To first line manage a team of ward administrators as designated from time to time.
To supervise and co-ordinate the provision of a courteous and efficient service for patients, carers, visitors and all other healthcare professionals.
To ensure frontline Acute Speciality Medicine services are supported from an administration leadership perspective.
Monitor staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload. Be the first point of contact for reporting unplanned absences for the ward administrative team.
Induct and train new and temporary staff on the job and ensure that progress is monitored. To carry out appraisals and regular one to one meetings with designated staff in line with developmental needs.
To ensure that all communication broadcasts from the Divisional Management team or the Trust, which have a direct impact on the ward administration team are effectively disseminated.
To ensure ward managers and matrons (as appropriate) are included in any communications on ward cover and any resourcing issues.
To continually monitor the effectiveness of the administration processes and be aware of the impact on the services provided and to provide reports as necessary.
To design and implement administrative policies and procedures with the support of the Assistant Services Manager ensuring adherence to national legislation and Trust guidelines.
To contribute to the development and review process of Business Continuity Plans to ensure the service continues to operate under conflicting demands and pressures.
To have an overview of the workings and patient flows for all the wards in the Division.
To ensure that wards have adequate reception and ward administration cover at all times by careful planning using the Trust’s e-rostering application to create multiple team rotas according to necessary skills and service needs.
To ensure absences are recorded timely and appropriately. To provide ward administration cover in times of unplanned absences.
To ensure all staff are informed of their rotas in advance and troubleshooting any potential gaps by utilising all available staff within budgetary constraints.
To attend and contribute to team meetings, collating agendas and minutes.
To record all sickness and other absences on e-Rostering, carry out return to work interviews with staff returning from sick leave ensuring self-certificates are completed, doctors’ note are collected in and filed securely in personnel files.
To act as the first point of call for all service disruptions and issues with the Ambulatory Care Unit (ACU), Acute Medical Units (AMC) the Frailty Unit (FU) and the Acute Medical (admitting) Ward (AMU).
To assist the Assistant Service Manager(s) for Acute Medicine and Lead consultant in regular reviews of the referral system for the Ambulatory Care Unit (ACU). To ensure all unit administrators are trained and have appropriate access to action referrals as received.
To have oversight and ownership of the ACU referrals inbox and lead on issues experienced by administrators, escalating to the Service Manager(s) for Acute Medicine or to the Assistant Services Manager when appropriate.
To work closely with the Service Manager for Acute Medicine to ensure daily activity in the Ambulatory Care Unit (ACU) and Acute Medical Centre (AMC) is recorded appropriately and reported on as required.
To assist with the development and implementation of new initiatives as requested by the Matrons, Ward Managers and Assistant Services Manager.
To ensure that wards have adequate reception and ward administration cover at all times by careful planning using the Trust’s e-rostering application to create multiple team rotas according to necessary skills and service needs.
To provide cross-cover meeting support when necessary by attending and minuting the Risk & Governance meetings for the Acute Medical wards and the Post-Acute Medical Wards, liaising with the meeting chairs and Assistant/Service Managers to coordinate agendas, documents, attendees and confirming meeting dates.
To play an active role in the development and roll-out of the Trust’s new patient management system (Epic) as part of the Apollo programme.
To oversee that ward environments and reception areas are properly maintained and suitable for purpose.
To be the first line of escalation for unresolved maintenance issues, ICT issues, procurement delays, system issues, service requests.
To liaise with the nurse in charge and ward manager of each ward to ensure that any reception issues are discussed and resolved at the earliest opportunity.
To lead, coach and manage the performance of the team and ensure the Ward Administrators are up to date with all mandatory and statutory training.
To conduct Informal Welfare meetings with staff who trigger the review points, and referring to Occupational Health where necessary.
To ensure Ward Administrators are aware of the importance of data quality and are fully trained in the Trust’s data capture procedure.
To develop and arrange continual update of training to ensure staff are proficient and aware of changes to the hospital computerised systems and applications as and when required.
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