South Tyneside and Sunderland NHS Foundation Trust
The Division of Theatres and Critical Care are seeking to appoint Deputy Administration Manager.
The postholder's primary function will be to oversee the day-to-day management of the administrative functions across the division, including Psychology, Pre-Assessment, Anaesthetics, Endoscopy, Pain Management and the Investigation and Intervention Unit (IIU).
The successful applicant will have sound experience of 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 different services.
The postholder will be expected to monitor and manage scheduling, capacity and demand, and performance. 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.
About us
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One Team One Trust - There are many reasons to work at our Trust. From our commitment to putting people first to our accessible services and award-winning teams. We have a passion for research, innovation and tackling inequalities. We are committed to respect, fairness and civility and promote a compassionate, caring and positive culture / working environment.
We welcome all applications irrespective of peoples race, disability, gender, sexual orientation, religion/belief, age, gender identity, marriage and civil partnership, pregnancy/maternity and in particular those from under-represented groups. Looking after our workforce's health and wellbeing is a priority for STSFT. We also provide access to high quality education, training, career progression and support. Flexible working is supported via the Trust's Flexible Working Policy.
The Trust employs around 8,300 people and provides a range of hospital services to a local community of around 430,000 residents. We also provide a range of more specialised services outside this area, in some cases to a population as great as 860,000. We offer our staff outstanding benefits - Fitness Centre (SRH), libraries at both hospital sites, chaplaincy support and access to a Childcare Co-ordinator to help staff with childcare arrangements.
Job responsibilities
Responsibility for the day-to-day management of one or more administrative functions across the Directorate.
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 Manager, Clinical Lead, Unit Manager, Matron and Divisional Admin Manager as required.
The post holder will be expected to work as part of 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 Theatres and Surgical 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.
FOR FULL JOB DESCRIPTION SEE ATTACHMENT.
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
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
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
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 enquiries
* 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
* 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
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
Employer name
South Tyneside and Sunderland NHS Foundation Trust
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