Administration Services Manager

Job responsibilities

Planning and Organisational Tasks:

The post holder will manage a complete administrative service including word processing, audio typing composition of letters, diary management, and appointments.

Prioritise incoming requests for support, using judgement, expertise ofspeciality and experience to decide on service priorities.

Maintain close working relationships between consultants, DirectorateManagement Teams and patients where appropriate.

Introduce and implement new practices to enhance service development.Developing protocols and procedures for improving clinicalsecretarial/administrative services.

Provide weekly and monthly planning reports to ensure cross cover supportarrangements are actively being monitored.

Develop office and administrative practices to continually improve services

Ensure compliance in relation to new policies including 18 week pathway,inter provider transfer documentation.

Manage staffing levels and workloads across specialities, to ensureperformance standards are met.

Responsibilities for Information Resources:

Communicate complex and sensitive information with a range of staff acrossthe organisation/organisations.

Maintain accurate, timely and legible records.

Maintain consistency with standards of patient care

Ensure contact with patients/relatives regarding non clinical advice, isprovided in a tactful and sensitive manner.

Record and input data onto databases and systems as requiredKnowledge and Experience

Use knowledge of administrative procedures and software programmes toimprove service efficiency and effectiveness

Exercise judgement when dealing with patient enquiries, analysing andresolving problems at source.

Recognise the effective utilisation of all appropriate development resourcesand opportunities.

Promote the ethos of continuous improvement.

Manage the 18 week/departmental pathways, within thesecretarial/administrative teams.

Manage areas of change within secretarial/administrative teams which willlead to improvements in quality and efficiency.

Support in the project management of changes that effectsecretarial/administrative teams.

Use knowledge to arrange meetings, set agenda, chair meetings and takeminutes.Responsibilities for Human Resources:

Be expected to provide day to day management to the secretarial/ administrative teams.

Conduct appraisals ensuring all staff have a Personal Development Plan.

Manage sickness absence for secretarial/administrative teams, taking action as appropriate.

Manage performance issues accordingly

Manage annual leave for secretarial/administrative teams

Undertake lead role in recruitment and selection of staff in accordance with Trust policies

Implement and communicate trust policies to the secretarial/ administrativeteams.

Responsibilities for Financial Resources:

Participate in ensuring the effective use of all financial resources providingand delivering the service.

Responsible for authorisation of flexi time sheets for secretarial/ administrativeteams

Manage ordering and delivery of goods and services forsecretarial/administrative teams

Research/Audit Responsibilities:

Develop internal departmental quality assurance measures to validate thequality of transcribed outputs.Undertake regular audits to ensure workloads are disseminated accordingly.

Responsibilities for Training:

Manage new staff induction

Facilitate 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 foradministration teams to ensure best fit within the services.Deliver high quality training, responsible for co-ordinating, planning and preparingtraining 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 training

Actively 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 training

To 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 thetraining programmes, including writing and implementing standardised procedural documents.

* Any other duties required by line manager

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

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 pos

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).