Job summary
This role is offered on a permanent basis. The hours are part-time, 18.75 hours per week.
About the team
The NHS Gloucestershire Talking Therapies Administration Hub takes all referrals from patients wishing to access Talking Therapies in Gloucestershire. The team processes referrals from professionals and also self‑referrals from patients both over the phone and online. They book patients into appointments, manage patient letters and provide the first point of contact for patient queries. The Administrative Officer provides day‑to‑day supervision of the team, ensuring the smooth running of the team's core functions and supports the Operational Lead to progress key developments within the team.
Key responsibilities
* Communicate with a wide variety of people within the team, wider service and the general public.
* Supervise junior administrative staff.
* Collect and interpret data to inform the team's development.
* Monitor waiting lists and ensure processes and procedures are carefully followed to maintain quality of work delivered.
* Monitor inboxes and take minutes at service‑wide meetings.
* Engage with diverse individuals on various matters, maintaining accurate records in line with Trust policies.
* Share complex and sensitive information with tact and diplomacy.
* Assist with recruitment, appraisals and supervision.
* Maintain patient data systems, process referrals and manage clinical documentation.
* Support countywide data capture and ensure waiting list/discharge processes meet service specifications.
* Follow health & safety procedures to minimise risks and report incidents.
* Suggest and implement changes to improve service delivery.
* Prioritise workload, maintain high standards and support team effectiveness.
* Promote dignity, respect and report discriminatory behaviour.
* Perform senior office tasks including correspondence, appointment booking, diary management and resource planning.
* Create formal reports and manage routine data collection.
* Handle queries from patients, referrers and the general public.
Qualifications
* NVQ level 3 in administration or equivalent.
* Good numeracy and literacy skills.
* International Certificate of Digital Literacy or equivalent.
* Proven experience supervising staff.
* Experience in information analysis and provision of reports.
* Management or supervisory qualification (desirable).
* Experience of working unsupervised in a busy administrative office environment.
* Working knowledge of Microsoft Office applications.
Other information
Salary: £27,485 to £30,162 a year per annum (pro rata). Band 4. Contract: Permanent. Working pattern: Part‑time, Job share. Reference number: 327‑25‑881. Job location: Eastgate House, 121‑131 Eastgate Street, Gloucester, GL1 1PX.
Disclosure and Barring Service Check required. The role is not eligible for sponsorship.
Employer: Gloucestershire Health and Care NHS Foundation Trust. Employer website: https://www.ghc.nhs.uk/who-we-are/jobs/.
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