South Tyneside and Sunderland NHS Foundation Trust
The Division of Theatres and Critical Care are seeking to appoint a Deputy Administration Manager.
The postholder's primary function will be to oversee the day-to-day management of the administrative function in Endoscopy, whilst monitoring capacity and demand in line with national guidance and key performance indicators to ensure patient pathway delays are eliminated. They will devise a weekly endoscopy timetable ensuring nursing and clinical staff are available and will provide potential short fall/early warning flags to the Directorate Manager and Divisional Admin Manager.
The successful applicant will have sound experience of waiting times, waiting list management, scheduling, and pathway coordinating.
Previous experience of line managing staff, ideally in an NHS administrative function will be a distinct advantage.
Main duties of the job
This role offers variety and a wide range of responsibilities across our Endoscopy services.
The postholder will be expected to monitor and manage scheduling, capacity and demand, and performance in line with national guidance. Also, strict monitoring of pathways, RTT targets, cancer targets, and diagnostic timescales.
As many of our departments are host environments, the role involves working closely with the surgical and medical secretaries and pathway coordinators to facilitate timely appointments for their patients.
Working with the Divisional Administrative Management team and Admin Management across Medicine and Surgical Directorates to take remedial action where necessary.
There will be a need for close liaising with Performance and Information Services teams to ensure adequate reporting and data availability to allow the Directorates RTT and diagnostic pathways to be maintained.
There will be a need for development of action plans for recovery where necessary with the Directorate Manager and ensuring they are implemented by the admin teams.
The postholder will manage appraisal, capability, and attendance management.
With relation to Community Wide Scheduling and RTT guidance, the post holder will be an expert super-user, leading on upgrades, training, and supervision of the admin function.
Job responsibilities
Responsibility for the day-to-day management of administrative functions across two Endoscopy units (Sunderland Royal Hospital and South Tyneside).
Monitoring of performance against key performance indicators in line with the Trust's strategic goals and vision. Focusing on the administrative elements of the service working closely with the service manager and other key stakeholders to ensure compliance in relation to policy and targets.
Responsible for consistency of approach and accurate management of scheduling and pathways providing assurance to the Directorate Managers, Clinical Lead, Unit Manager, Matron, and Divisional Admin Manager as required.
The post holder will be expected to strive to achieve diagnostic waiting times for all categories of patient in line with national guidance by monitoring capacity and demand and liaising closely with consultants, Clinical Directors, and senior managers from both Surgery and Gastroenterology Directorates. They will work as and with the service admin teams in times of pressure and formulate plans to ensure delivery of care is not compromised due to administrative shortfalls at any time.
Strict monitoring of department-specific pathways, RTT targets, Cancer targets, and monitoring of timescales will be the responsibility of the post holder working with the Directorate Manager and Admin Management across multiple Directorates to take remedial action where necessary.
Capacity and demand management including targeted action planning as required to deliver on any day-to-day remedial and proactive objectives as well as any transformational projects and other service improvements. There will be a need for close liaising with Performance and Information Services teams to ensure adequate reporting and data provision.
The post holder will manage appraisal, capability, and attendance management across their teams.
The post holder will be an expert super-user for Meditech V6, leading on upgrades, training, and supervision of the admin function.
Please note the Trust are not able to offer Skilled Worker Sponsorship for this role as it does not meet the UKVI threshold requirements. Applicants are requested to consider this when making their application. Please visit Gov.UK for further information.
Person Specification
Experience
* Waiting list management and Scheduling experience
* Experience of managing staff, Meeting tight deadlines
* Experience of working in the NHS in an administrative role
* Experience as a pathway coordinator or waiting list coordinator
* Experience chairing meetings, training, and appraisal processes
* Meditech V6 working knowledge and experience
KNOWLEDGE
* Understanding of surgical pathways and theatre scheduling processes
* Knowledge of data protection/freedom of information act
* Knowledge of HR policies and procedures
* Knowledge of Hospital information systems
* Knowledge of NHS Waiting Time Targets
* Knowledge of Trust secretarial standards
* European Computer Driving License or working towards
* Meditech V6 Scheduling and waiting list management
Qualifications
* NVQ Level 4 in Business Administration or equivalent experience
* GCSE Maths and English (Grade C or above) or equivalent qualification
* AMSPAR Diploma or OCR/RSA3 plus 2 years experience in a medical admin role
* NVQ Level 6 / degree or equivalent qualification in Business Administration or equivalent experience
ATTITUDE
* Committed to delivering quality patient care
* Motivated and enthusiastic
* Target and results driven
* Flexible approach to working
* Open to change and new ways of working
PHYSICAL / MENTAL ABILITIES
* To motivate staff and set goals/objectives which are monitored effectively
* To work under pressure
* To work independently or as part of a team
* To deal effectively with patient/staff inquiries
* To use initiative to problem solve
* Due to sites covered car owner/driver
SKILLS
* Proven change management skills
* Effective organisational skills
* HR Skills programme
* Report writing skills
Employer name
South Tyneside and Sunderland NHS Foundation Trust
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