Administration Services Manager (Inpatient/Outpatient Scheduling Team)

Job overview

Administration Services Manager

Band 5

X1 Permanent position (Inpatient & Outpatient Scheduling Teams)

• Hours per week

The post holder will provide support to the Deputy Head of Operations and Service Managers within the Trauma & Orthopaedics Care Group. The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service.

The successful candidate will have experience of clinical administrative systems and experience of managing staff within a busy and varied work environment. A good understanding of the priorities of the NHS would be advantageous.

Main duties of the job

The Administration Services Manager will manage secretarial/administrative staff to provide and efficient and effective service.

The post holder will participate in the development of corporate objectives, policies and strategic plans. The post holder will be expected to organise their own workload and that of the divisional secretarial/administrative teams.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service and to ensure robust plans are in place to develop and improve the administrative role in line with new practices.

The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets customer’s needs and is delivered professionally and effectively.

Detailed job description and main responsibilities

Planning and Organisational Tasks 1. The post holder will manage a complete administrative service including word processing, audio typing composition of letters, diary management, and appointments. 2. Prioritise incoming requests for support, using judgement, expertise of speciality and experience to decide on service priorities. 3. Maintain close working relationships between consultants, Directorate Management Teams and patients where appropriate. 4. Introduce and implement new practices to enhance service development. Developing protocols and procedures for improving clinical secretarial/administrative services. 5. Provide weekly and monthly planning reports to ensure cross cover support arrangements are actively being monitored. 6. Develop office and administrative practices to continually improve services 7. Ensure compliance in relation to new policies including 18 week pathway, inter provider transfer documentation. 8. Manage staffing levels and workloads across specialities, to ensure performance standards are met.

Responsibilities for Information Resources 9. Communicate complex and sensitive information with a range of staff across the organisation/organisations. 10. Maintain accurate, timely and legible records. 11. Maintain consistency with standards of patient care 12. Ensure contact with patients/relatives regarding non clinical advice, is provided in a tactful and sensitive manner. 13. Record and input data onto databases and systems as required

Knowledge and Experience 14. Use knowledge of administrative procedures and software programmes to improve service efficiency and effectiveness 15. Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source. 16. Recognise the effective utilisation of all appropriate development resources and opportunities. 17. Promote the ethos of continuous improvement. 18. Manage the 18 week/departmental pathways, within the secretarial/administrative teams. 19. Manage areas of change within secretarial/administrative teams which will lead to improvements in quality and efficiency. 20. Support in the project management of changes that effect secretarial/administrative teams. 21. Use knowledge to arrange meetings, set agenda, chair meetings and take minutes.

Responsibilities for Human Resources 22. Be expected to provide day to day management to the secretarial/administrative teams. 23. Conduct appraisals ensuring all staff have a Personal Development Plan. 24. Manage sickness absence for secretarial/administrative teams, taking action as appropriate. 25. Manage performance issues accordingly 26. Manage annual leave for secretarial/administrative teams 27. Undertake lead role in recruitment and selection of staff in accordance with Trust policies 28. Implement and communicate trust policies to the secretarial/administrative teams.

Responsibilities for Financial Resources 29. Participate in ensuring the effective use of all financial resources providing and delivering the service. 30. Responsible for authorisation of flexi time sheets for secretarial/administrative teams 31. Manage ordering and delivery of goods and services for secretarial/administrative teams

Research/Audit Responsibilities 31 Develop internal departmental quality assurance measures to validate the quality of transcribed outputs. 32 Undertake regular audits to ensure workloads are disseminated accordingly.

Responsibilities for Training Manage new staff induction Facilitate a learning environment to enable all members of staff to develop Be innovative, developing, implementing and evaluating new training materials and approaches. To provide specialist training on procedures and software programmes for administration teams to ensure best fit within the services. Deliver high quality training, responsible for co-ordinating, planning and preparing training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues. Ensure that learner feedback on the training delivered is collated and acted upon. Ensure all staff attend mandatory training Actively encourage staff to use on-line training facilities. Provide support to other team members, demonstrating skills and techniques to staff with less experience. Develop new packages for training To ensure all training participants comply with Data Protection Act. Attend department meetings to ensure collaborative working, sharing of knowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust. Act as a source of advice for staff on training issues. Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents.

* Any other duties required by line manager

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.