Administration Manager

Job overview

The Newcastle Podiatry Department are inviting applications for a Band 5 Administrative Manager. The role is a permanent position for 34 hours per week. Although the vacancy is based in community, it also requires frequent liaison with hospital based colleagues and services.    We are looking for an enthusiastic and motivated person who has experience of leadership within an admin team. The successful candidate will need to have a responsible attitude to managing the demanding workload and demonstrate a significant level of initiative.

The role requires a compassionate and inclusive leader who will engage effectively with all specialties in the podiatry department and can work as part of the podiatry management team to shape the development of the service.

Communication, planning and organizational skills are key to this role in order to support the management team and ensure the smooth day to day running of the Podiatry service.

• Interview Date Tuesday 20 May 2025
• 34 Hours/Week
• You will be redirected to Trac to apply for the vacancy.  Please expand the job details section and read all of the information before applying for the vacancy

NO AGENCIES PLEASE

Main duties of the job

Applicants must demonstrate experience of leadership, and strong organizational skills, as they will lead the admin team to co- ordinate up to 40,000 podiatry appointments per year for a variety of   Podiatry clinics, including the domiciliary and care home caseload.

The role will involve programming  the clinical  staff to reflect the changing needs of the caseload, waiting lists  and available staffing across multiple community and hospital sites in Newcastle

We require the candidate to be able to use a range of computer software including Microsoft office applications in order to implement the most efficient processes for the department, and be able to collate, analyse and present data as needed to support the service. Having an advanced working knowledge of systmOne and E record is also desirable.

Communication skills are central to this post, as it will involve collaboration with multiple other clinical services and personnel, as well as dealing with queries from patients and family members. The role will also require working with a range of clinical and non-clinical staff, both within the trust and outside such as local colleges of podiatry to organize student placements.

Detailed job description and main responsibilities

The post will also involve admin staff Management, and therefore the need to follow policies and procedures such as recruitment, appraisal, absence management, probation, performance and personal development. As admin lead you will also have responsibility to ensure that trust and department objectives, policies and directives are communicated and implemented in a timely and appropriate manner to the A & C Staff.

The successful applicant will be expected to contribute to the design, implementation, monitoring and communication of service improvements and suggest new ways of working to improve efficiency for the service.

• Provide comprehensive efficient and effective management of all admin and clerical staff and processes for the NUTH Podiatry service. To include service delivery to Community Health Centres, 60+ care homes, 3 hospital sites, including Inpatient and Outpatient services at the RVI, FRH, Newcastle Diabetes service and old age medicine service at CAV sites and a focused domiciliary service to the city of Newcastle. Manage staff logistics for delivery of SLA to NTW Trust at Walkergate Neuro rehab, St Nicholas hospital, and old age psychiatry at the CAV site, Choose & Book and electronic referrals.
• To act as line manager for administration and secretarial staff.
• To develop and maintain training and development systems for admin staff, including staff inductions.
• Recruitment and selection of administration staff taking into account service needs.
• Monitor workload and set priorities for administration and clinical staff taking into account service needs.
• Production and analysis of patient data for Trust key performance indicators, for department caseload management/discharge.
• Report on all patients DNAs and ensure that all available appointments are utilised at all sites.
• Monitor the podiatry SystmOne unit and assure data quality, investigate and correct inaccuracies, involving clinicians and podiatry management as required.
• Undertake appraisals for clerical staff within podiatry.
• Design and implement rotas for all Podiatry clinicians to include clinics , care homes, transport service, domiciliary service across Newcastle , In/Out patient, Newcastle Diabetes Centre, Old age Medicine service. Taking account of waiting times, risk category, type of clinic required and available clinic rooms.
• To act as SystmOne administrator, liaising with IT/RBAC card referencing authority.
• Maintenance/updating of department “I” drive ensuring all policies and procedures are up dated and still pertinent to the department.
• Coordinate and undertake some departmental audits.
• Hold regular meetings with head of Service and management team.
• Day to day operational issues.
• Manage the Choose and Book appointment booking system.
• Provide robust HR advice to all clerical staff.
• Represent staff at meetings as and when required.
• Order department consumables and equipment.

As a flexible working friendly organisation, we want to be sure that you can work in a way that is best for us and for our patients, and for you. Speak to us about how we might be able to accommodate a flexible working arrangement. If it works for the service, we will do our best to make it work for you.