We are looking for a full-time Performance & Administration Manager to join the acute in-patient adult wards of Oxford Health NHS Foundation Trust. You will be working across 3 wards based at Warneford Hospital - comprising of Allen ward, Wintle ward, and Vaughan Thomas ward.
Main duties of the job
We are looking for a highly motivated individual to support our teams with a range of tasks such as providing performance and business reports, analysing data, and day-to-day resource planning in line with the ward budgets. The post also involves line management and leadership of the administrative teams.
About us
We provide multi-disciplinary care to adults experiencing mental health illnesses from Oxfordshire needing specialist in-patient care. The wards are part of a wider patient pathway also providing mental health services.
Job responsibilities
The performance and admin manager role is to support the in-patient leadership team to meet key performance targets through the organization's performance framework. You will also provide management and leadership to the in-patient administrative teams. This includes the ward clerks and team administrators. You will be a key part of the ward leadership teams and also work closely with the wider in-patient pathway, including the performance and administrative manager at the Warneford and Littlemore.
DUTIES AND RESPONSIBILITIES
1. To ensure the Matron, Consultant, and ward clinicians are provided with comprehensive, efficient, and effective secretarial and administrative support.
2. To ensure the Team databases/electronic files, performance systems are accurate and up to date together with data inputting as necessary.
3. Arrange meetings and room bookings as requested.
4. To provide administrative and minute-taking support to the matron, consultant, and other clinicians in ward meetings and external meetings taking place on the ward.
5. To support the matron in monitoring training and performance management for staff.
6. To support the Matron in achieving Trust targets on data quality by reviewing reports and monitoring the timely entry and quality of data input.
7. To undertake weekly environmental walkarounds of the ward and ensure this data is recorded and passed onto the relevant department.
8. To support the Matron in health and safety and infection control audits and ensure these are undertaken and recorded.
9. To support the Office Manager in collecting and chasing recruitment paperwork for clinical and non-clinical posts.
10. Management of the consultant on-call rota and monitoring to ensure all shifts are covered.
11. To support the clinical team with recording Outcome Measures, including running reports for CPA meetings and general administration.
12. To support the office manager in ensuring that clinical stock and stationery is ordered as needed and to receipt invoices via the E-Procurement system.
13. Ensure clinicians have information available at appropriate times.
14. Operate the database with a high degree of accuracy including creating new patient files, updating patient information, collecting statistics, and processing information for the team.
15. To support the matron in the prompt delivery of all team reports and returns.
16. To support the Matron Office Manager in building management by liaising with the Facilities Department in relation to risk, security, essential repairs, and maintenance.
17. Receive telephone calls and relay messages. Deal sensitively with all enquiries to the Team.
18. Typing of letters, reports, assessments, and discharge summaries using audio equipment or copy typing as required.
19. Receptionist duties including receiving patients and informing relevant parties of their arrival.
20. Photocopying, filing, and management of electronic records.
21. Sending and receiving e-mails in accordance with confidentiality policy.
22. Liaise with all team members, other Trust departments, General Practitioners, hospitals, and other agencies as required.
23. Check and update team members' diaries.
24. Receive and record incoming post and deal with it appropriately.
The post holder will be expected to undertake the Trust's mandatory training courses.
Person Specification
Knowledge and skills
* Educated to at least Degree Level or equivalent with evidence of numerical skills.
* Evidence of continuous personal and professional development.
* Business administration or Management qualification.
* IT literate with advanced skills in Microsoft Excel, Word, PowerPoint.
* RSA Typing Qualification/ECDL.
* Knowledge of NHS national data sets.
* Knowledge of NHS performance agenda.
Experience
* Excellent organisation and interpersonal skills.
* Experience of working in an administrative/secretarial role.
* Ability to multi-task, deal with conflict and demanding priorities.
* Excellent written and verbal communication skills.
* Highly numerical and good analytical skills.
* Experience in supervising or leading teams.
* Previous experience of working in a healthcare environment.
* Experience of performance monitoring and management.
* Experience of working relationships including GPs, CCGs, Health and Social Care Services, Voluntary Organisations, and Patient and Carer Representatives.
* Positive, reliable, and flexible approach with practical problem-solving abilities.
* Works well under pressure, plans and manages workload, analytical, team player.
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.
£29,970 to £36,483 a year Per annum | Pro-rata
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