Vacancy Information
This role is within a unit where Surrey Police and Sussex Police work in collaboration, whilst continuing to be two separate legal entities/employers with different terms and conditions.
Both Surrey Police staff and Sussex Police staff are employed in this unit on their own force terms and conditions.
Successful candidates may be appointed on the terms and conditions of employment of either Surrey Police or Sussex Police, depending on organisational requirements. A discussion will be held with the successful candidate to confirm the details of location, salary, allowance and hours.
Division / Department - People Services
Status - Full Time
Contract Type - Fixed Term Contract
Grade - Grade 10
Salary Grade Range - £30,375 - £33,348
Politically Restricted -
Unsocial Hours Allowance -
Location - Horsham
The starting salary for this role will usually be at the bottom of the salary range and will be pro-rata if the working hours are less than full time.
The Role
To lead a team of administrators to deliver a first class, professional administration service to the partner organisations within the OHWS collaboration. To ensure the smooth running of the team to meet agreed operating standards and processes
This position is a 9 month fixed term contract with potential for extension.
Key Responsibilities
To be responsible for a team of OHWS Administrators, to include recruitment, induction and monitoring of team performance. To lead the team which will involve clear task allocation, monitoring of workloads and workflow to ensure optimum service delivery of the department.
To ensure that the team follow established procedures to include processing and progressing enquiries and dealing with all aspects of administration as required by the services. To carry out quality control checks, and edit work as necessary, and to then identify best practice and share with the team.
To work with the clinical lead as part of a continuous improvement process and ensure that processes are relevant and quality focussed and that any changes in process affecting the administration of the OHWS are cascaded to the team.
To embody and foster an excellent customer focussed service. To receive, investigate and respond to problems and complaints in a professional manner including investigating any breaches and taking action to identify process lacks or education opportunities to individuals where appropriate. To escalate complaints as appropriate to the OHWS SMT and report all breaches to the Clinical Lead.
Maintain confidential, accurate and comprehensive records in both electronic and paper format in accordance with legislative requirements e.g. GPDR, Data Protection Act and always act in a way that protects medical confidentiality as laid out in OHWS processes.
To be responsible for overseeing of the more complex areas of the administration function, such as the psychological screening programme, and OH/medical file requests. To allocate tasks as necessary and also to assist the team in ensuring the completion of such tasks in a timely manner.
To assist in managing change in a positive and proactive way to make service improvements where identified and be involved in the adoption of new process and procedures when identified
To ensure that statistical management information (MI) is produced in conjunction with the Clinical Lead as and when necessary in line with the requirements of the partner organisations. To review the MI to ensure that efficiency and excellent customer service are maintained and to inform resource allocation and service improvements e.g. to identify and act on the need for additional resource if KPI not met for appointment times.
To develop and maintain a guidance manual for the administration team which covers all areas of work the partner organisations. To be responsible for ensuring adherence to the guidance and to monitor process and make changes to the guidance as and when necessary in a timely fashion and disseminate to the team, ensuring continuous improvement across the function. To make recommendations to the OH SMT for service improvements in line with the changing needs of the partner organisations.
To be a super user for the OH electronic operating system. To arrange training across the whole of the OHWS as necessary and to assist the team and users with any queries, liaising with the provider as and when required to ensure the smooth running of the system.
Undertake other duties appropriate to the grade and character of work as may be reasonably required, including specific duties of a similar or lesser graded post such as undertaking some of the day to day administration work.
Skills & Experience
Educated to A level Standard OR relevant management qualification.
The ability to deal effectively and discreetly with confidential work, demonstrating diplomacy, confidentiality and initiative as required. Experience of working in a health care or medical setting.
Excellent interpersonal and communication skills in person, writing and telephone. Experience of working in a customer service based environment.
The ability to convey information and produce work in clear, legible, concise and accurate records, letters and reports, retaining an awareness of confidentiality.
Leadership, team working and mentoring skills to support and develop the team. Experience of managing a team.
Process driven approach to ensure that all work is undertaken in an appropriate manner.
Demonstrate initiative in suggesting improvements to the service and continuous improvement of processes.
The ability to work calmly and accurately under pressure. Manage time and team members effectively, meet tight deadlines and respond flexibly to changing and challenging demands.
Experience of using computer applications for administrative purposes. Have excellent knowledge of Microsoft Office e.g. Word, Excel and databases and experience of specialist IT systems.
Further Information
Louise Waghorn, Clinical Lead OHWS, People Services Contact No. 07783 804466
Email: louise.waghorn@surrey.police. uk
We recognise that our people are balancing demanding careers with commitments and interests outside of work. We welcome applications and discussion with candidates who want to work part-time/flexible hours.
This vacancy will be based at Horsham Police Station, Horsham.
Additional Information
Following submission of your application you will receive a confirmation email with a copy of your application attached. Occasionally emails from this address can fall into spam/junk folders so please ensure this is checked regularly. You may wish to consider adding noreply@surreysussexpolice.as.recruitmail.com to your address/contact list to ensure you receive all communications.
Surrey Police and Sussex Police work together in collaboration for this role, however they remain two different employers, with differing pay scales, allowances and terms and conditions including hours of employment.
If you are an internal candidate and are conditionally offered the role your attendance record and any reasonable adjustments already in place will be discussed with yourself and your current line manager. If you are successful in your application, you may be required to resign and transfer your employment, taking on the Terms & Conditions and pay scales of the Lead Force (if this is not your existing Home Force).
This post is being advertised in parallel with Force redeployment processes. Any redeployees who are identified will be given preference. This may result in the post being withdrawn at any point during the recruitment process.
Surrey Police and Sussex Police Special Constables, Volunteers and Agency Staff (excluding self employed workers) covered under the Agency Worker Regulations (AWR) are eligible to apply for internal advertised posts.
Diversity Statement
We are only as good as our people. It's really important that our officers and staff can be themselves in the workplace and we know that as an organisation we'll grow from the variety of thinking, approach and skills that diversity brings; all of which help us deliver a better policing service. We strive to ensure how we deliver our services, provide information and how we recruit is open and accessible to all.
We have multiple staff support groups who help to improve our understanding of minority issues and ensure they are reflected in our work. We are proud members of the Stonewall Workplace Equality Index and Disability Confident, a signatory of the Race at Work Charter and aligned with the Armed Forces Covenant and the HeForShe movement.
We value the differences that people bring from all backgrounds and communities. Regardless of age, sex, ethnicity, sexual orientation, gender identity or gender expression, disability, social status or religious beliefs, we would love to hear from you.
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