Northampton General Hospital

Administration Manager

This job is now closed

Job summary

An opportunity has arisen for an Administration Manager in our General & Specialist Surgery Directorate.

We are looking for a highly motivated enthusiastic Administration Manager who enjoys a challenge to support the management of the General & Specialist Surgery administration services. You will be able to work with your colleagues as well as on your own initiative.

You will have excellent communication and leadership skills, with proven experience of managing a multidisciplinary administration team, who provide and support the service of Consultants and their clinical teams.

You will be responsible for the management of the patient pathway ensuring the provision of a systematic, efficient and confident service. You will be able to identify and implement service improvements to reduce process delays and enhance the patient's experience.

The successful applicant will have the ability to communication well with all levels of staff and to be able to demonstrate experience of working under pressure and to tight time scales.

Core hours are 08:00am and 17:00pm. Monday to Friday, however, flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.

PREVIOUS APPLICANTS NEED NOT APPLY

Main duties of the job

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 the Directorates plans.

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

24 December 2024

Pay scheme

Agenda for change

Band

Band 5

Salary

£29,970 to £36,483 a year Per Annum / Pro Rata

Contract

Permanent

Working pattern

Full-time

Reference number

265-6831444

Job locations

Northampton General Hospital

Cliftonville Road

Northampton

NN1 5BD

Job description

Job responsibilities

Main Duties and Responsibilities

To be responsible for overseeing performance of administration staff 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 Directorate Manager with reference to strategic and operational requirements for all relevant patient pathways

Management

To be joint admin lead for the doctors rota for the Directorate, working with the Consultant/Registrar with responsibility for the rota being actively involved in the administration of the medical staffing timetable and rotas.

To address queries from staff and consultants regarding clinics, work schedules and other associated matters regarding capacity and performance.

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 take action to rectify deficiencies as and when appropriate, following HR Trust Policies.

Work with the Assistant Directorate Manager and Directorate Manager with regards to resolving capacity issues.

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

The post holder will work in liaison with the Assistant Directorate Manager/Directorate Manager, Theatre Manager (if applicable) and clinic coordinators to ensure performance matches demand.

Responsibility for planning and organising multi-disciplinary meetings in relation to streaming administration procedures across the Directorate.

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

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 in line with performance issues.

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

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 attend and actively participate in appropriate departmental and Trust meetings.

To challenge current ways of working within the 18 week pathway. Evaluate and modernise pathways to ensure the smooth transition of patients between departments.

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

To ensure 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 in relation to a patients 18 week pathway, using the Trusts computerised systems.

To lead Access Policy audits.

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.

In the absence of the Assistant Directorate Manager/Directorate Manager attend performance meetings as required and any other such meetings that require attendance.

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.

To maintain and extend existing knowledge based 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

The 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.

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 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 Codes of Conducts and legislation relevant for their area of work.

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

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.

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.