Administration Team Leader, Band 4
The closing date is 06 April 2026.
An opportunity has arisen to recruit an Administration Team Leader with Obstetrics and Gynaecology Services based in The Women\'s Centre, Gloucester Royal Hospital for a period of 12 months to cover maternity leave.
The post holder will be responsible for leading a team of patient co-ordinators and proactively support patient pathways undertaking continual quality data validation ensuring outpatient access targets are monitored and managed through validation of the outpatient waiting lists. The post holder will be expected to work professionally to a very high standard, work autonomously, making decisions and offering advice and support to their team, and be able to work to deadlines to meet Trust targets.
You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in role. You will share the Trust values and be committed to equality, diversity and inclusion.
Our team is dynamic and constantly evolving to manage the demand and challenges of the service. We work closely together to ensure a friendly, positive and supportive environment whilst recognising individual development needs.
We would welcome applications from dynamic, self-motivated and enthusiastic individuals, combined with a strong work ethic and a sense of accountability, along with a flexible approach to work and who fits with our ethos of continual improvement and delivery of the highest quality patient-centred care.
Main duties of the job
* The post holder will be responsible for a team of patient co-ordinators; duties include managing annual leave, sickness and performance, leading on recruitment, undertaking induction and training for new and existing team members, and conducting development conversations to ensure the team have clear SMART objectives.
* Ability to multi-task, plan and prioritise own work and that of the administrative team in support of divisional objectives and typing targets, together with contributing to improve current working practices; implement new practices and continual review to ensure robust administrative processes are in place to support the requirements of the service.
* Data quality and validation for outpatient services, monitoring new and follow-up patients waiting for outpatient services; focus on management and reduction of overdue new and follow-up appointments.
* Articulate communication, problem-solving, and interpersonal skills to work with staff, clinical colleagues and management, maintaining confidentiality and using initiative.
* Strong IT skills and the ability to work independently with excellent organisation skills and the ability to juggle conflicting demands on time.
The post holder will also be responsible for the data validation/quality responsibilities related to improving the quality of data on the patient administrative system, tracking treatments, and ensuring that patients do not breach target waits in accordance with national and local guidance. This includes monitoring patient access targets and recording pathway outcomes following inpatient/outpatient episodes.
You will need to be able to proactively support patient pathways and undertake continual quality data validation of outpatient waiting lists for patients waiting for new and follow-up outpatient services, monitoring delayed appointments and liaising with Consultants to reduce delays in patient pathways.
Desirable interpersonal and information-management skills: ability to communicate clearly with staff, clinical colleagues and management, and maintain confidentiality. Strong IT skills, initiative, organisation, and the ability to manage conflicting demands on time.
About us
We offer:
* Generous annual leave allowance starting at 27 days plus Bank Holidays and increasing to 33 days.
* Access to the NHS Pension Scheme.
* Access to our Health and Well-Being Hub and Employee Assistance Programme.
* Access to on-site nurseries.
* Discounted public transport.
* Safe, supportive and positive working environment with regular, robust supervision.
* A wide range of exciting learning opportunities including a number of Apprenticeships.
* Flexible working – many staff work flexibly in different ways. Please discuss the flexibility you need. We cannot promise to provide exactly what you want, but we do promise not to judge you for asking.
* Reward and recognition schemes.
* Discounts for local shops, restaurants and services; Blue Light Card discounts.
Job responsibilities
* Lead, coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.
* Line management: responsible for the effective day-to-day line management of the administrative team within the Obstetrics and Gynaecology Service, ensuring progress of work and resolution of concerns.
* Ensure workload organisation to maximise productivity and that referrals are processed in line with trust guidance; secretarial staff booked appointments in accordance with local and national guidelines.
* Oversee that the secretarial team produce clinic typing, patient communication and medical/legal reports accurately and despatched in a timely manner.
* Maximise clinic capacity by ensuring slots are used and issues are escalated appropriately.
* Supervise and coach the Patient Co-Ordinators to ensure appropriate actions for patients requiring investigations or attending outpatient services, and ensure timely sharing of results with clinicians.
* Assist the Operational Support Manager in recruitment and selection for the Obstetrics and Gynaecology team, including adverts, job descriptions, person specifications, interviews; responsible for induction and training of new administrative team members.
* Ensure staff receive continuous training, guidance and support; review and develop new administrative initiatives; standardise processes and maintain Standard Operating Procedures.
* Hold regular 1-2-1s and development conversations; hold regular team meetings to cascade information and drive improvements; promote team wellbeing.
* Manage annual leave and sickness to ensure effective staff utilisation and adherence to HR policies; administer first-line disciplinary actions when required.
* Participate in workload management and transcription responsibilities to support turnaround times, with emphasis on complex tasks and line management responsibilities.
* Lead and contribute to the review of administrative functions and make recommendations to enhance service provision; provide supervision in absence of other supervisors.
* Data validation/quality: monitor outpatient targets, track treatments, and ensure pathway outcomes are recorded; proactively address delays and inform the Operational Support Manager of progress and any urgent issues.
Denise Keeling-Taylor (Operational Support Manager) – 0300 422 5518. If you would like to arrange an informal visit and/or meet and greet the team, please contact Denise on the details provided.
Person Specification
Education/Qualifications
* Educated to A Level or equivalent standard.
* RSA Level 3 or ability to demonstrate equivalent standard (Accurate and Proficient Audio Typing Skills).
Experience, Skills and Knowledge
* Excellent written communication skills with a good command of English, punctuation and grammar.
* Excellent communication, interpersonal and negotiation skills; ability to work with staff, clinical colleagues and the management team.
* Medical Secretary Experience.
* Proven experience supervising a diverse administrative team; understanding HR policies for annual leave, capability, sickness management and disciplinary policies.
* Ability to conduct Development Conversations, support Development Plans, identify training needs; delegate, work independently, use initiative and prioritise workload.
* Proven organisational skills with ability to prioritise workload and meet deadlines with attention to detail.
* Ability to proactively support patient pathways and continuous data validation.
* Ability to use initiative and make sound judgements in queries from patients and external contacts.
* Experience in Data Validation and knowledge of Referral to Treatment and Cancer Pathways.
Additional Qualities
* Ability to manage conflict and staff disagreements.
* Ability to plan own workload to achieve departmental objectives while managing unpredictable work patterns.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and a disclosure check via DBS will be required.
Employer name
Gloucestershire Hospitals NHS Foundation Trust
Salary: £27,485 to £30,162 a year (pa, pro rata if part-time)
#J-18808-Ljbffr