Job summary
An exciting opportunity has arisen for an Administration and Systems Manager within the Emergency Department. The post holder will be required to deliver and manage comprehensive administration for the Emergency Department in all areas including providing Standard Operating Procedures for the department, PA support to the Consultants/Service Manager and the central point for all communication for the department.
The post holder will have experience of effectively managing a team and will provide a wide range of duties to support the service. You will provide senior support and expert knowledge, to ensure an efficient and professional administrative service. You will be required to be an effective and responsive decision maker, able to work independently and be focused on delivering an effective patient focused service.
The successful Candidate must provide leadership, direction and support to admin staff whilst developing effective working relationships, efficient practices, and a motivated workforce.
Interviews are planned to take place on Wednesday 3rd January 2024
Main duties of the job
- To manage the administration for the Emergency Department in all areas including providing Standard Operating Procedures for the department, PA support to the Consultants/Service Manager and the central point for all communication for the
- To ensure daily validation is checked and reported back to Trust Information for onward release to external bodies.
- To act as System Manager for the e-Care System Firstnet for the Emergency Department managing the system on a day to day basis ensuring the data is complete in the system, managing encounters, disposals for onward journey through the Trust, data correction or disposal destinations
- To provide expert support with the IT System Firstnet, as the System Manager to ensure all work is carried out and documented in accordance with required standards, methods and procedures in line with the Trusts statutory
- To Line Manage all administrative staff
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job description
Job responsibilities
Please see Job Description for full details.
System Administration:
- Manage the FirstNet system on a day to day basis ensuring all data is completed correctly and in a timely manner by system users in the Emergency Department
- Support the ED Service Manager in completing the Breach Validation in line with the Trusts Standard Operating Procedures.
- Manage the Patient Combine process of merging patients demographics to ensure one MRN is used for the encounter of the patients journey throughout the Trust
- Amend data and resolve problems to Undo Patient Transfers to enable completion of the patient encounter.
- Complete Undo Patient Encounters for onward disposal correctly.
- Enable user passwords who have been locked or timed out.
- To manage data on Firstnet tabs and Undo Patient Discharge when required.
- Manage In Transit and Checkout tabs to allow the correct disposal of the patient and discharge from the system.
- Initiate the Person correction conversation when required.
- Finalise RIP on system to close off any future appointments within the Trust and provide the Patient Affairs Officer with the appropriate documentation to finalise with the Coroners Office and deal accordingly with the deceaseds family.
- Run canned reports from Firstnet for the department.
- Run data to enable the department to facilitate Audits in line with Trust and College of Emergency Medicine requirements.
- Ensure correct use of the system to comply with Data Quality Standards.
- Liaise as required with all system users, highlighting any changes / updates which will impact on users.
- Respond to and resolve GP queries regarding patients encounter in the System, e.g. Discharge summaries.
- Undertake training as necessary to ensure that a high level of personal professional knowledge and expertise is achieved and maintained.
- Provide specialist training to ED Reception staff when the system receives upgrades or changes to agreed processes.
- To be responsible for producing the policy for the correct use of Firstnet and develop and update Standard Operating Procedures to ensure correct use of the system ensuring all departmental staff groups adhere to them.
- Ensure the Firstnet policy and all updates to the standard operating procedures are communicated to all ED and wards staff.
- To Monitor the effectiveness of the Firstnet system and communicate any proposed changes to users both inside and outside the department.
- Assist with implementation of business recovery plans in the event of system failures or planned system downtime.
Job description
Job responsibilities
Please see Job Description for full details.
System Administration:
- Manage the FirstNet system on a day to day basis ensuring all data is completed correctly and in a timely manner by system users in the Emergency Department
- Support the ED Service Manager in completing the Breach Validation in line with the Trusts Standard Operating Procedures.
- Manage the Patient Combine process of merging patients demographics to ensure one MRN is used for the encounter of the patients journey throughout the Trust
- Amend data and resolve problems to Undo Patient Transfers to enable completion of the patient encounter.
- Complete Undo Patient Encounters for onward disposal correctly.
- Enable user passwords who have been locked or timed out.
- To manage data on Firstnet tabs and Undo Patient Discharge when required.
- Manage In Transit and Checkout tabs to allow the correct disposal of the patient and discharge from the system.
- Initiate the Person correction conversation when required.
- Finalise RIP on system to close off any future appointments within the Trust and provide the Patient Affairs Officer with the appropriate documentation to finalise with the Coroners Office and deal accordingly with the deceaseds family.
