Job summary
An opportunity has arisen for permanent Administration Manager to join our Imaging management team at UHL. The post will be based at the Glenfield hospital
We are looking to recruit an individual who wants to develop their management skills, is patient focused, enthusiastic and hard working with good attention to detail. As detailed further in the job description, you will be responsible for the operational running of imaging administration services on the site and the line manager to a large administration team of service coordinators.
You will need to ensure performance targets are met, staff appraisals are undertaken and sickness/absence is managed in line with trust policy. You will work closely with the Service, General and Clinical Managers to help deliver the imaging diagnostics (DM01), RTT & cancer targets.
Main duties of the job
You may be required to work in other designated locations of the Trust as well as your primary base. In particular, flexibility is required across the three main hospital sites (Leicester Royal Infirmary, Leicester General Hospital and Glenfield Hospital). If your initial location is one of these sites excess travel reimbursement would not apply for a permanent or temporary change of base.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust (leicestershospitals.nhs.uk)
Job description
Job responsibilities
The post holder is responsible for the operational management of specialty / department administrative staff on an ongoing basis, supervising staff across site where applicable. They are required to facilitate the continuous provision of a high quality administrative support to healthcare professionals of all grades and disciplines, service users and CMG management.
The post holder is required to provide leadership, direction and support to admin staff, whilst developing effective working relationships, efficient practices and a motivated workforce. They have delegated responsibility for the management of outpatient, elective and diagnostic waiting lists, supporting the Service / General Manager in ensuring on going compliance with national and local waiting times targets at all times. The post holder exercises significant responsibilities for data quality and supports CMG management in delivery of commissioned activity.
The post holder further functions as the expert resource and first point of contact on all matters relating to administration within their specialty / department, including development of local practice and implementation of Trust policy. They ensure admin staff are compliant with all Trust policy and procedures. The post holder is expected to place patients, relatives and their carers at the centre of service delivery. The post holder will ensure effective liaison with all internal and external parties. They will:
- Responsible for workload planning and delegation on a continuous basis, ensuring equity of distribution between admin team members. Formulate, present and implement actions plans to resolve workload inequalities generated through service developments / changes to work practice.
- Manage staffs annual leave, sickness absence and time owing in accordance with Trust policy. Develop and implement effective monitoring systems and ensure all records and staff files are accurately maintained. Complete manpower returns as required by the Trust
- Manage effectively short / long-term staff absence ensuring ongoing maintenance of a high quality administrative service at all times
-
Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Operational / Service Manager in a timely manner.
Job description
Job responsibilities
The post holder is responsible for the operational management of specialty / department administrative staff on an ongoing basis, supervising staff across site where applicable. They are required to facilitate the continuous provision of a high quality administrative support to healthcare professionals of all grades and disciplines, service users and CMG management.
The post holder is required to provide leadership, direction and support to admin staff, whilst developing effective working relationships, efficient practices and a motivated workforce. They have delegated responsibility for the management of outpatient, elective and diagnostic waiting lists, supporting the Service / General Manager in ensuring on going compliance with national and local waiting times targets at all times. The post holder exercises significant responsibilities for data quality and supports CMG management in delivery of commissioned activity.
The post holder further functions as the expert resource and first point of contact on all matters relating to administration within their specialty / department, including development of local practice and implementation of Trust policy. They ensure admin staff are compliant with all Trust policy and procedures. The post holder is expected to place patients, relatives and their carers at the centre of service delivery. The post holder will ensure effective liaison with all internal and external parties. They will:
- Responsible for workload planning and delegation on a continuous basis, ensuring equity of distribution between admin team members. Formulate, present and implement actions plans to resolve workload inequalities generated through service developments / changes to work practice.
- Manage staffs annual leave, sickness absence and time owing in accordance with Trust policy. Develop and implement effective monitoring systems and ensure all records and staff files are accurately maintained. Complete manpower returns as required by the Trust
- Manage effectively short / long-term staff absence ensuring ongoing maintenance of a high quality administrative service at all times
-
Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Operational / Service Manager in a timely manner.
Person Specification
Experience
Essential
- Waiting list management/administration/eRS
- Minimum of 3 years in an administrative or clerical role
- High level of computer literacy with extensive use of Microsoft packages including word, excel and outlook applications
- Knowledge and understanding of hospital systems i.e. HISS or other patient record systems
Desirable
- Previous staff supervisory/managerial within the NHS, including evidence of achievement
Training & Qualifications
Essential
- Degree Level or equivalent
- GCSE in English and Maths or equivalent
- Training in the use of Microsoft Office Applications
Desirable
- Supervisory/Management Qualifications
Skills/Ability
Essential
- Ability to input and extrapolate complex data
- Excellent customer care skills
- Ability to determine/prioritise own/others workload and forward plan effectively
Desirable
- Team building and conflict resolution
Person Specification
Experience
Essential
- Waiting list management/administration/eRS
- Minimum of 3 years in an administrative or clerical role
- High level of computer literacy with extensive use of Microsoft packages including word, excel and outlook applications
- Knowledge and understanding of hospital systems i.e. HISS or other patient record systems
Desirable
- Previous staff supervisory/managerial within the NHS, including evidence of achievement
Training & Qualifications
Essential
- Degree Level or equivalent
- GCSE in English and Maths or equivalent
- Training in the use of Microsoft Office Applications
Desirable
- Supervisory/Management Qualifications
Skills/Ability
Essential
- Ability to input and extrapolate complex data
- Excellent customer care skills
- Ability to determine/prioritise own/others workload and forward plan effectively
Desirable
- Team building and conflict resolution
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).
