Job summary
This is an exciting management role, overseeing the admin services within Therapy Services which are essential to the running of clinical services and adherence to financial objectives. They post will manage and oversee the site administrators responsible. They will also work directly with the Operational Manager, supporting procurement and budget management, Quality Assurance, undertaking risk, incident and patient feedback management and audits, the results of which will be included in high level reporting.
Main duties of the job
To support the therapy Operational Management in ensuring the adherence to financial objectives and the Trust's quality agenda. Ensurecompliance to mandatory training and appraisal, complaints and other quality measures, including standardised process design and implementation and providing advice on local and Trust policies.
The post will take overall responsibility for the day to day office management, oversee service administration team, responsible for stock management, procurement while keeping in budget, personal filing and clinical rotas; to ensure provision of a high quality of service to patients and staff including maintaining set quality standards of performance. To be responsible for the recruitment, supervision, training and appraisal of administrative staff.
The role will require a high degree of organisational skills and administrative experience as they will be responsible for managing and prioritising own workload and using own initiative. The post holder will often be the first point of contact for procurement and patient experience concerns and will require clear communication and liaison skills. They will require excellent communication skills in order to organise and facilitate meetings with clinical and non-clinical teams to formulate service changes from learning, updates on legislation, policies and procedures.
About us
We are one of the largest hospital trusts in England, with five hospitals and community clinics serving a local population of around 800,000 people. Our vision is 'great healthcare from great people'. Everything we do is guided by our values: 'People feel cared for, safe, respected and confident that we are making a difference'. We have a new way of working at East Kent Hospitals, called 'We care'. It's about empowering frontline staff to lead improvements day-to-day. We're looking for compassionate people to be part of our improvement journey for the patients, families and carers we care for every day.
Job description
Job responsibilities
The individual will manage the procurement process related to Continued Professional Development, consumables and facilities, ensuring service delivery within a budget.
Ensure compliance to feedback and access to record response times and adherence to CQC and NS national guidance. As well as, compliance to mandatory training, appraisals, risk review and datix closure KPIs.
They will undertake surveys and audits to test efficiency and effectiveness of procedures in the workplace and will require key problem solving and analytical skills.
The post holder will need to manage conflicting priorities. The post holder should be flexible and adaptable to meet the changing needs of the Trust and Therapy Service.
The post holder will require qualities of diplomacy, discretion and courtesy in this very varied post. They will have frequent exposure to highly emotional or distressing circumstances including both clinical situations and management situations e.g. contact with distressed patients and relatives through feedback management.
They will directly manage the administration teams in therapy services across all hospital sites, with the aim to positively impact staff retention, job satisfaction, personal development and performance improvement.
They require excellent communication skills. It is essential they foster good relationships will all colleagues within the department, with the care group triumvirate, corporate complaints team, patients and their carers and some external suppliers and stakeholders.
Job description
Job responsibilities
The individual will manage the procurement process related to Continued Professional Development, consumables and facilities, ensuring service delivery within a budget.
Ensure compliance to feedback and access to record response times and adherence to CQC and NS national guidance. As well as, compliance to mandatory training, appraisals, risk review and datix closure KPIs.
They will undertake surveys and audits to test efficiency and effectiveness of procedures in the workplace and will require key problem solving and analytical skills.
The post holder will need to manage conflicting priorities. The post holder should be flexible and adaptable to meet the changing needs of the Trust and Therapy Service.
The post holder will require qualities of diplomacy, discretion and courtesy in this very varied post. They will have frequent exposure to highly emotional or distressing circumstances including both clinical situations and management situations e.g. contact with distressed patients and relatives through feedback management.
They will directly manage the administration teams in therapy services across all hospital sites, with the aim to positively impact staff retention, job satisfaction, personal development and performance improvement.
They require excellent communication skills. It is essential they foster good relationships will all colleagues within the department, with the care group triumvirate, corporate complaints team, patients and their carers and some external suppliers and stakeholders.
Person Specification
Qualifications
Essential
- Degree level education or relevant management qualification or experience.
Desirable
- Minute taking training
- Willing to learn and work towards further administrative qualifications
Skills and Expierience
Essential
- Experience working in a busy admin environment.
- Experience of customer facing roles. Ability to recognise and manage conflict
- Experience of managing, investigating and responding to complaints
- Experience of data collation and presentation
- Competent IT skills including Microsoft packages, keyboard skills RSA level 2 or equivalent Ability to communicate clearly - written and verbal
- Accuracy - pays attention to detail
- Ability to work under pressure whilst maintaining a high level of customer service
Desirable
- Knowledge of NHS systems and Trust computerised systems such as Sunrise, PAS and Datix
- Working in and for a team
- To develop new skills and contribute to the improvement of the service provided.
- Understanding of NHS Complaints Procedures
Governance
Essential
- To have an open and honest attitude to incident reporting and risk management
Desirable
- Understanding of Duty of Candour
- Experience with Datix, the Trust's incident reporting system
Personal/professional attributes
Essential
- Upholds and models the Trust values
- Confident, assertive, reliable and responsible.
- Polite, respectful and friendly. Calm, sensitive and empathic disposition.
- Good time management and organisational skills.
- Able to use and take initiative to seek additional work to assist the team as a whole
Person Specification
Qualifications
Essential
- Degree level education or relevant management qualification or experience.
Desirable
- Minute taking training
- Willing to learn and work towards further administrative qualifications
Skills and Expierience
Essential
- Experience working in a busy admin environment.
- Experience of customer facing roles. Ability to recognise and manage conflict
- Experience of managing, investigating and responding to complaints
- Experience of data collation and presentation
- Competent IT skills including Microsoft packages, keyboard skills RSA level 2 or equivalent Ability to communicate clearly - written and verbal
- Accuracy - pays attention to detail
- Ability to work under pressure whilst maintaining a high level of customer service
Desirable
- Knowledge of NHS systems and Trust computerised systems such as Sunrise, PAS and Datix
- Working in and for a team
- To develop new skills and contribute to the improvement of the service provided.
- Understanding of NHS Complaints Procedures
Governance
Essential
- To have an open and honest attitude to incident reporting and risk management
Desirable
- Understanding of Duty of Candour
- Experience with Datix, the Trust's incident reporting system
Personal/professional attributes
Essential
- Upholds and models the Trust values
- Confident, assertive, reliable and responsible.
- Polite, respectful and friendly. Calm, sensitive and empathic disposition.
- Good time management and organisational skills.
- Able to use and take initiative to seek additional work to assist the team as a whole
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
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).
UK Registration
Applicants must have current UK professional registration. For further information please see
NHS Careers website (opens in a new window).