- Run canned reports from Firstnet for the department.
- Run data to enable the department to facilitate Audits in line with Trust and College of Emergency Medicine requirements.
- Ensure correct use of the system to comply with Data Quality Standards.
- Liaise as required with all system users, highlighting any changes / updates which will impact on users.
- Respond to and resolve GP queries regarding patients encounter in the System, e.g. Discharge summaries.
- Undertake training as necessary to ensure that a high level of personal professional knowledge and expertise is achieved and maintained.
- Provide specialist training to ED Reception staff when the system receives upgrades or changes to agreed processes.
- To be responsible for producing the policy for the correct use of Firstnet and develop and update Standard Operating Procedures to ensure correct use of the system ensuring all departmental staff groups adhere to them.
- Ensure the Firstnet policy and all updates to the standard operating procedures are communicated to all ED and wards staff.
- To Monitor the effectiveness of the Firstnet system and communicate any proposed changes to users both inside and outside the department.
- Assist with implementation of business recovery plans in the event of system failures or planned system downtime.
Person Specification
Education & Qualification
Essential
- Post graduate diploma level or equivalent
- Proven Computer literacy
- Specialist management short courses/qualifications plus evidence of continuing professional development of Management qualification
Desirable
- ILM Level 3 and 5
- RSA 11 Word
- Leadership & Management Course - DMS or equivalent or progressing towards this
Experienc & Knowledge
Essential
- Previous experience of line managing a team
- Robust knowledge of emergency department validation criteria
- Sound experience of breach and LOS criteria
- Experience in supporting an application road map
- Support of systems within a complex IT infrastructure
- Demonstrate evidence of sound Administration Budget Management
- Good understanding of current performance targets
- Ability to analyse and interpret management and patient information and make recommendation to others
Desirable
- Change management experience
- Project management experience
- Business Plan Development
- Recruitment and selection experience
- Previous PA experience
- Audio typing
- In-depth and expert knowledge of the FirstNet system
- Knowledge of Medical terminology
Skills & Abilities
Essential
- Able to prioritise work under pressure using own initiative, with effective use of time and resources to meet challenging deadlines.
- Able to communicate effectively, orally and in writing
- Able to develop and train staff in aspects relating to role.
- Able to give attention to detail, maintaining high standards in all tasks undertaken.
- Good organisational skills
- Excellent problem solving and analysis skills
- Able to develop policies and procedures and other written documents to a high standard.
- Ability to effectively manage change
Desirable
- Supporting projects with particular focus on application upgrades implementations, including handover to support.
Personal Qualities
Essential
- Committed to continuing personal development
- Team player
- To have personal initiative and drive
Person Specification
Education & Qualification
Essential
- Post graduate diploma level or equivalent
- Proven Computer literacy
- Specialist management short courses/qualifications plus evidence of continuing professional development of Management qualification
Desirable
- ILM Level 3 and 5
- RSA 11 Word
- Leadership & Management Course - DMS or equivalent or progressing towards this
Experienc & Knowledge
Essential
- Previous experience of line managing a team
- Robust knowledge of emergency department validation criteria
- Sound experience of breach and LOS criteria
- Experience in supporting an application road map
- Support of systems within a complex IT infrastructure
- Demonstrate evidence of sound Administration Budget Management
- Good understanding of current performance targets
- Ability to analyse and interpret management and patient information and make recommendation to others
Desirable
- Change management experience
- Project management experience
- Business Plan Development
- Recruitment and selection experience
- Previous PA experience
- Audio typing
- In-depth and expert knowledge of the FirstNet system
- Knowledge of Medical terminology
Skills & Abilities
Essential
- Able to prioritise work under pressure using own initiative, with effective use of time and resources to meet challenging deadlines.
- Able to communicate effectively, orally and in writing
- Able to develop and train staff in aspects relating to role.
- Able to give attention to detail, maintaining high standards in all tasks undertaken.
- Good organisational skills
- Excellent problem solving and analysis skills
- Able to develop policies and procedures and other written documents to a high standard.
- Ability to effectively manage change
Desirable
- Supporting projects with particular focus on application upgrades implementations, including handover to support.
Personal Qualities
Essential
- Committed to continuing personal development
- Team player
- To have personal initiative and drive
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.
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).
Additional information
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.
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
West Suffolk NHS Foundation Trust
Address
West Suffolk Hospital NHS Foundation Trust
Hardwick Lane
Bury St Edmunds
IP33 2QZ
Employer's website
https://www.wsh.nhs.uk (Opens in a new tab)
