Job summary Administration Services Manager Band 5 37.5 Hours per week The post holder will provide support to the Deputy Head of Operations and Operational Managers with the Trauma & Orthopaedics Care Group. The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service. The successful candidate will have experience of clinical administrative systems and ideally some experience of managing staff and a good understanding of the priorities of the NHS. Main duties of the job The Administration Services Manager will manager secretarial/administrative staff to provide and efficient and effective service. 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 divisional secretarial/administrative teams. Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service, and to ensure robust plans are in place to develop and improve the administrative role in line with new practices. The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets customer's needs and is delivered professionally and effectively. About us Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital. We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West. Aintree University Hospitalis the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility.Broadgreen Hospitalis home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation.Liverpool Women's Hospitalspecialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. TheRoyal Liverpool University Hospitalis the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services. For roles at Liverpool Women's, visit theircareers page. Date posted 09 April 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time Reference number 287-ASUR-60-25 Job locations Aintree Hospital Longmoor Lane Liverpool L9 7AL Job description Job responsibilities Planning and Organisational Tasks 1. The post holder will manage a complete administrative service including wordprocessing, audio typing composition of letters, diary management, andappointments.2. Prioritise incoming requests for support, using judgement, expertise ofspeciality and experience to decide on service priorities.3. Maintain close working relationships between consultants, DirectorateManagement Teams and patients where appropriate.4. Introduce and implement new practices to enhance service development.Developing protocols and procedures for improving clinicalsecretarial/administrative services.5. Provide weekly and monthly planning reports to ensure cross cover supportarrangements are actively being monitored.6. Develop office and administrative practices to continually improve services7. Ensure compliance in relation to new policies including 18 week pathway,inter provider transfer documentation.8. Manage staffing levels and workloads across specialities, to ensureperformance standards are met. Responsibilities for Information Resources 9. Communicate complex and sensitive information with a range of staff acrossthe organisation/organisations.10. Maintain accurate, timely and legible records.11. Maintain consistency with standards of patient care12. Ensure contact with patients/relatives regarding non clinical advice, isprovided in a tactful and sensitive manner.13. Record and input data onto databases and systems as required Knowledge and Experience 14. Use knowledge of administrative procedures and software programmes toimprove service efficiency and effectiveness15. Exercise judgement when dealing with patient enquiries, analysing andresolving problems at source.16. Recognise the effective utilisation of all appropriate development resourcesand opportunities.17. Promote the ethos of continuous improvement.18. Manage the 18 week/departmental pathways, within thesecretarial/administrative teams.19. Manage areas of change within secretarial/administrative teams which willlead to improvements in quality and efficiency.20. Support in the project management of changes that effectsecretarial/administrative teams.21. Use knowledge to arrange meetings, set agenda, chair meetings and takeminutes. Responsibilities for Human Resources 22. Be expected to provide day to day management to thesecretarial/administrative teams.23. Conduct appraisals ensuring all staff have a Personal Development Plan.24. Manage sickness absence for secretarial/administrative teams, taking actionas appropriate.25. Manage performance issues accordingly26. Manage annual leave for secretarial/administrative teams27. Undertake lead role in recruitment and selection of staff in accordance withTrust policies28. Implement and communicate trust policies to the secretarial/administrativeteams. Responsibilities for Financial Resources 29. Participate in ensuring the effective use of all financial resources providingand delivering the service.30. Responsible for authorisation of flexi time sheets for secretarial/administrativeteams31. Manage ordering and delivery of goods and services forsecretarial/administrative teams Research/Audit Responsibilities 31 Develop internal departmental quality assurance measures to validate thequality of transcribed outputs.32 Undertake regular audits to ensure workloads are disseminated accordingly. Responsibilities for Training Manage new staff inductionFacilitate a learning environment to enable all members of staff to developBe innovative, developing, implementing and evaluating new trainingmaterials and approaches.To provide specialist training on procedures and software programmes for administrationteams to ensure best fit within the services.Deliver high quality training, responsible for co-ordinating, planning and preparing training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues.Ensure that learner feedback on the training delivered is collated and acted upon.Ensure all staff attend mandatory trainingActively encourage staff to use on-line training facilities.Provide support to other team members, demonstrating skills and techniques to staff with less experience.Develop new packages for trainingTo ensure all training participants comply with Data Protection Act.Attend department meetings to ensure collaborative working, sharing ofknowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust.Act as a source of advice for staff on training issues.Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents. Any other duties required by line manager Job description Job responsibilities Planning and Organisational Tasks 1. The post holder will manage a complete administrative service including wordprocessing, audio typing composition of letters, diary management, andappointments.2. Prioritise incoming requests for support, using judgement, expertise ofspeciality and experience to decide on service priorities.3. Maintain close working relationships between consultants, DirectorateManagement Teams and patients where appropriate.4. Introduce and implement new practices to enhance service development.Developing protocols and procedures for improving clinicalsecretarial/administrative services.5. Provide weekly and monthly planning reports to ensure cross cover supportarrangements are actively being monitored.6. Develop office and administrative practices to continually improve services7. Ensure compliance in relation to new policies including 18 week pathway,inter provider transfer documentation.8. Manage staffing levels and workloads across specialities, to ensureperformance standards are met. Responsibilities for Information Resources 9. Communicate complex and sensitive information with a range of staff acrossthe organisation/organisations.10. Maintain accurate, timely and legible records.11. Maintain consistency with standards of patient care12. Ensure contact with patients/relatives regarding non