Job summary
The Emergency Department based at Whiston Hospital is looking for an enthusiastic and self-motivated member of staff for an Administrator Supervisor role.
The post holder will be responsible for ensuring the smooth day to day running of the office environment by providing comprehensive, efficient and high quality administrative and leadership services.
This will involve working closely with the Non-Clinical services manager, deputising in their absence, prioritising and organising the workload distribution for the Administration, clinical coding and housekeeping teams.
This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation.
Interviews will be week commencing 27th November 2023. Date TBC
Main duties of the job
- Act as an effective and professional role model for all Administration and Housekeeping staff
- To communicate clearly, professionally, and effectively with the multidisciplinary team, senior management, patients and with external agencies.
- Work in conjunction with the Administration Team Leader and Key Trainers in the formulation and delivery of induction and training of all new staff.
- Supervise the daily/weekly workloads to ensure those workloads are distributed according to urgency whilst maintaining timescales.
- To be conversant with all the functions of the Careflow EPR, One Response systems in relation to the booking-in, admission and discharge of patients and updating of patient demographic details.
- Use developed communication skills to deal with patient concerns or complaints with empathy and understanding, finding a solution that assures the patient.
- Ensure sickness/absence and annual leave for all administration staff (including Data Quality) and housekeeping staff is reported and managed in line with Trust Policy.
- Carry out return to work interviews, escalating trigger points in line with the Attendance Management Policy, keeping HR advisor and the absence support team updated.
- Meet regularly with Non-Clinical Services Manager to discuss any performance issues with staff that require managing and refer any formal conduct / behavioural issues.
Additional main duties of the job can be see below and in the Job Description
About us
The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.
From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.
The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.
The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.
Our Vision is to deliver 5 Star Patient Care:
- CAREthat is evidence based, high quality and compassionate
- SAFETY that is of the highest standards
- COMMUNICATION that is open, inclusive and respectful
- SYSTEMS that are efficient, patient centred and reliable
- PATHWAYS that are best practice and embedded, but also respect the individual needs of patients
Our achievements include:
- Trust rated Outstanding by CQC Inspection August 2018
- Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
- Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme
Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.
Job description
Job responsibilities
KEY DUTIES
- Act as an effective and professional role model for all Administration and Housekeeping staff
- To communicate clearly, professionally, and effectively with the multidisciplinary team, senior management, patients and with external agencies.
- Work in conjunction with the Administration Team Leader and Key Trainers in the formulation and delivery of induction and training of all new staff.
- Supervise the daily/weekly workloads to ensure those workloads are distributed according to urgency whilst maintaining timescales.
- To be conversant with all the functions of the Careflow EPR, One Response systems in relation to the booking-in, admission and discharge of patients and updating of patient demographic details.
- Use developed communication skills to deal with patient concerns or complaints with empathy and understanding, finding a solution that assures the patient.
- Ensure sickness/absence and annual leave for all administration staff (including Data Quality) and housekeeping staff is reported and managed in line with Trust Policy.
- Carry out return to work interviews, escalating trigger points in line with the Attendance Management Policy, keeping HR advisor and the absence support team updated.
- Meet regularly with Non-Clinical Services Manager to discuss any performance issues with staff that require managing and refer any formal conduct / behavioural issues.
- Meet regularly and engage with the admin team, through monthly meetings and one to one meeting.
- Deputise for the non-clinical services manager in the management and ordering of all stock, ensuring the department can function smoothly.
- Undertake appraisal and performance reviews and escalate any issues to the Non-Clinical Services Manager, ensuring dates are recorded on the ESR System.
- Carry out any systems training, and development needs that are required for team members.
- Ensure all staff are compliant with Trust Mandatory Training and that the dates are recorded on the ESR System.
- To take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.
- Inform the Non-Clinical Services Manager of any staff requesting a revision of contractual changes, i.e. request of change in days/hours or resignation, therefore enable to correct paperwork to be completed.
- To complete regular Quality Audits of electronic data generated within the Emergency Department to ensure that high level of quality is being adhered to and ensure that information is accurate.
- Work with Non-Clinical Service Manager to review working practices, ways of working and identify solutions to problems.
- To ensure all HR policies are communicated widely and implemented.
- Implements general Trust policies within the administrative teams.
- Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
- Deal appropriately with concerns from staff in line with Trust policy.
- Any other duties required by Line Manager
- Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust; this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
- Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse, or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Job description
Job responsibilities
KEY DUTIES
- Act as an effective and professional role model for all Administration and Housekeeping staff
- To communicate clearly, professionally, and effectively with the multidisciplinary team, senior management, patients and with external agencies.
- Work in conjunction with the Administration Team Leader and Key Trainers in the formulation and delivery of induction and training of all new staff.
- Supervise the daily/weekly workloads to ensure those workloads are distributed according to urgency whilst maintaining timescales.
- To be conversant with all the functions of the Careflow EPR, One Response systems in relation to the booking-in, admission and discharge of patients and updating of patient demographic details.
- Use developed communication skills to deal with patient concerns or complaints with empathy and understanding, finding a solution that assures the patient.
