An opportunity has arisen for an Administration Manager in our General & Specialist Surgery Directorate.
We are looking for a highly motivated enthusiastic Administration Manager who enjoys a challenge to support the management of the General & Specialist Surgery administration services. You will be able to work with your colleagues as well as on your own initiative.
You will have excellent communication and leadership skills, with proven experience of managing a multidisciplinary administration team, who provide and support the service of Consultants and their clinical teams.
You will be responsible for the management of the patient pathway ensuring the provision of a systematic, efficient and confident service. You will be able to identify and implement service improvements to reduce process delays and enhance the patient's experience.
The successful applicant will have the ability to communicate well with all levels of staff and to be able to demonstrate experience of working under pressure and to tight time scales.
Core hours are 08:00am and 17:00pm. Monday to Friday, however, flexibility from the core hours may be required and will be determined locally depending upon the needs of the service.
Main duties of the job
The post holder will be required to provide a comprehensive administration and service coordinator role to ensure the smooth and efficient running of the service on a daily basis, assisting the Assistant Directorate Manager/Directorate Manager to ensure key performance, quality and financial targets are met and the service is developed as per the Directorates plans.
Job responsibilities
Main Duties and Responsibilities
1. To be responsible for overseeing performance of administration staff to maintain an efficient and dedicated service, ensuring information systems are updated and monitored to provide accurate data to feedback to the Consultant and Management teams.
2. To liaise with the Directorate Manager with reference to strategic and operational requirements for all relevant patient pathways.
3. To be joint admin lead for the doctors rota for the Directorate, working with the Consultant/Registrar with responsibility for the rota being actively involved in the administration of the medical staffing timetable and rotas.
4. To address queries from staff and consultants regarding clinics, work schedules and other associated matters regarding capacity and performance.
5. To ensure all appraisals of admin staff are up to date and take place in a timely manner.
6. To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records.
7. To manage and ensure validation of inpatient, outpatients and diagnostic PTLs on a day-to-day basis, ensuring targets are met and resources are effectively utilised to maximise efficiencies.
8. To ensure flexible working patterns are achieved to enable cross over for leave within the admin team, ensuring bank and agency costs are minimised.
9. To provide managerial leadership, managing sickness and absence, maintaining appraisal schedules and leading performance management issues within the admin team.
10. To ensure excellent communication channels are maintained with all disciplines/departments both internal and external to the organisation, including staff, consultants, patients and visitors to the Trust.
11. To attend and actively participate in appropriate departmental and Trust meetings.
12. To challenge current ways of working within the 18 week pathway. Evaluate and modernise pathways to ensure the smooth transition of patients between departments.
13. To ensure the Access Policy is adhered to and that all admin staff are fully aware of the waiting list guidance.
Person Specification
Personal Qualities & Attributes
* Able to prioritise workload
* Ability to work in a team
* Able to communicate effectively with all levels of staff including senior managers, consultants, junior medical staff, nurses, etc
Skills
* Ability to interpret data
* Proven staff management and supervisory skills
* Information technology skills including Microsoft, Excel, Word, PowerPoint
* Effective team facilitation and motivational skills
* Ability to manage conflict
* Good concentration skills with attention to detail, prioritising and working under pressure
Knowledge & Experience
* Experience of working in the NHS
* Proven ability in proactively solving complex problems
* In depth knowledge of the 18 week RTT pathway
* Knowledge of NHS targets
* Excellent written and communication skills
* Specialised functional and medical terms acquired through qualification or extensive experience
* Experience of working across professional boundaries
* Experience of change management
* Understanding of Clinical Governance
Education, Training & Qualifications
* Minimum 3 years' experience in a senior admin position
* Educated to degree standard or equivalent experience/qualification
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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