• To be administrative support for the use of e-rostering within the team ensuring all relevant information is recoded.
• To be administrator/supervisor on ESR across SLT to support up to date information is recorded
• To support team leads with recruitment of new staff, linking the NHS jobs and understanding the process with use of Bank staff.
• To be responsible for performance management within the Administration and Clerical team.
• To support Team Leads and Clinical leads with diary management where needed. I.E arranging meetings.
• Support team leads in the sickness management process.
• To provide an efficient customer service, dealing with a diverse range of enquiries from patients, other health professionals, external agencies and members of the general public, in person or by telephone, in a pleasant and helpful manner.
• To be responsible for ensuring detailed and confidential information and enquiries from a variety of sources are relayed and dealt with appropriately by the team. To exercise judgement to analyse and resolve problems.
• To effectively use a variety of advanced verbal communication skills to manage sensitive and difficult situations.
• To respond discretely to sensitive service information in the appropriate format in a confidential manner.
• To adapt communication skills where there may be difficulties with understanding due to physical, cognitive, psychological or social problems.
• To be able to liaise and communicate with a wide range of health professionals, managers, directors, other departments and external agencies, relaying staff, patient and service information efficiently and timely.
• To co-ordinate and generate clear written documentation for the SLT Service e.g. clinical reports.
• To be able to work within a team environment, attend and contribute to team, group and Trust meetings
• To be responsible for the prioritisation of admin tasks.
• To be responsible for the written recording of up to date, accurate information relating to Adult SLT Service in line with applicable legislation, Trust, and College of Occupational Therapy guidelines including incident reporting.
• To be able to give advice on Trust policies relevant to the area of work and appropriate to the grade.
• To have a comprehensive knowledge of Microsoft Office Packages and computer keyboard skills. To set up systems of file storage and archiving on the shared ...