- Ensure sickness/absence and annual leave for all administration staff (including Data Quality) and housekeeping staff is reported and managed in line with Trust Policy.
- Carry out return to work interviews, escalating trigger points in line with the Attendance Management Policy, keeping HR advisor and the absence support team updated.
- Meet regularly with Non-Clinical Services Manager to discuss any performance issues with staff that require managing and refer any formal conduct / behavioural issues.
- Meet regularly and engage with the admin team, through monthly meetings and one to one meeting.
- Deputise for the non-clinical services manager in the management and ordering of all stock, ensuring the department can function smoothly.
- Undertake appraisal and performance reviews and escalate any issues to the Non-Clinical Services Manager, ensuring dates are recorded on the ESR System.
- Carry out any systems training, and development needs that are required for team members.
- Ensure all staff are compliant with Trust Mandatory Training and that the dates are recorded on the ESR System.
- To take notes/minutes of clinical and administrative meetings as required by the team and to take forward actions arising from the notes/minutes.
- Inform the Non-Clinical Services Manager of any staff requesting a revision of contractual changes, i.e. request of change in days/hours or resignation, therefore enable to correct paperwork to be completed.
- To complete regular Quality Audits of electronic data generated within the Emergency Department to ensure that high level of quality is being adhered to and ensure that information is accurate.
- Work with Non-Clinical Service Manager to review working practices, ways of working and identify solutions to problems.
- To ensure all HR policies are communicated widely and implemented.
- Implements general Trust policies within the administrative teams.
- Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.
- Deal appropriately with concerns from staff in line with Trust policy.
- Any other duties required by Line Manager
- Comply with Trust Safeguarding Children Policy and standard operating procedures to safeguard vulnerable children up to 18 years throughout the Trust; this includes the Protocol for Children who Do Not Attend Clinics, fulfilling your role as defined in these documents.
- Liaise with all relevant professionals (Police, Social Services) in relation to safeguarding work undertaken by your consultant. Type any medical reports for child protection cases as requested by the Consultant, nurse, or junior medical staff. Arrange multi-professional meetings regarding child protection/child in need cases. Minute multi-professional meetings as necessary.
- Know about the Trusts local policies/procedures.
- Understand the importance of sharing information, how it can help and the dangers of not sharing information.
- Be able to recognise signs of child abuse as this relates to their role. e.g. observe inappropriate parenting, an unusually quiet and withdrawn child etc.
- Be able to seek advice and report concerns, ensuring that they are listened to.
Person Specification
Qualifications
Essential
- Educated to GCSE Level A-C or Equivalent qualification
- IT Related Qualification
- Relevant NVQ Level 3 qualification or equivalent experience
Knowledge & Experience
Essential
- Previous experience of supervising and motivating a team
- Experience Managing staff including sickness/absence /Performance concerns
- Microsoft Office Products Experience
- 2 years' experience in a similar role or equivalent knowledge
- Experience of working within the General Data protection Regulations 2018 and Information Governance
Desirable
- Knowledge of Hospital IT systems
- Good understanding of Medical Terminology
Skills
Essential
- Excellent IT Skills with an understanding of Excel databases, Reporting and Information management
- Ability to maintain, control and manage difficult/sensitive situations
- Excellent organisational and Time Management skills
- Ability to communicate professionally at all levels
- Ability to organise and prioritise workloads effectively
- Ability to maintain computerised and manual documentation systems
- Ability to use initiative to solve problems, respond to new challenges and work independently
- Self-motivated and able to work with limited supervision
- Capability to adapt to most situations
- Reliable and conscientious
- Flexible approach to hours and conditions
Other
Essential
- Ability to travel across hospital sites when required
- Ability to show understanding and appreciation
- Ability to always comply with Trust policies and procedures
- Ability and willingness to undergo further training for the post
- Possess a friendly and Caring and approachable personality
Person Specification
Qualifications
Essential
- Educated to GCSE Level A-C or Equivalent qualification
- IT Related Qualification
- Relevant NVQ Level 3 qualification or equivalent experience
Knowledge & Experience
Essential
- Previous experience of supervising and motivating a team
- Experience Managing staff including sickness/absence /Performance concerns
- Microsoft Office Products Experience
- 2 years' experience in a similar role or equivalent knowledge
- Experience of working within the General Data protection Regulations 2018 and Information Governance
Desirable
- Knowledge of Hospital IT systems
- Good understanding of Medical Terminology
Skills
Essential
- Excellent IT Skills with an understanding of Excel databases, Reporting and Information management
- Ability to maintain, control and manage difficult/sensitive situations
- Excellent organisational and Time Management skills
- Ability to communicate professionally at all levels
- Ability to organise and prioritise workloads effectively
- Ability to maintain computerised and manual documentation systems
- Ability to use initiative to solve problems, respond to new challenges and work independently
- Self-motivated and able to work with limited supervision
- Capability to adapt to most situations
- Reliable and conscientious
- Flexible approach to hours and conditions
Other
Essential
- Ability to travel across hospital sites when required
- Ability to show understanding and appreciation
- Ability to always comply with Trust policies and procedures
- Ability and willingness to undergo further training for the post
- Possess a friendly and Caring and approachable personality
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.
