Radiology Administration Manager, WRH

Job description

Job responsibilities

To monitor performance against activity targets and other service objectives. To ensure that all national and locally agreed waiting times and booking targets are understood and met.

Develop, monitor and review any relevant performance linked procedures and guidelines.

Produce reports for Directorates/ relevant Trust areas to monitor performance against national and local clinical indicators.

To provide the Clinical Teams with information to assist in the management of services.

Ensure that patient activity is recorded accurately on the RIS Systems

Line-manage departmental admin team (HR and financial).

To monitor sickness/absence and annual leave for relevant staff group and where appropriate organise cover, following Directorate guidelines and within agreed budgets.

To support the Directorate Manager and Clinical service Manager in ensuring effective administrative organisational arrangements, including ensuring the day-to-day administration issues within the Directorate are managed appropriately.

Responsible for ensuring that the risk assessments, Health and Safety of clerical areas are completed.

To monitor performance against activity targets and other service objectives

To ensure that all national and locally agreed waiting times and booking targets are understood and met. With particular emphasis on ensuring a maximum of 6 week median wait with overall responsibility for the validation process in the Department

Develop, monitor and review any relevant performance linked procedures and guidelines to ensure they are fit for purpose and lead on implementation of any required changes

To develop and produce reports from software systems for all aspects of patient pathways, including cancer waits, RTT, analyse and develop action plans where improvement is needed

Develop and produce reports on patient experience surveys, complaints reporting, interpret and report on results and develop actions plans where improvement is needed

You will be responsible for monitoring capacity and waiting lists and will be required to report any potential shortfalls in capacity early to the Directorate Manager and to assist in resolving operational issues affecting capacity or demand working with colleagues across other services as required

To ensure there are robust waiting list processes in place for the management of 6 week and Cancer PTLs

To monitor sickness/absence and annual leave for relevant staff group and where appropriate organise cover, following Directorate guidelines and within agreed budgets

To support the Directorate Manager in ensuring effective administrative organisational arrangements are in place within the team including ensuring the day-to-day administration issues within the team are managed appropriately

Responsible for all aspects of the recruitment and selection process of new administration team members. Responsible for sickness absence management, resolving complex HR issues, staff appraisals etc., within the team, this includes identifying Personal Development Plans and supporting their delivery.

Responsible for data input for payroll, ensuring that data is added correctly and timely to enable accurate payments to staff.

Responsible for the booking of administration NHSP shifts and authorisation of payment.

Responsible for data quality and timeliness of the inputting of accurate patient information into relevant computer software to strict timescales. Ensuring accurate reporting systems and processes are in place, ensuring activity trends are recorded.

Identify areas for improvement and new ways of working, providing better quality of care and service to patients

Ensuring complaints and incidents, particularly those pertaining to administrative processes of your team are investigated in line with Trust procedures and co-ordinate responses with appropriate staff included

Deliver Team Brief to administration teams and ensure all staff groups are appropriately briefed

Responsible for building and maintaining relationships with key stakeholders within areas of responsibility

To provide the Clinical Teams with information to assist in the management of services. To work with clinical staff and staff in the service to ensure that patient activity is recorded accurately on the Patient Administration Systems.

Responsible for using complex judgement and analytical skills when dealing with staff problems/issues, interpreting a range of options and making a decision on findings

Ensure effective and efficient delivery of service by reacting and responding to day to day situations as they arise

Frequent requirement for concentration where work pattern is unpredictable within the department. Often having to stop certain tasks several times a day to deal with situations that occur as and when within the department

Responsible for regular risk assessments and ensuring adherence to Caldicott and Data Protection principles and the importance of patient confidentiality at all times are adhered to

The post holder will undertake other duties as may be required to achieve the Trusts objectives, commensurate with the grading of the post.

To ensure all Trust policies are adhered to.

To provide a comprehensive induction to all new administration staff, ensuring that all policies are shared and understood.

To provide training requirements and that these are fully supported with clear documentation.

To be a RIS Superuser and support training within the department and for users external to the department.

To develop RIS training documentation and ensure this is reviewed and updated in line with any process changes.

To amend errors made in RIS, ensuring the data is accurate.

To ensure all booking templates accurately reflect the service requirements

To directly line manage staff within the Administration teams. This includes the management of sickness absence, annual appraisal, disciplinary and grievance concerns.

To provide day to day management support within the assigned service areas, ensuring staff are able to contribute effectively to the achievement of objectives and targets.

