The Administration Services Co-ordinator will manage administrative staff within the Clinical Support Services Division at Whiston and St Helens Hospitals, day to day management of administration team inclusive of Personal Medical Secretaries within Burns & Plastics, and Dermatology, and Ward Administration Supervisors (responsible for Ward Administrators across Whiston and St Helens wards).
The successful candidate will provide an efficient and effective service to the Trust and ensure robust plans are in place to develop and improve the administrative role in line with new practices.
This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation and be responsible and have extensive experience in ensuring optimum use of physical capacity throughout administration teams to deliver service needs.
The post holder should have equivalent experience to degree level and two years previous experience in a supervisory role. The post holder should also be motivated and pro-active in their role and able to work flexibly across both sites. Willing to meet the performance criteria set out in the job description and undertake personal and professional development.
.The Administration Services Co-ordinator will manage administrative staff to provide an efficient and effective service to the Trust. The post holder will participate in the development of corporate objectives, policies and strategic plans.
The post holder will be expected to organise their own workload and that of the Administrative teams. Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service. To ensure robust plans are in place to develop and improve the administrative role in line with new practices.
The post holder is required to support the Associate Directorate Manager with tasks and projects for all specialities across the Care Groups.
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.
We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our services:
Acute Care
Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care
Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services
Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services
We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man and North Wales.
Achievements:
• Rated Outstanding by CQC Inspection August 2018
• Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
• National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
.Key Responsibilities
Planning and organisational tasks/duties
The post holder will demonstrate responsibility for:
• The post holder will manage a complete administrative service including word processing, audio typing, composition of letters, diary management and appointments.
• Prioritise incoming requests for support, using judgement, expertise of specialty and experience to decide on service priorities.
• Maintaining and supporting close working relationships between Consultants, Directorate Managers, Secretaries and patients where appropriate, for the specialities within your area of co-ordination.
• Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improving clinical secretarial services.
• Provide weekly and monthly planning reports to ensure cross cover support arrangements are being actively monitored.
• Develop office and administrative practices to continually improve service delivery ensuring targets across specialities are maintained.
• Ensuring compliance in relation to new policies i.e. 18 week pathway, inter provider transfer documentation, choose and book administration and patient choice bookings. Training staff where necessary.
• Re-organise structure to meet performance standards.
• The post holder is expected to act independently within Human Resources occupational guidelines and manage sickness within areas.
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• Analyse trends in demand/performance and operationally manage accordingly.
• Transfer staff across specialities where necessary to offer support in times of sickness or absence.
• Working closely with Directorate Managers and Secretaries ensuring junior doctor cover is managed across specialties to ensure delivery of service is not compromised.
• To liaise with Consultant secretaries in order to ensure that that Care Group have the maximum possible notice of consultant leave to limit reduction in capacity within theatres and outpatient clinics.
• To actively participate in the annual performance review to identify personal development needs
• Support the Associate Directorate Manager with hospital reports and monitor/check performance to ensure all patients are booked within internal and national targets for the speciality areas you are managing.
• Attend meetings as required by the Associate Directorate Manager and support project management in the presentation and communication of information.
Responsibilities for information resources
The post holder will demonstrate effective communication by:
• Assisting with project planning of new information systems that will affect the administration areas, taking part in testing and leading on superuser training for administration services.
• Assisting in the establishment of communication systems with all patients, staff and carers relating to appointments, admissions and meetings in a tactful and sensitive manner.
• Maintaining accurate, timely and legible records.
• Maintaining consistency within standards of patient care.
• Communicating complex and sensitive information to patients and relatives with empathy and reassurance.
• Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or x-ray images.
Knowledge, training and experience
The post holder will demonstrate the following knowledge and experience:
• Knowledge of a full range of administrative procedures and software programmes and their application to improve service efficiency and effectiveness.
• Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source.
• Manage new staff induction and train appropriately.
• Facilitate a supportive learning environment that enables all members of the team to develop.
• Recognise the effective utilisation of all appropriate development resources and opportunities.
• Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
• Recognise and accept responsibility for own personal development.
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• Manage the 18 week pathway within specialties. Attending clinics where necessary to raise awareness with colleagues, clinical staff ensuring correct pathways attached to ensure 18 week target to be achieved.
• Manage areas for change within the secretariat which will lead to improvements in quality and efficiency within specialties.
• Project manage any changes required ensuring plans relevant are drawn up with minimum disruption e.g. move into the new build.
Responsibilities for Human Resources
The post holder will:
• Be expected to provide day to day supervision and on the job training to all staff.
• Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.
• Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan.
• Manage sickness absence for administration teams, taking action as appropriate in line with Trust policies and procedures.
• Manage first line disciplinary in line with Human Resources.
• Manage performance issues accordingly in line with Trust policies and procedures.
• Manage behaviour and conduct at the first stage, referring complex or formal conduct / behavioural issues accordingly.
• Participate in manpower planning within budget setting.
• Provide training for any new Human Resource systems to both administration teams and clinicians where appropriate.
• Ensure a full performance appraisal programme is implemented within the directorates and all employees have a personal development plan.
• Work within the framework of the Trust Human Resource strategy and facilitate compliance within the directorates.
• To undertake a lead role in the recruitment and selection of staff within the department in accordance with Trust policies.
• To ensure all HR policies are communicated widely and implemented.
• Implements general Trust policies and Standard Operating Procedures within the Administrative teams.
• Compliance with the Data Protection Act 1998 and Information Governance
• Support the Associate Directorate Manager by ensuring all administration areas are fully up to date with appraisal and mandatory training compliance, reporting on reasons/trends for non-compliance.
Responsibility for Financial Resources
The post holder will:
• Participate in ensuring the effective use of all financial resources providing and delivering the service.
• Manage cost improvement programmes within the service and implement.
• Provide the service within budget financial constraints, achieve CIP where required.
• Responsible for signing of time sheets, manpowers, variations, termination forms and expenses for Administrative teams.
• Support Associate Directorate Manager with up to date finance documentation
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Research/Audit
The post holder will:
• Develop internal departmental quality assurance measures to validate the quality of transcribed outputs.
• Undertake audits bi-monthly to ensure workloads are disseminated accordingly.
• Audit sickness absence within administration teams.
Undertake any other duties, as required and commensurate with the Band
The range of duties and responsibilities outlined above are indicative only and are intended to give a broad flavour of the range of type of duties that will be allocated. They are subject to modification in the light of changing service demands and the development requirements of the post holder.
GENERAL DUTIES
• To observe the provisions of and adhere to all Trust policies and procedures.
• To actively participate in the annual performance review to identify personal development needs
• To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
• To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
• To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the Data Protection Act 1998 and Caldicott principles.
• To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous.
• To be aware of the confidential aspects of the post. Breaches of confidentiality will result in disciplinary action that may involve dismissal. The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages.
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• All employees will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status.
• To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust “Statement of Policy on Health and Safety at Work” and the Trust corporate “Health and Safety Policies and Procedures”. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions.
• You will be expected to undertake the Trusts’ commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
• To adhere to relevant Code of Practice of Professional body (if appropriate)
• The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trust’s continued organisational development.
• The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site.
This advert closes on Tuesday 17 Sep 2024
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