We are excited to advertise this newly created post working in the two Community Diagnostic Centres due to be fully operational in March 2025.
The postholders will work within the two CDCs to ensure the safe administrative management of all patients using the service.
We are looking for candidates with significant experience across a range of processes including management/supervision of staff, allocation of work/resource, creation of standard operating procedures and training plans.
These posts offer exciting opportunities for experienced administrators with previous involvement in staff supervision/management who are looking to further develop their knowledge and skills.
Please note, we may not be able to offer sponsorship for this post.
Key Responsibilities:
1. To assist the Assistant Service Managers in the provision of a high quality administrative/operational service.
2. To be responsible for the day-to-day operational management of the clerical and administrative team for both CDCs.
3. To be responsible for the day-to-day operational management of the CDC booking staff and ensure appointments are administered in line with Trust policies.
4. To provide and develop a working environment which encourages high morale and commitment amongst the staff and excellent customer service.
5. To ensure all administrative staff working within the CDC deliver a high quality, responsive and cost-effective service in line with the requirements of the Trust’s internal Policies, Procedures and the Department’s Service Plan.
6. To deputise for the Associate Service Managers as required.
7. To provide an efficient and effective administrative service that supports the CDC Admin teams to deliver a high quality patient service at the point of reception through to investigation/scan.
8. To be responsible for temporary staff booking and management of the spend associated with this in line with key expenditure controls as identified by the Service Manager.
9. Ensure all reception duties are covered on a 24-hour basis at both CDC sites.
10. Management of staff rota, producing a rolling rota for the administrative and reception staff.
11. To ensure an even workload through the administrative areas of the department by continuous monitoring.
12. Produce monthly reports for manpower and sickness for reception staff.
13. Produce weekly performance figures for the department against all quality indicator targets.
14. Comprehensive understanding of Soliton functionality and be able to interpret and provide statistical information as required.
Performance:
1. In close liaison with the Associate Service managers, ensure that robust administrative processes are developed and implemented.
2. Manage the day-to-day running of the reception areas and Booking staff by determining work priorities and allocating resources accordingly.
3. Manage the rolling rota for staff.
4. As required, carry out regular audits of reception processes, workload and quality statistics.
5. Undertake reception and clerical duties as required.
6. To deal with telephone calls in a polite and courteous manner, using tact and discretion.
7. To work collaboratively with the Acute site counterpart to ensure cross site cover in the event of staff shortage.
8. To train staff in the use of the Soliton as required and to arrange iCARE training for all new members of staff.
9. To undertake the recruitment process and carry out interviews for Reception and Booking staff vacancies.
10. To identify staff training needs and oversee the continuing personal development of staff by regular performance development reviews and personal development plans and ensure all staff attend mandatory training.
11. To ensure effective communications systems are maintained, including carrying out Team briefing sessions for reception staff in the absence of the Associate Service Managers.
12. To carry out investigations under the Disciplinary and Appeals procedure and to be responsible for issuing informal warnings to subordinate staff.
13. To provide information pertaining to the Department as required.
14. Generate ad hoc reports as requested.
15. Generate reports relating to the performance of the department with Quality Indicators and work with the management team to ensure operational procedures are carried out correctly to ensure compliance.
16. Ensure effective and regular communication with Senior Management.
17. With the Associate Service Manager, ensure that appropriate and cost-effective administrative staffing profile and skill mix are developed and maintained, taking into account current and projected workload and service plans.
18. Complete weekly performance reports for Assistant Service Manager as required.
Workforce:
1. The post holder will ensure that all reception areas and booking staff are covered at all times.
2. Complete manpower returns for all Admin staff.
3. To prepare the monthly staff returns for submission to Payroll.
4. Maintain the annual leave/sickness records for the reception/administrative staff.
5. Monitor sickness levels and punctuality amongst staff applying Trust policy to management of challenging behaviours accordingly.
6. Be aware of the Trust’s financial position and responsibilities with regard to the controls required to limit and reduce spend on temporary staffing, under the direct supervision of the Assistant Service Manager.
Partnerships:
1. To ensure the effective use of both CDCs.
2. Support the Division to achieve NHS Plan and targets relating to Radiology waiting times.
3. To cover for the Associate Service Manager in their absence.
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