clinical advice, isprovided in a tactful and sensitive manner.13. Record and input data onto databases and systems as required Knowledge and Experience 14. Use knowledge of administrative procedures and software programmes toimprove service efficiency and effectiveness15. Exercise judgement when dealing with patient enquiries, analysing andresolving problems at source.16. Recognise the effective utilisation of all appropriate development resourcesand opportunities.17. Promote the ethos of continuous improvement.18. Manage the 18 week/departmental pathways, within thesecretarial/administrative teams.19. Manage areas of change within secretarial/administrative teams which willlead to improvements in quality and efficiency.20. Support in the project management of changes that effectsecretarial/administrative teams.21. Use knowledge to arrange meetings, set agenda, chair meetings and takeminutes. Responsibilities for Human Resources 22. Be expected to provide day to day management to thesecretarial/administrative teams.23. Conduct appraisals ensuring all staff have a Personal Development Plan.24. Manage sickness absence for secretarial/administrative teams, taking actionas appropriate.25. Manage performance issues accordingly26. Manage annual leave for secretarial/administrative teams27. Undertake lead role in recruitment and selection of staff in accordance withTrust policies28. Implement and communicate trust policies to the secretarial/administrativeteams. Responsibilities for Financial Resources 29. Participate in ensuring the effective use of all financial resources providingand delivering the service.30. Responsible for authorisation of flexi time sheets for secretarial/administrativeteams31. Manage ordering and delivery of goods and services forsecretarial/administrative teams Research/Audit Responsibilities 31 Develop internal departmental quality assurance measures to validate thequality of transcribed outputs.32 Undertake regular audits to ensure workloads are disseminated accordingly. Responsibilities for Training Manage new staff inductionFacilitate a learning environment to enable all members of staff to developBe innovative, developing, implementing and evaluating new trainingmaterials and approaches.To provide specialist training on procedures and software programmes for administrationteams to ensure best fit within the services.Deliver high quality training, responsible for co-ordinating, planning and preparing training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues.Ensure that learner feedback on the training delivered is collated and acted upon.Ensure all staff attend mandatory trainingActively encourage staff to use on-line training facilities.Provide support to other team members, demonstrating skills and techniques to staff with less experience.Develop new packages for trainingTo ensure all training participants comply with Data Protection Act.Attend department meetings to ensure collaborative working, sharing ofknowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust.Act as a source of advice for staff on training issues.Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents. Any other duties required by line manager Person Specification Education/Qualifications Essential GCSEs (A-C) or equivalent NVQ Level III Business Administration or equivalent Managerial knowledge acquired through degree or relevant experience Willingness to undertake further training in Management ECDL or equivalent experience using Microsoft Word, Excel and Powerpoint Desirable Qualification in Management or Leadership Teaching/Training Qualification Experience Essential Previous NHS experience at supervisory level Experience of using Trust I.T, Systems Knowledge of Digital Dictation Systems Experience of providing an Audio Typing Service Good understanding of administration and medical secretarial roles/function Experience of mentoring and developing others Able to make clear presentations with engagement of an audience effectively, deliver the message and training to audiences with different levels of understanding and need Assessing and planning workload for others Desirable Experience in developing, designing and tailoring training materials to engage learners and meet agreed programme outcomes Experience in leading redesign or change management Skills Essential Ability to communicate in a clear and concise manner, communicate effectively demonstrating sensitivity to a range of people Ability to implement change and use problem solving skills Able to prioritise workloads of others Ability to negotiate with others Ability to work individually or as part of a team Ability to prioritise and assess a situation Ability to work under pressure and maintain high quality work Experience or supervising and motivating a team Time Management Skills Excellent interpersonal and influencing skills Desirable Understanding of Trust internal policies as appropriate Experience of managing stationery and stock levels Knowledge Essential Medical terminology Knowledge of NHS policies Train others using best practice Other Requirements Essential Comply with Trust policies and procedures Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act Ability and willingness to undergo further training in accordance with the needs of the post Person Specification Education/Qualifications Essential GCSEs (A-C) or equivalent NVQ Level III Business Administration or equivalent Managerial knowledge acquired through degree or relevant experience Willingness to undertake further training in Management ECDL or equivalent experience using Microsoft Word, Excel and Powerpoint Desirable Qualification in Management or Leadership Teaching/Training Qualification Experience Essential Previous NHS experience at supervisory level Experience of using Trust I.T, Systems Knowledge of Digital Dictation Systems Experience of providing an Audio Typing Service Good understanding of administration and medical secretarial roles/function Experience of mentoring and developing others Able to make clear presentations with engagement of an audience effectively, deliver the message and training to audiences with different levels of understanding and need Assessing and planning workload for others Desirable Experience in developing, designing and tailoring training materials to engage learners and meet agreed programme outcomes Experience in leading redesign or change management Skills Essential Ability to communicate in a clear and concise manner, communicate effectively demonstrating sensitivity to a range of people Ability to implement change and use problem solving skills Able to prioritise workloads of others Ability to negotiate with others Ability to work individually or as part of a team Ability to prioritise and assess a situation Ability to work under pressure and maintain high quality work Experience or supervising and motivating a team Time Management Skills Excellent interpersonal and influencing skills Desirable Understanding of Trust internal policies as appropriate Experience of managing stationery and stock levels Knowledge Essential Medical terminology Knowledge of NHS policies Train others using best practice Other Requirements Essential Comply with Trust policies and procedures Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act Ability and willingness to undergo further training in accordance with the needs of the post 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. Employer details Employer name Liverpool University Hospitals NHS Foundation Trust Address Aintree Hospital Longmoor Lane Liverpool L9 7AL Employer's website https://www.liverpoolft.nhs.uk/ (Opens in a new tab)