General TSMM Admin Manager (Theatre/Stores/Materials Management)

Job description

Job responsibilities

Co-ordinator Duties:

Arrange short notice cover within the management team sickness and communicate changes to relevant personnel. Reallocating specific duties as required maintaining service cover.

Provide a full range of administrative provision to the Assistant Head of Stores and Supply Chain. Assist in the management of complaints, reported incidents, Trust wide audits and monitoring for governance and responses to freedom of information requests as appropriate.

Attend daily/weekly corporate meetings and other meetings as instructed on behalf of the Assistant Head of Stores and Supply Chain.

Organise meetings as required, producing agendas, notifying attendees, taking notes and distributing information. Support action plans and ensure appropriate follow up.

Working closely with the Procurement Department and Theatres department.

Human Resources:

Co-ordinate departmental recruitment processes liaising with recruitment as necessary.

In conjunction with recruitment ensure all new starters receive an appropriate company induction and co-ordinate departmental orientation.

Ensure all Human Resources policies and procedures are adhered to and to take informal and formal action where necessary

Undertake staff appraisals and support professional and personal development, in particular seeking opportunities for leadership development

General Duties and Responsibilities:

To support the Assistant Head of Stores and Supply Chain to resolve urgent issues regarding covers across sites within the teams.

Proficient in producing reports, analysing data and displaying within meetings.

Any other reasonable duties required by the Assistant Head of Stores and Supply Chain.

Report to the Assistant Head of Stores and Supply Chain on key performance indicators.

Liaising with Procurement around products, catalogues and trials.

Strategy & Business Planning:

Lead the co-ordination the departments regarding planning, liaising with stakeholders as required. Attending departmental team meetings.

Manage own workload independently, addressing issues, concerns and problems as appropriate.

Understand National and departmental speciality specific policies, procedures and requirements, and to make appropriate judgements and allocations accordingly.

Take part in divisional planning events as instructed by the Assistant Head of Stores and Supply Chain, working to help deliver trust and divisional targets such as CIP targets and specialty level of objectives.

Skills and Training:

Support in the development of SOPs, operational policies and business cases to promote standardisation of practice, service development and changes in service delivery.

Demonstrate self-awareness and acknowledgement of own limitations. Lead the administration teams and promote and facilitate personal and career development opportunities for staff.

Design and prepare reports and monitoring tools as required using electronic programmes as appropriate.

Policies and Procedures:

On-going review and updating of the policies and procedures.

Implements changes to policies and procedures which impact across a range of administrative and clerical services.

Communications:

Internal: Liaison with Clinicians, General Managers, Assistant General Managers, Recruitment team, Workforce Information Officer/ESR Manager, Human Resources Managers, Postgraduate Medical Education staff, Switchboard, Support Services, Estates staff, Payroll Services, Occupational Health, Medical Secretaries, booking staff, Project teams, IT Department, Information Department, Supplies Department and Finance as required.

External: Suppliers, George Eliot Hospital, Wye Valley Hospital, and others within the Group.

Ability to present and explain complex and conflicting information in a clear and concise manner which is appropriate for the audience and easily understood.

The ability to diffuse and mediate with clinical and Non-Clinical staff as required. Escalate to the Head of Operational Facilities or Assistant Head of Stores and Supply Chain when appropriate.

Person Specification

Qualifications

Essential

• Minimum of a Diploma qualification or equivalent
• Evidence of continuing personal and professional development

Desirable

• Knowledge or experience equivalent to Degree Level including Management/leadership qualification

Experience

Essential

• Staff management and leading a team
• Knowledge of Inpatient and Outpatient booking services and how these support specialities.

Desirable

• Budget management - including monitoring expenditure and identifying savings
• Experience of developing business cases
• Operational management experience across a range of specialities

Skills

Essential

• Understanding of National NHS priorities and policy.
• Good interpersonal, oral and written skills including chairing meetings and report writing.
• Numerate with excellent analytical skills/ability
• Excellent problem-solving skills
• Advanced IT skills with Microsoft office
• Demonstrate confidence to liaise with all levels of staff across the Trust

Desirable

• Ability to negotiate with and influence staff at all levels

Personal Qualities

Essential

• Well organised and able to meet deadlines
• Ability to work under pressure in a challenging environment
• Able to apply a flexible approach to changing demands
• Self-motivated with a positive attitude to work
• Attention to detail and able to maintain high standards
• Able to manage sensitive and distressing information and manage conflict

Other

Essential

• Able to work hours to suit the need of the job, there will be evening and early meeting.
• Ability to work across the Trust on different sites.
• Driver / Car owner

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.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

SWFT Clinical Services Ltd

Address

Heritage House

Millers Road

WARWICK

CV34 5AE

United Kingdom

Employer's website

https://swftclinicalservices.co.uk/default.aspx (Opens in a new tab)