Job Summary
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.
Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver a service and to schedule procedures ensuring that an efficient, timely and patient focused service, where the clinical needs of patients are met in accordance with the current operating framework and the NHS National Guidelines.
Main duties of the job
1. The post holder will manage a complete administrative service including word processing, audio typing, composition of letters, diary management and appointments.
2. Prioritise incoming requests for support, using judgement, expertise of specialty and experience to decide on service priorities.
3. Maintaining close working relationships between Consultants, Directorate Managers and patients where appropriate.
4. Introducing and implementing new practices to enhance service development, i.e. developing protocols and procedures for improving clinical secretarial services.
5. Provide weekly and monthly planning reports to ensure cross cover support arrangements are being actively monitored.
6. To undertake a lead role in the recruitment and selection of staff within the department in accordance with Trust policies.
7. To ensure all HR policies are communicated widely and implemented.
8. Implements general Trust policies within the administrative teams.
9. Compliance with the Data Protection Act 1998 and Information Governance.
Job Description
Job responsibilities
1. Participate in ensuring the effective use of all financial resources providing and delivering the service.
2. Manage cost improvement programmes within the service and implement.
3. Provide the service within budget financial constraints, achieve CIP where required.
4. Responsible for signing of time sheets, manpower variations, termination forms and expenses for administrative teams.
TEACHING AND TRAINING RESPONSIBILITIES
1. Manage new staff induction and train appropriately.
2. Facilitate a supportive learning environment that enables all members of the team to develop.
3. Recognise the effective utilisation of all appropriate development resources and opportunities.
4. Promote the ethos of continuous improvement disseminating any new knowledge gained to other colleagues.
5. Recognise and accept responsibility for own personal development.
6. Manage areas for change within the secretariat which will lead to improvements in quality and efficiency within specialties.
7. Project manage any changes required ensuring plans relevant are drawn up with minimum disruption e.g. move into the new build.
8. Be expected to provide day to day supervision and on the job training to Administrative Teams.
9. Conduct Annual Performance and Development Reviews for all staff ensuring all employees have a Personal Development Plan.
RESEARCH & AUDIT
1. Develop internal departmental quality assurance measures to validate the quality of transcribed outputs.
2. Undertake audits bi-monthly to ensure workloads are disseminated accordingly.
3. Audit sickness absence within administration teams.
4. Undertake any other duties, as required and commensurate with the Band.
GENERAL DUTIES
1. To observe the provisions of and adhere to all Trust policies and procedures.
2. To actively participate in the annual performance review to identify personal development needs.
3. To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post.
4. To fully comply with the relevant sections of the Health and Safety at Work Act.
5. To be aware of the confidential aspects of the post.
6. To maintain the confidentiality of information about service user staff and organisational business in accordance with the General Data Protection Regulation 2018 (GDPR) and Caldicott principles.
7. All staff will be treated with respect by management, colleagues, patients and visitors.
8. You will be expected to undertake the Trusts commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
9. To ensure that when creating, managing and sharing information records it is done in an appropriate way.
10. In accordance with the Health and Social Care Act 2008, the post holder will actively participate in the prevention and control of infection within the capacity of their role.
11. To adhere to relevant Code of Practice of Professional body (if appropriate).
Person Specification
Qualifications Essential
* Educated to GCSEs (A-C) or equivalent experience.
* B-TEC NVQ Level 3 Business Administration or equivalent experience.
* Educated to degree level or equivalent experience.
Desirable
* Qualification in management or leadership.
* Willingness to undertake training in management.
Knowledge & Experience Essential
* Previous NHS experience at supervisory level.
* Providing an audio typing service / knowledge of dictation systems.
* Experience of monitoring quality.
* Experience of using Trust IT Systems.
* Knowledge of digital dictation systems.
* Knowledge of medical terminology.
* Understanding the role of IT in delivery of an effective service.
* Understanding of 18 week policies, choose and book, patient choice.
* Knowledge of the role of Clinical Secretaries/Ward Clerks.
* Knowledge of internal targets.
Desirable
* Assessing and planning workload for others.
* Mentoring and developing others.
* Experience of developing performance reports for management.
* Experience in leading re-design or change management initiatives.
Skills Essential
* Excellent verbal skills and ability to communicate in a clear and concise manner.
* Ability to implement organisational changes to enhance departments as and when required.
* Ability to prioritise and quickly identify the core issues of a situation.
* Able to work under pressure and maintain high quality work.
* Ability to negotiate with others in the organisation.
* Ability to use problem solving skills.
* Ability to write letters and written reports to a range of people within the organisation and externally.
Desirable
* Supervised staff.
* Ability to prioritise workload of others.
* Experience of managing stationary and stock levels.
Other Essential
* Motivated and pro-active.
* 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.
* An interest in health and medical matters.
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
Mersey and West Lancashire Teaching Hospitals NHS Trust
Address
Whiston
Warrington Road
Prescot
L35 5DR
Employer's website
https://www.merseywestlancs.nhs.uk/ #J-18808-Ljbffr