Administration Manager

Job responsibilities

Principal Responsibilities

To be responsible for overseeing performance of all administration staff, including direct line management to maintain an efficient and dedicated service, ensuring information systems are updated and monitored to provide accurate data to feedback to the Consultant and Management teams.

To liaise with the Senior Team with reference to strategic and operational requirements for all relevant patient pathways.

Ensure information systems are updated and monitored to provide accurate feedback to the consultant and management teams.

To manage and ensure validation of inpatient and outpatient PTLs on a day-to-day basis, ensuring targets are met and resources are effectively utilised to maximise efficiencies.

Monitor performance by running daily reports which includes but isnt limited to Unappointed New and follow-up reports, PTL and other associated performance reports. Monitoring utilisation of clinics is a key part of this role

Management

To ensure all appraisals of admin staff are up to date and take place in a timely manner.

To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records.

Responsible for staff development and training including the setting of individual departmental targets for efficient ways of working.

To provide managerial leadership, managing sickness and absence, and leading performance management issues within the admin team

To be responsible for managing the recruitment and selection process for new staff within the admin team and to be pro-active in developing strategies to retain staff

To ensure flexible working patterns are achieved to enable cross cover for leave within the admin team, ensuring bank and agency costs are minimised.

To ensure excellent communication channels are maintained with all disciplines /departments both internal and external to the organisation, including staff, consultants, patients and visitors to the Trust

To be responsible for the management of complaints in relation to the administration service, actively seeking to resolve any issues at the time of notification, acting within the Trust guidelines

To take action to rectify deficiencies as and when appropriate, following HR Trust policies. Work with Senior Management with regards to resolving capacity issues.

Manage service performance and compliance for the Board Performance and RTT compliance criteria

To attend and actively participate in appropriate departmental and Trust meetings as required.

Manage the RTT and audit and maintain choose and book issues and follow through breaches, pending breaches and other performance related issues. Undertake root cause analysis where appropriate.

To endorse the Access Policy, ensuring all admin staff are fully aware of the waiting list guidance and that all other local policies and procedures are adhered to.

To be able to interpret and analyse data using the Trusts computerised systems e.g. Camis, HIVE, Solus etc.

In the absence of the Directorate Manager or Assistant Directorate Manager, attend meetings as required.

Produce weekly reports for Directorate Manager and Assistant Directorate Manager in relation to the short-term capacity vs demand with plans in place. Escalating where required

Education and Training

To develop and maintain a stimulating learning environment for staff.

To facilitate training programmes for all staff in order to develop levels of competency for the workforce e.g., induction training, maintaining mandatory training etc.

To maintain and extend existing knowledge base for continuing self-development.

To comply with hospital and departmental policies in order to provide safe and effective working and patient environment for all staff and patients.

To be responsible for receiving and managing incoming and outgoing correspondence and interdepartmental communications.

General Tasks

To post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies.

The post holder will be expected to communicate with all levels of staff, outside agencies and members of the public in a professional and effective manner.

To ensure Trust wide standards are maintained to improve the quality of total care to all who come into contact with services undertaken by NGH.

To be responsible for maintaining high data quality standards by ensuring that the data entered onto Trust systems is accurate, complete and up to date.

To be responsible for undertaking general office duties and organisation.

Other Information

The post holder may be required to carry out other relevant duties as required.

The post holder will adhere to the duties specified under the Staff Responsibilities of 4 the NHS Constitution in their day-to-day work and behaviours.

The post holder will be expected to aspire to the Values of the Trust in their day-to-day work and behaviours in order to support the Trust in achieving its Vision.

The post holder will adhere to, at all times, any Professional, NHS Code of Conducts and legislation relevant for their area of work.

The post holder will make themselves familiar with, and adhere to, at all times, the policies and procedures of the Trust, and their area of work.

This position will require extensive and day-to-day use of VDI and computer equipment

The post holder will be expected to work to any Corporate/Division/Directorate/Department objectives and standards in order to provide an acceptable level of service.

The post holder will be expected to undertake training, including mandatory and role specific training, relevant to their role and ensure it is renewed as required.

Educations, Training and Qualifications

Essential

• Educated to Degree level or the equivalent level of education, training or work experience.
• Minimum 3 years' experience in a senior admin position

Desirable

• Leadership and management qualification

Knowledge and Experience

Essential

• Knowledge of health systems and procedures.
• Continued working across professional boundaries.
• Proven ability in proactively solving complex problems.
• Knowledge and understanding in practice of NHS guidelines and targets e.g. RTT, DM01, 2WW, cancer etc.
• Ability to interpret data.
• Proven experience of people management and supervisory skills.
• Staff development and training.
• Information technology skills, including Microsoft Excel, Word, PowerPoint, Office packages
• Experienced in managing and validating Patient Pathways.
• Experience of working with clinical and PAS systems such as Camis, PCS, etc.
• Waiting list management.

Desirable

• Understanding of clinical governance.
• Experience of undertaking audits.
• Project management.
• Experience of change management, especially in relation to organisational and professional culture.

Skills

Essential

• Experience of working in the NHS.
• Proven motivational skills.
• Can demonstrate the ability to appropriately challenge existing ways of working.
• Excellent verbal and written communication skills.
• Ability to meet deadlines.
• Flexible and adaptable to quick changing situations.

Key Competencies, Personal Qualities and Attributes

Essential

• Passionate and committed to bring our Dedicated to Excellence values to life, improving the way we work with each other, particularly focusing on empowerment, equality diversity and inclusion of our staff, patients and service users.
• Ability to work both independently and as part of a team to achieve set goals.
• Effective team facilitation and motivational skills.
• Ability to manage conflict effectively.
• Value team working and aspire to build a successful and cohesive team.
• Demonstrate enthusiasm and commitment to succeed in the role.
• Able to prioritise workload.
• Able to communicate effectively with all levels of staff including senior managers, consultants, junior medical staff, nurses etc.
• Extended period of VDU usage, typing and data entry.
• Mental effort - good concentration skills essential, with attention to detail, prioritising, and working under pressure.
• High levels of concentration to ensure that deadlines and targets are met.
• Ability to move, travel and work in the various locations of the Trust and of the Medicine Division.

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).