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.
To manage Teams of Personal Medical Secretaries, monitoring sickness absence, annual leave, completing appraisals, ensuring cover provided, completing annual appraisals, managing EDMS reports to ensure contract standard monitoring targets are achieved.
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 DUTIES
Planningandorganisationaltasks/duties
Thepostholderwilldemonstrateresponsibilityfor:
• Thepostholderwillmanageacompleteadministrativeserviceincludingwordprocessing,audiotyping,compositionofletters,diarymanagementandappointments.
• Prioritise incoming requests for support, using judgement, expertise of specialty andexperienceto decideon service priorities.
• MaintainingandsupportingcloseworkingrelationshipsbetweenConsultants,Directorate Managers, Secretaries and patients where appropriate, for the specialitieswithinyourareaof co-ordination.
• Introducingandimplementingnewpracticestoenhanceservicedevelopment,i.e.developingprotocolsandproceduresforimproving clinicalsecretarialservices.
• Provideweeklyandmonthlyplanningreportstoensurecrosscoversupportarrangementsare being activelymonitored.
• Developofficeandadministrativepracticestocontinuallyimproveservicedeliveryensuringtargets across specialitiesaremaintained.
• Ensuring compliance in relation to new policies i.e. 18-week pathway, inter providertransfer documentation, choose and book administration and patient choice bookings.Trainingstaff where necessary.
• Re-organisestructuretomeetperformancestandards.
• The post holder is expected to act independently within Human Resources occupationalguidelinesandmanage sickness within areas.
• Analysetrendsindemand/performanceandoperationallymanageaccordingly.
• Transfer staff across specialities where necessary to offer support in times of sicknessorabsence.
• WorkingcloselywithDirectorateManagersandSecretariesensuringjuniordoctorcoverismanagedacrossspecialtiestoensuredeliveryofserviceisnotcompromised.
• To liaise with consultant secretaries in order to ensure that that Care Group have themaximumpossiblenoticeofconsultantleavetolimitreductionincapacitywithintheatresandoutpatientclinics.
• Toactivelyparticipateintheannualperformancereviewtoidentifypersonaldevelopmentneeds.
• Support the Associate Directorate Manager with hospital reports and monitor/checkperformanceto ensureall patients are bookedwithin internal andnational targets forthespeciality areas you aremanaging.
• Attend meetings as required by the Associate Directorate Manager and support projectmanagementinthe presentationandcommunicationofinformation.
Responsibilitiesforinformationresources
Thepostholderwilldemonstrateeffectivecommunicationby:
• Assistingwithprojectplanningofnewinformationsystemsthatwillaffecttheadministrationareas,takingpartintestingandleadingonsuperusertrainingforadministrationservices.
• Assisting in the establishment of communication systems with all patients, staff andcarers relating to appointments, admissions and meetings in a tactful and sensitivemanner.
• Maintainingaccurate,timelyandlegiblerecords.
• Maintainingconsistencywithinstandardsofpatientcare.
• Communicatingcomplexandsensitiveinformationtopatientsandrelativeswithempathyand reassurance.
• Responsibilityforallrecords(includingpatienthealth,financial,personalandadministrative) that they gather or use as part of their work within the Trust. The recordsmaybepaper, electronic, microfiche, audioorx-ray images.
Knowledge,trainingandexperience
Thepostholderwilldemonstratethefollowingknowledgeandexperience:
• Knowledgeofafullrangeofadministrativeproceduresandsoftwareprogrammesandtheirapplication toimprove service efficiencyandeffectiveness.
• Exercisejudgementwhendealingwithpatientenquiries,analysingandresolvingproblemsatsource.
• Managenewstaffinductionandtrainappropriately.
• Facilitateasupportivelearningenvironmentthatenablesallmembersoftheteamtodevelop.
• Recognisetheeffectiveutilisationofallappropriatedevelopmentresourcesandopportunities.
• Promotetheethosofcontinuousimprovementdisseminatinganynewknowledgegainedtoother colleagues.
• Recogniseandacceptresponsibilityforownpersonaldevelopment.
• Manage the 18-week pathway within specialties. Attending clinics where necessary toraise awareness with colleagues, clinical staff ensuring correct pathways attached toensure18-week targettobe achieved.
• Manage areas for change within the secretariat which will lead to improvements inqualityandefficiencywithin specialties.
• Projectmanageanychangesrequiredensuringplansrelevantaredrawnupwithminimumdisruptione.g.move intothenewbuild.
ResponsibilitiesforHumanResources
Thepostholderwill:
• Beexpectedtoprovidedaytodaysupervisionandonthejobtrainingtoallstaff.
• AdhereandpromoteTrustpolicies,proceduresandguidelinesandmaintaintheProfessionalCode ofConduct.
• ConductAnnualPerformanceandDevelopmentReviewsforallstaffensuringallemployeeshave aPersonal DevelopmentPlan.
• Managesicknessabsenceforadministrationteams,takingactionasappropriateinlinewith Trust policies andprocedures.
• ManagefirstlinedisciplinaryinlinewithHumanResources.
• Manage performanceissuesaccordinglyinlinewithTrustpoliciesandprocedures.
• Managebehaviourandconductatthefirststage,referringcomplexorformalconduct/behaviouralissues accordingly.
• Participateinmanpowerplanningwithinbudgetsetting.
• ProvidetrainingforanynewHumanResourcesystemstobothadministrationteamsandclinicians whereappropriate.
• Ensureafullperformanceappraisalprogrammeisimplementedwithinthedirectoratesandallemployees have apersonaldevelopmentplan.
• WorkwithintheframeworkoftheTrustHumanResourcestrategyandfacilitatecompliancewithin thedirectorates.
• Toundertakealeadroleintherecruitmentandselectionofstaffwithinthedepartmentinaccordancewith Trust policies.
• ToensureallHRpoliciesarecommunicatedwidelyandimplemented.
• ImplementsgeneralTrustpoliciesandStandardOperatingProcedureswithintheAdministrativeteams.
• CompliancewiththeDataProtectionAct1998andInformationGovernance
• Supportthe Associate DirectorateManager byensuring alladministrationareasarefullyuptodatewithappraisalandmandatorytrainingcompliance,reportingonreasons/trendsfornon-compliance.
Responsibilityfor FinancialResources
Thepostholderwill:
• Participateinensuringtheeffectiveuseofallfinancialresourcesprovidinganddeliveringthe service.
• Managecostimprovementprogrammeswithintheserviceandimplement.
• Providetheservicewithinbudgetfinancialconstraints,achieveCIPwhererequired.
• Responsibleforsigningoftimesheets,manpowers,variations,terminationformsandexpensesfor administrative teams.
• SupportAssociateDirectorateManagerwithup-to-datefinancedocumentation.
Research/Audit
Thepostholderwill:
• Developinternaldepartmentalqualityassurancemeasurestovalidatethequalityoftranscribedoutputs.
• Undertakeauditsbi-monthlytoensureworkloadsaredisseminatedaccordingly.
• Auditsicknessabsencewithinadministrationteams.
This advert closes on Wednesday 4 Sep 2024
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