Administration Manager

Northampton General Hospital

This job is now closed

Job summary

The post holder will be required to provide a comprehensive administration and service coordinator role to ensure the smooth and efficient running of the service on a daily basis, assisting the Assistant Directorate Manager/Directorate Manager to ensure Key Performance, quality and financial targets are met and the service is developed as per Directorate plans.

Excellent organisational and interpersonal skills will be required for this post as you will be expected to communicate well with all levels of staff and public.

Main duties of the job

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.

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 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 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.

About us

Northampton General Hospital is one of the largest employers in the area and we are on an exciting journey. All of our divisions are committed to doing things better, with more efficiency as we update, modernise, and advance. We have also entered into a Group Model with neighbouring Kettering General Hospital NHS Foundation Trust and become University Hospitals of Northamptonshire.

Our Excellence Values

Compassion

Accountability

Respect

Integrity

Courage

We want to recruit the best people to deliver our services across the University Hospitals of Northamptonshire and help to unleash everyone's full potential. As an organisation, we value how we communicate and promote our vacancies to all communities.

The Hospital Group encourages applications from people who identify from all protected groups, especially those from BAME, Disabled and LGBTQ+ backgrounds as these are underrepresented in our hospitals.

We understand that we need to work with colleagues from diverse backgrounds and make sure the environment they work in is inclusive and collaborative.

We have active Networks that promote and support colleagues from all backgrounds.This ensures everyone feels supported and has a sense of belonging working for Kettering and Northampton General Hospitals.

Date posted

04 December 2023

Pay scheme

Agenda for change

Band

Band 5

Salary

£28,407 to £34,581 a year Per Annum / Pro Rata

Contract

Permanent

Working pattern

Full-time

Reference number

265-5853224

Job locations

Northampton General Hospital

Cliftonville

Northampton

NN1 5BD

Job description

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.