Radiology Administration Manager

Job responsibilities

The Administration Manager is responsible for promoting the vision and values of Worcestershire Acute Trust, leading by example and ensuring that they demonstrate those values in their leadership behaviours and how we support our teams and deliver our services. The Administration Manager is responsible for delivering the Trusts Strategy, within their area of responsibility.

The Administration Manager will have responsibilities to ensure the efficient operation of delivering all national and local waiting list targets and will work to facilitate communication across all teams involved with the booking of Radiology patients.

The Administration Manager will work with the Directorate Manager and Clinical service Manager to provide business and managerial support in order that the activity, quality and financial objectives of the Radiology services are successfully delivered

Dimensions:

This post has line management responsibility for administrative staff

Oversees stationery/office equipment orders and stock takes.

Key Responsibilities/duties:

To monitor performance against activity targets and other service objectives. To ensure that all national and locally agreed waiting times and booking targets are understood and met.

Develop, monitor and review any relevant performance linked procedures and guidelines.

Produce reports for Directorates/ relevant Trust areas to monitor performance against national and local clinical indicators.

To provide the Clinical Teams with information to assist in the management of services.

Ensure that patient activity is recorded accurately on the RIS Systems

Line-manage departmental admin team (HR and financial).

To monitor sickness/absence and annual leave for relevant staff group and where appropriate organise cover, following Directorate guidelines and within agreed budgets.

To support the Directorate Manager and Clinical service Manager in ensuring effective administrative organisational arrangements, including ensuring the day-to-day administration issues within the Directorate are managed appropriately.

Responsible for ensuring that the risk assessments, Health and Safety of clerical areas are completed.

SKILLS

Good Organisational skills

Able to use own initiative and deal with the unpredictable

Ability to work independently and as part of a team

Able to work under pressure and to multi-task

Good communication / customer care skills both written and verbal demonstrating sympathy and compassion

Good keyboard / IT skills

Good organisation skills and ability to multitask

Good time management skills

Ability to deal professionally with enquiries from staff, patients and visitors.

Excellent verbal communication and negotiating skills with the ability to influence and negotiate with all grades of staff.

Excellent prioritisation and organisational skills

Ability to manage conflicting situations in a constructive manner

Ability to work to challenging and tight deadlines

Able to demonstrate integrity and common sense

RESPONSIBILITIES

To monitor performance against activity targets and other service objectives

To ensure that all national and locally agreed waiting times and booking targets are understood and met. With particular emphasis on ensuring a maximum of 6 week median wait with overall responsibility for the validation process in the Department

Develop, monitor and review any relevant performance linked procedures and guidelines to ensure they are fit for purpose and lead on implementation of any required changes

To develop and produce reports from software systems for all aspects of patient pathways, including cancer waits, RTT, analyse and develop action plans where improvement is needed

Develop and produce reports on patient experience surveys, complaints reporting, interpret and report on results and develop actions plans where improvement is needed

You will be responsible for monitoring capacity and waiting lists and will be required to report any potential shortfalls in capacity early to the Directorate Manager and to assist in resolving operational issues affecting capacity or demand working with colleagues across other services as required

To ensure there are robust waiting list processes in place for the management of 6 week and Cancer PTLs

To monitor sickness/absence and annual leave for relevant staff group and where appropriate organise cover, following Directorate guidelines and within agreed budgets

To support the Directorate Manager in ensuring effective administrative organisational arrangements are in place within the team including ensuring the day-to-day administration issues within the team are managed appropriately

Responsible for all aspects of the recruitment and selection process of new administration team members. Responsible for sickness absence management, resolving complex HR issues, staff appraisals etc., within the team, this includes identifying Personal Development Plans and supporting their delivery.

Responsible for data input for payroll, ensuring that data is added correctly and timely to enable accurate payments to staff.

Responsible for the booking of administration NHSP shifts and authorisation of payment.

Responsible for data quality and timeliness of the inputting of accurate patient information into relevant computer software to strict timescales. Ensuring accurate reporting systems and processes are in place, ensuring activity trends are recorded.

Identify areas for improvement and new ways of working, providing better quality of care and service to patients

Ensuring complaints and incidents, particularly those pertaining to administrative processes of your team are investigated in line with Trust procedures and co-ordinate responses with appropriate staff included

Deliver Team Brief to administration teams and ensure all staff groups are appropriately briefed

Responsible for building and maintaining relationships with key stakeholders within areas of responsibility

To provide the Clinical Teams with information to assist in the management of services. To work with clinical staff and staff in the service to ensure that patient activity is recorded accurately on the Patient Administration Systems.

