Clinical Admin Manager

University Hospitals Plymouth NHS Trust

The closing date is 08 May 2025

Job summary

The post holder will be responsible for management and co-ordination of the work of the clinical office within Neurology and Neuropsychology. This will include:

ensuring the delivery of a seamless high quality service to patients and clinical teams
enabling the delivery of all access, quality and performance standards
ensuring that all local administrative processes are fit for purpose and are compliant with Trust policy
Specific aspects of this post will include the management of the PTL/RTT and waiting lists, to ensure that the service is providing the best possible standards to patients on their clinical pathway.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

Management of the PTL & RTT
Regular attendance at RTT & Validation Meetings
Regular attendance at POD meetings
Actively involved in clinic management.
Oversight of Outpatient related performance.
Management of Neurology and Neuropsychology Administrative Teams.
Attendance and presenting of data in regular Service Line, Improvement and Performance related meetings.
Deputising for Deputy Service Line Manager with operational issues.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Date posted

25 April 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year £29,970 - £36,483 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-LH-M7004607

Job locations

Derriford Hospital

Derriford Road

PLYMOUTH

PL6 8DH

Job description

Job responsibilities

Team Management

Ensure that all staff within the team are suitably trained/released for training to allow them to undertake core roles and responsibilities
Ensure that all staff are effectively managed within the agreed performance and quality framework
Ensure that all staff receive timely and appropriate appraisals
Ensure that all staff are managed in line with the sickness and absence policy

Performance Management
Be fully conversant with and ensure compliance with all corporate standard processes and policies including the Trust Access Policy and the Administrative Process Notes
To be the first point of contact for administrative and waiting list management matters for own area
Ensure that the clinical office effectively supports the clinical teams and patient pathways
Liaise with the team and other departments to ensure that capacity is effectively utilised in line with the Clinical Administration Key Performance Indicators
Ensure that the relevant PTLs and waiting lists are effectively managed in line with Trust policy and process
Ensures that sufficient capacity is available to meet demand within the required timescales.
Where there is insufficient regular capacity available then to ensure that suitable additional capacity is organised in a timely way.
Ensure the effective development of any necessary local processes ensuring they do not run counter to standard policy and process
Ensures that all clinical capacity is effectively utilised so making the most efficient use of available resource
Ensure that processes are developed to ensure that Waiting Lists are an accurate reflection of patients waiting to be seen
To support the process of managing clinical staff annual leave to ensure that services are appropriately covered,
Co-ordinate an effective rostering and timetabling function for the office to allow the delivery of best practice booking pathways
To ensure the keeping of effective records of all types of leave
To co-ordinate the completion of relevant data quality reports

For further details please see the attached JD & PS

Job description

Job responsibilities

Team Management

Ensure that all staff within the team are suitably trained/released for training to allow them to undertake core roles and responsibilities
Ensure that all staff are effectively managed within the agreed performance and quality framework
Ensure that all staff receive timely and appropriate appraisals
Ensure that all staff are managed in line with the sickness and absence policy

Performance Management
Be fully conversant with and ensure compliance with all corporate standard processes and policies including the Trust Access Policy and the Administrative Process Notes
To be the first point of contact for administrative and waiting list management matters for own area
Ensure that the clinical office effectively supports the clinical teams and patient pathways
Liaise with the team and other departments to ensure that capacity is effectively utilised in line with the Clinical Administration Key Performance Indicators
Ensure that the relevant PTLs and waiting lists are effectively managed in line with Trust policy and process
Ensures that sufficient capacity is available to meet demand within the required timescales.
Where there is insufficient regular capacity available then to ensure that suitable additional capacity is organised in a timely way.
Ensure the effective development of any necessary local processes ensuring they do not run counter to standard policy and process
Ensures that all clinical capacity is effectively utilised so making the most efficient use of available resource
Ensure that processes are developed to ensure that Waiting Lists are an accurate reflection of patients waiting to be seen
To support the process of managing clinical staff annual leave to ensure that services are appropriately covered,
Co-ordinate an effective rostering and timetabling function for the office to allow the delivery of best practice booking pathways
To ensure the keeping of effective records of all types of leave
To co-ordinate the completion of relevant data quality reports

For further details please see the attached JD & PS

Person Specification

Knowledge and experience

Essential

Comprehensive demonstrable experience of line management of multiple staff and of dealing with HR and development issues
Demonstrable experience of dealing with complex organisational problems
Demonstrable experience of managing change

Desirable

Good proven knowledge of NHS systems and processes
Broad proven understanding of Corporate Strategy and governmental direction for NHS care

Qualifications

Essential

Educated to Business and Admin degree standard or equivalent level of qualification/ equivalent demonstrable experience.
Proven evidence of continuing professional development

Aptitude and abilities

Essential

oExcellent communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
oExcellent interpersonal skills
oAbility to handle difficult/distressed patients/ relatives in a sensitive and empathetic manner

Desirable

oDemonstrable experience of working with patient management systems

Person Specification

Knowledge and experience

Essential

Comprehensive demonstrable experience of line management of multiple staff and of dealing with HR and development issues
Demonstrable experience of dealing with complex organisational problems
Demonstrable experience of managing change

Desirable

Good proven knowledge of NHS systems and processes
Broad proven understanding of Corporate Strategy and governmental direction for NHS care

Qualifications

Essential

Educated to Business and Admin degree standard or equivalent level of qualification/ equivalent demonstrable experience.
Proven evidence of continuing professional development

Aptitude and abilities

Essential

oExcellent communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
oExcellent interpersonal skills
oAbility to handle difficult/distressed patients/ relatives in a sensitive and empathetic manner

Desirable

oDemonstrable experience of working with patient management systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information

Disclosure and Barring Service Check

Certificate of Sponsorship

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

PLYMOUTH

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

Employer details

Employer name

University Hospitals Plymouth NHS Trust

Address

Derriford Hospital

Derriford Road

PLYMOUTH

PL6 8DH

Employer's website

https://www.plymouthhospitals.nhs.uk/ (Opens in a new tab)

For questions about the job, contact:

Deputy Service Line Manager

Natasha Webber

natasha.webber1@nhs.net

01752431929

Date posted

25 April 2025

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year £29,970 - £36,483 Per Annum

Contract

Permanent

Working pattern

Full-time

Reference number

216-LH-M7004607

Job locations

Derriford Hospital

Derriford Road

PLYMOUTH

PL6 8DH

Supporting documents

Privacy notice

University Hospitals Plymouth NHS Trust's privacy notice (opens in a new tab)