Administrative Support Service Team Coordinator

Are you looking for mental health jobs in Leeds, York or with one of our regional services operating across the country? We have a range of NHS job opportunities, placements and specialities in our clinical, research, and professional support teams across Leeds and York. At Leeds and York Partnership NHS Foundation Trust (LYPFT), we strive to provide high-quality mental health and learning disability services as an employer of choice. We can only achieve this by putting our staff and the people using our services at the centre of everything we do. This starts with the people we employ. We recruit based on values and qualifications (where required) and believe lived experience is an advantage. We look for potential, not perfection, and this means that together, we are as diverse as the communities we care for.

Simply put, we seek out people who care, act with integrity and have the right skills. We want to add to our incredible colleagues, students and volunteers who share these principles, with people like you, who find empathy comes easily and who treat everyone with respect without thinking.

We are seeking an enthusiastic and motivated Band 4 Team Coordinator to manage the administrative provision for the General Office, Receptions, and Cashiers' Office at the Newsam Centre. This is an exciting opportunity for a dynamic individual to lead a team of administrators, support the Multi-Disciplinary Team (MDT) from a patient funds perspective, and ensure the delivery of high-quality administrative and financial support services.

• The job holder will take responsibility for delivering a professional, efficient, and confidential patient finance administrative service, specifically managing patient funds and ensuring compliance with financial policies and procedures.
• Additionally, the role will provide support to other reception areas, secretarial support to other services as required, including assistance with typing and minute-taking, to meet service needs.
• The job holder will play a key role in managing patient finances, ensuring accurate handling of funds on behalf of patients, maintaining records, and providing clear communication to patients and stakeholders regarding financial matters.
• They will also fully support the administrative team by working collaboratively to respond to the evolving demands of the service.
• Strong interpersonal and communication skills are essential, as the job holder will establish and maintain effective working relationships at all levels, both within and outside the Trust.
• Working closely with identified Team Leaders and the Support Service Manager, the job holder will ensure that job plans are regularly reviewed, kept up to date, and aligned with the evolving needs of the role and the administrative team.

We are a high quality, high performing NHS foundation trust. We are the main provider of specialist mental health and learning disability services in Leeds. We also provide specialist inpatient services in York as well as some highly specialised services across the country.

Our vision is to provide outstanding mental health and learning disability services as an employer of choice. Our ambition is to support our service users and carers, our staff and the communities we serve to live healthy and fulfilling lives. We need people like you to help us achieve our goals; to live our lives free from stigma and discrimination; and to improve the lives of people with a learning disability and mental ill health.

As a teaching trust with strong links to local universities, we are a centre of excellence for teaching, research and development.

• Directly manage administrative, receptions (including airlock) and cashiers' office staff, ensuring systems and processes are effectively implemented, monitored, and reviewed to make the best use of staffing resources.
• Oversee the operation of the cashiers' office, which deals directly with patients whose funds are managed on their behalf, ensuring all financial policies and procedures are adhered to.
• Facilitate cross-working between services and other areas providing cover where necessary.
• Review, evaluate, and within the boundaries of the role, implement improvements to systems and processes to enhance service delivery.

• Is an experienced line manager with a track record of implementing and monitoring systems and processes to enhance service delivery.
• Has experience working within an MDT or a similar collaborative team environment.
• Possesses strong communication and organisational skills, with the ability to work independently and meet deadlines.
• Is self-motivated, flexible, and able to problem-solve and resolve issues as they arise.
• Understands the importance of motivating and leading a team towards achieving shared goals.
• Has advanced word processing skills and demonstrable experience with electronic systems, such as EPR systems (e.g., Care Director or similar).
• Has a solid understanding of financial policies and procedures and experience managing funds on behalf of others.

• At least two years of administrative experience at an advanced level.
• Experience managing patient finances or working with organisational financial instructions (desirable).
• A proven track record of delivering excellent customer service and liaising effectively with members of the public.
• Experience of leading a team providing vital front-line services, providing supervision, overseeing workloads and ensuring a smooth, effective service is delivered.
• Experience of working within a team and demonstrating the ability to manage workloads independently using initiative.
• Experience arranging agendas and preparing paperwork for meetings, including senior management meetings.
• Proficiency in producing reports, monthly statistics, and other required documentation.
• A positive approach to implementing new systems and adapting to new ways of working.
• Flexibility in working hours to meet the needs of the service.
• Empathy and understanding of the client group, demonstrating a commitment to providing high-quality administrative and financial support.

• Experience of managing teams providing administrative support to a busy service.
• Experience of Microsoft office package and its uses.
• Experience of managing and being part of a team who are able to work together to deliver highest level of administrative financial support to the wider MDT.

Applications are welcomed from candidates who wish to apply for a position based on a smarter (Hybrid) or flexible working arrangement. Please contact the Recruitment Team if you have any queries regarding this in terms of your initial application. Where candidates are successful at interview, flexible working arrangement requests will be taken into consideration and may be accommodated where the needs of the service allow.

Please note that from 1st July 2018, all new employees are required to subscribe to the DBS Update Service, DBS checks for volunteers remain free of charge. Patient Safety is a priority at LYPFT with a focus on system-based improvement and creating opportunities for learning. We will ensure compassionate engagement with all those involved in an incident and all incidents are met with a proportionate response. LYPFT is committed to upholding its statutory responsibilities in relation to safeguarding adults and children.

LYPFT is a member of the Disability Confident scheme and is committed to providing a fully inclusive and accessible recruitment process. As part of the Trust's commitment to its Gold Standard Armed Forces Covenant status, members of the Armed Forces Community are entitled to a guaranteed interview subject to meeting the role criteria.

We welcome applicants with lived experience of providing unpaid care and/or support to a family member or friend with a disability, health condition, frailty, mental health problem, addiction or other health needs.

Please note that the Trust reserves the right to close the vacancy before the closing date if enough applications are received. It is in the candidate's best interest to apply as soon as possible.