Responsible for using complex judgement and analytical skills when dealing with staff problems/issues, interpreting a range of options and making a decision on findings

Ensure effective and efficient delivery of service by reacting and responding to day to day situations as they arise

Frequent requirement for concentration where work pattern is unpredictable within the department. Often having to stop certain tasks several times a day to deal with situations that occur as and when within the department

Responsible for regular risk assessments and ensuring adherence to Caldicott and Data Protection principles and the importance of patient confidentiality at all times are adhered to

The post holder will undertake other duties as may be required to achieve the Trusts objectives, commensurate with the grading of the post.

MANAGEMENT , SUPERVISORY, TEACHING, TRAINING RESPONSIBILITIES

To ensure all Trust policies are adhered to.

To provide a comprehensive induction to all new administration staff, ensuring that all policies are shared and understood.

To provide training requirements and that these are fully supported with clear documentation.

To be a RIS Superuser and support training within the department and for users external to the department.

To develop RIS training documentation and ensure this is reviewed and updated in line with any process changes.

To amend errors made in RIS, ensuring the data is accurate.

To ensure all booking templates accurately reflect the service requirements

To directly line manage staff within the Administration teams. This includes the management of sickness absence, annual appraisal, disciplinary and grievance concerns.

To provide day to day management support within the assigned service areas, ensuring staff are able to contribute effectively to the achievement of objectives and targets.

Ensure consistently high quality care through a culture of effective teamwork and patient focus and through the empowerment of all direct reports.

Embedding a culture and performance management system which ensures that all staff comply with the Trusts policies on infection, prevention and control.

Experience

Essential

• Previous NHS management
• experience
• Previous experience of working to
• NHS key performance and national
• standards
• Experience in handling confidential
• information
• Experience of working in a patient
• care setting or customer facing
• environment and dealing with highly
• sensitive situations
• Experience in managing waiting lists
• and designing and implementing
• mitigating actions as required
• Previous line management experience
• of staff
• Working Knowledge of waiting list
• systems.
• Experience of monitoring and
• managing waiting lists, waiting times
• and targets.
• Experience in staff management to
• include appraisals, sickness
• management, recruitment, HR policies
• Experience of managing conflicting
• workloads and priorities
• Experience of analysing and solving IT
• problems and analysing complex
• sensitive data and providing reports
• Experience working with a multidisciplinary team
• Experience of leading and achieving
• change in a complex environment.
• Experience of assisting service
• planning taking into account finance,
• manpower, equipment and
• organisational factors

Desirable

• Experience in Radiology services
• Experience of working to NHS key
• performance and national
• standards.
• Knowledge of Radiology services
• Experience of managing Radiology
• IT systems
• Previous experience with ICE and
• CRIS systems

Personal Attributes

Essential

• Excellent verbal and written
• communication skills.
• Application Form.
• Interview.
• References.
• Flexible and adaptable.
• Ability to work under own initiative and
• part of a team.
• Ability to prioritise conflicting workloads
• and escalate potential issues/risks
• appropriately
• Reliable and punctual
• Self-awareness in terms of
• assessing own knowledge and
• competence and understanding own
• boundaries
• Self-awareness in terms of
• recognising the impact of their
• behaviour towards others
• Able to present a professional
• image appropriate to the working
• environment
• Self-motivated with a high drive for
• completion
• Committed
• Enthusiastic
• Ability to cope with stress
• Team worker

Knowledge and skills

Essential

• Knowledge of National NHS targets
• Diagnostic
• RTT
• Cancer
• Ability to build and develop good
• working relationships across a range of
• organisations
• Ability to influence/ persuade others
• with a positive approach and respect
• for work colleagues
• Ability to communicate effectively and
• demonstrate excellent
• Knowledge of NHS policy
• Ability to work independently and
• manage a complex workload
• Ability to analyse and interpret highly
• complex data and prepare written
• reports, exercising judgement on data
• requiring escalation
• Evidence ability to communicate
• clearly, professionally and effectively
• under complex and difficult situations
• with a wide range of stakeholders
• In-depth working knowledge of
• Microsoft Office.

Desirable

• Knowledge of NHS IT systems.

Qualifications

Essential

• Good general level of education
• including core subjects at GCSE
• grades A C or equivalent
• Degree or equivalent professional
• management qualification, or working towards
• Further management training
• and/or relevant managerial
• experience to post graduate
• diploma level