Administration Support Manager

Job overview

We are seeking a highly organised and proactive Administration Support Manager to provide essential business support to the Directorate. This role is responsible for the day-to-day management of administrative staff, ensuring efficient service delivery and effective prioritisation of workloads.

You will act as the operational lead for the delivery of key performance pathways, including Referral to Treatment (RTT), 26- and 36-week targets. This will involve monitoring, validating and reporting on activity, waiting lists, and capacity and demand on a weekly basis, ensuring data accuracy and timely escalation of issues.

The postholder will oversee staff attendance, recording and monitoring sickness, annual leave and study leave to maintain appropriate staffing levels and support continued clinical activity. You will play a key role in ensuring waiting list targets are met through effective operational management aligned with best practice.

A strong focus on improving patient pathways and enhancing patient experience is essential. This is an excellent opportunity for a motivated individual who thrives in a fast-paced environment and is passionate about service improvement.

This post is fixed term/secondment for 10 months to cover maternity leave. If you are interested in applying for it as a secondment, please obtain permission from your current line manager prior to applying.

Main duties of the job

To be responsible for the recruitment of new administration staff, to include induction, appropriate and relevant training.

To undertake performance reviews, which have an impact on Gateways.

To proactively manage the administration staff, review work methods and systems to ensure the most efficient use of manpower and resources.

To ensure operational policies are in place and communicated, ensuring mandatory and statutory training is received in line with organisational policies.

To periodically provide refresher training to staff on Fire Evacuation and checking procedures.

To investigate incidents and to ensure lessons learned are identified, ensure mechanisms are put in place to prevent recurrence.

Identifying issues that can be shared on a wider basis for organisational learning.

To promote good practice and to ensure that staff are aware of maintaining a high standard of confidentiality at all times.

To be first line contact for both administration and clinical staff, including Consultants and their Teams.  Responsible for implementing HR policies, in relation to the reporting and managing of sickness absence.  Conducting Back to Work interviews and referrals to other Allied Health professionals if required.  Meeting with HR monthly to discuss individual cases.

Communicate sensitive information in relation to sickness management.

Detailed job description and main responsibilities

Welsh Skills Desirable: This post is advertised as Welsh Desirable. This doesn’t mean essential; whilst the candidate doesn't need to have skills in Welsh, we'll consider it an advantage when short-listing and selecting candidates. This isn’t ‘fluency’, just Speaking & Listening skills at Level 3 (equivalent to CEFR B2) or above. Level 3 means basic conversations with patients about their everyday health. For more information, see ‘Welsh Language Guidance’ in the documents right at the bottom.

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.