Job summary
An exciting opportunity has arisen to join the Respiratory Administration team; we are looking for a motivated and keen deputy administration manager.
You will be responsible for the operational management of the administrative team supporting the Administration Manager working to ensure delivery of an efficient and effective administration service for the benefit of patients and staff.
This opportunity is ideal for someone looking to take their first step into the world of management.
The successful applicant will line manage the clinic coordinator team, be expected to coordinate the outpatient clinic rota, have data quality skills and be able to lead and implement quality improvement projects at a junior management level.
Main duties of the job
o Promote team based working, holding regular team meetings and individual meetings
o Managing the rota for the administrative team, working within Trust guidelines, in a timely, efficient and organised manner, providing sufficient cover to all areas at all times.
o Manage staff's annual leave, sickness absence and time owing in accordance with Trust policy. Develop and implement effective monitoring systems and ensure all records and staff files are accurately maintained. Complete workforce returns as required by the Trust.
o Effectively manage shortIlong-term staff absence ensuring ongoing maintenance of a high quality administrative service at all times.
o Act as the first point of contact for medical, nursing and clerical/secretarial staff in the resolution of administrative queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Flow/Admin Manager in a timely manner.
o Support the Administration Manager in the recruitment and selection in accordance with Trust Policy.
o Support the Administrative Manager in ensuring the service is provided within budget. Identify cost containment measures wherever possible. Formulate and present creative solutions to staffing problems/shortages.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 14,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
o We focus on what matters most
o We treat others how we would like to be treated
o We are passionate and creative in our work
o We do what we say we are going to do
o We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
Support the Administrative Manager in ensuring the service is provided within budget. Identify cost containment measures wherever possible. Formulate and present creative solutions to staffing problems/shortages. Develop and Implement systems for monitoring and reviewing attendance. Ensure all staff are aware of and adhere to existing, updated and new Trust policies and procedures. Facilitate risk assessments and health and safety reviews of the department on a regular basis. Manage and maintain departmental resources on a daily basis e.g. IT equipment. Facilitate the introduction of new technology within the department and ensure staff receive appropriate training.
Support CMG management in the investigation and resolution ofverbal written complaints within agreed timescales. Continuously review work procedure and practice, skill mix and roles to ensure service efficiency and quality, ensuring standardisation of administrative functions to maintain consistency across the emergency floor
Attend meetings and participate in specialty/CMG/Trust groups as directed by the Service/ General Manager. Represent the specialty/CMG and feedback to administrative/ management colleagues as required. Undertake any training for the role as deemed appropriate by theService/General Manager.
Job description
Job responsibilities
Support the Administrative Manager in ensuring the service is provided within budget. Identify cost containment measures wherever possible. Formulate and present creative solutions to staffing problems/shortages. Develop and Implement systems for monitoring and reviewing attendance. Ensure all staff are aware of and adhere to existing, updated and new Trust policies and procedures. Facilitate risk assessments and health and safety reviews of the department on a regular basis. Manage and maintain departmental resources on a daily basis e.g. IT equipment. Facilitate the introduction of new technology within the department and ensure staff receive appropriate training.
Support CMG management in the investigation and resolution ofverbal written complaints within agreed timescales. Continuously review work procedure and practice, skill mix and roles to ensure service efficiency and quality, ensuring standardisation of administrative functions to maintain consistency across the emergency floor
Attend meetings and participate in specialty/CMG/Trust groups as directed by the Service/ General Manager. Represent the specialty/CMG and feedback to administrative/ management colleagues as required. Undertake any training for the role as deemed appropriate by theService/General Manager.
Person Specification
Qualifications
Essential
- Educated to CSE/GCSE level, including GCSE English, Maths and IT
- Degree or equivalent training and experience gained in post
Desirable
- Supervisory/management qualification, NEBS, NVQ
- Evidence of continuing professional development
Experience
Essential
- Previous NHS experience working within an admin and clerical role or substantial relevant experience
- Previous experience managing large teams
- Knowledge and understanding of Trust patient administrative systems
- Experience of developing admin systems and processes, including rota management, and implementing change
Desirable
- Previous staff supervisory and managerial experience within the NHS,
Skills
Essential
- Excellent organisational skills
- Ability to determine / prioritise own / others workload and forward plan effectively
- Excellent written and verbal communications skills
Person Specification
Qualifications
Essential
- Educated to CSE/GCSE level, including GCSE English, Maths and IT
- Degree or equivalent training and experience gained in post
Desirable
- Supervisory/management qualification, NEBS, NVQ
- Evidence of continuing professional development
Experience
Essential
- Previous NHS experience working within an admin and clerical role or substantial relevant experience
- Previous experience managing large teams
- Knowledge and understanding of Trust patient administrative systems
- Experience of developing admin systems and processes, including rota management, and implementing change
Desirable
- Previous staff supervisory and managerial experience within the NHS,
Skills
Essential
- Excellent organisational skills
- Ability to determine / prioritise own / others workload and forward plan effectively
- Excellent written and verbal communications skills
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.
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
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.
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).