Ensure consistently high quality care through a culture of effective teamwork and patient focus and through the empowerment of all direct reports.

Embedding a culture and performance management system which ensures that all staff comply with the Trusts policies on infection, prevention and control.

It is the duty of every employee to fulfil their individual clinical governance responsibilities and their expected contribution to ensuring that the Trust complies with benchmarked standards for the quality of clinical care.

Ensure that administrative staff are compliant with IR(ME)R Regulations.

Completion of risk assessment forms for all staff workstations and work areas and review of them.

To respond effectively and assist in the investigation of complaints, internal or external, face-to-face or written, received directly or forwarded by the Directorate Manager or Governance Manager, defusing situations where possible. The post holder will be required to talk to distressed, upset or verbally aggressive patient or relatives in the hospital or on the phone. To ensure that the complaints are dealt with within Trust policy timescales and ensure that any action is taken to prevent repeat complaints of a similar nature.This will involve the sharing/dissemination of learning to clerical teams and change of processes if required.

Completion of electronic clinical incident forms (DATIX). Assisting staff in the completing of forms and assisting in investigations as required. Investigating any that relate to administration processes and forwarding any onto the correct Directorate for investigation if appropriate.

Communicate to the team any new or changes to existing Trust or National policies or procedures that need implementing

To undertake an annual review of all administrative SOP`s, or as required to ensure they accurately reflect policies and processes.

Responsible for ensuring staff are aware of the importance of accurate information on the Departments and Trusts computer systems ensuring all data capture and inputting of information for all Trust objectives are met

Addressing training issues for the administrative staff re: inaccurate data entry on Trust information systems by providing individual/group sessions or Trust training packages as necessary. Act as the first point of contact for any potential data problems

Person Specification

Experience

Essential

• Previous NHS management experience
• Previous experience of working to NHS key performance and national standards
• Experience in handling confidential information
• Experience of working in a patient care setting or customer facing environment and dealing with highly sensitive situations
• Experience in managing waiting lists and designing and implementing mitigating actions as required
• Previous line management experience of staff
• Working Knowledge of waiting list systems.
• Experience of monitoring and managing waiting lists, waiting times and targets.
• Experience in staff management to include appraisals, sickness management, recruitment, HR policies
• Experience of managing conflicting workloads and priorities
• Experience of analysing and solving IT problems and analysing complex sensitive data and providing reports
• Experience working with a multi-disciplinary team
• Experience of leading and achieving change in a complex environment.
• Experience of assisting service planning taking into account finance, manpower, equipment and organisational factors

Desirable

• Experience of working to NHS key performance and national standards.
• Knowledge of Radiology services
• Experience of managing Radiology IT systems
• Previous experience with ICE and CRIS systems

Skills

Essential

• Knowledge of National NHS targets
• Diagnostic
• RTT
• Cancer
• Ability to build and develop good working relationships across a range of organisations
• Ability to influence/ persuade others with a positive approach and respect for work colleagues
• Ability to communicate effectively and demonstrate excellent
• Knowledge of NHS policy
• Ability to work independently and manage a complex workload
• Ability to analyse and interpret highly complex data and prepare written reports, exercising judgement on data requiring escalation
• Evidence ability to communicate clearly, professionally and effectively under complex and difficult situations with a wide range of stakeholders
• In-depth working knowledge of Microsoft Office.

Desirable

• Knowledge of NHS IT systems

Personal Attributes

Essential

• Excellent verbal and written communication skills.
• Flexible and adaptable.
• Ability to work under own initiative and part of a team.
• Ability to prioritise conflicting workloads and escalate potential issues/risks appropriately
• Reliable and punctual
• Self-awareness in terms of
• assessing own knowledge and
• competence and understanding own boundaries
• Self-awareness in terms of
• recognising the impact of their
• behaviour towards others
• Able to present a professional
• image appropriate to the working environment
• Self-motivated with a high drive for completion
• Committed
• Enthusiastic
• Ability to cope with stress
• Team worker

Qualifications

Essential

• Good general level of education including core subjects at GCSE grades A C or equivalent
• Degree or equivalent professional management qualification
• Further management training and/or relevant managerial experience to post graduate diploma level

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.

Employer details

Employer name

Worcestershire Acute Hospitals NHS Trust

Address

Charles Hastings Way

Worcester

Worcestershire

WR5 1DD

Employer's website

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