Job summary
The successful post holder
will be involved with the day to day running of the community 0-19 services
directorate across Warrington and Halton, based at Orford Jubilee Park. The successful
candidate will be responsible for ensuring the effective delivery of clinical
services and managing all aspects of the supporting administrative teams across
Warrington and Halton boroughs
Main duties of the job
The main duties and responsibilities of the post are :
Staff Management
- To coordinate, delegate and supervise staff on a day to day basis to maintain an administrative service, both on the front line and within administrative teams within clinical service and to ensure Administrative staff are managed effectively. Liaising with all Admin Team Leaders to effectively manage capacity and demand issues across all administrative locations and disciplines to ensure that service provision is met whilst maintaining safe practices
- To ensure effective communication and information systems are in place for all administrative staff.
- To be responsible for ensuring Clinic / Health Centres are staffed, to enable multi- disciplinary teams / members of the public access to the building during core hours.
- To assist with development and delivery of a standardised training programme for all Administrative staff.
About us
Flexible working will be considered for all roles.
Unfortunately, we do not hold a sponsor licence for working Visas.
At Bridgewater, our PEOPLE values shape how we deliver our
NHS services in your local community.
They help us deliver our mission to improve local health and
promote wellbeing in the communities we serve.
After all, values are about people and they were
created in partnership with our staff to reflect what they felt was important
to them
Here at Bridgewater our shared values flow through the organisation.
P- Person-centred-We are passionate about individual needs and
promote independence in the healthcare we provide..
E- Empowered- We empower our people and encourage new ideas to deliver and create improvements in community care.
O- Open and Honest -We behave in a way that develops relationships
based on trust, openness, honesty and respect.
P- Professional-We support our people, so everyone has the right
skills and training to deliver outstanding patient care.
L- Locally Lead -We are always learning about our communities and
show great pride in being a local provider of health and care.
E- Efficient -We use our resources wisely to provide
sustainable and value for money healthcare for our patients.
Job description
Job responsibilities
- To coordinate, delegate and supervise staff on a day to day basis to maintain an administrative service, both on the front line and within administrative teams within clinical service and to ensure Administrative staff are managed effectively. Liaising with all Admin Team Leaders to effectively manage capacity and demand issues across all administrative locations and disciplines to ensure that service provision is met whilst maintaining safe practices
- As part of the supervision process, to identify and support staff training and undertake Individual Personal Appraisals and Personal Development Plans and Reviews for subordinate staff.
- To be able to communicate effectively with administrative staff, clinical staff and external partners and agencies.
- To ensure financial procedures i.e. Petty Cash / Stamp Imprest at individual community premises are implemented.
- To ensure that any actions relating to administrative services within Audit reports or Health and Safety inspections are undertaken within agreed timescales and report any that cannot be met within agreed timescale through the risk register.
- To interrogate information of patient waiting times. To interrogate waiting lists to identify any patients who may not be seen within designated timescales. To verify information and liaise with admin staff and service team leaders, clinicians or consultants to ensure that there are minimal, if any, breaches to waiting time targets.
Full job description embedded
Performance and appraisals
- As part of the supervision process, to identify and support staff training and undertake Individual Personal Appraisals and Personal Development Plans and Reviews for subordinate staff.
- To undertake first formal stage of capability/disciplinary and management of attendance interviews in conjunction with Human Resources department and support staff through these procedures.
- To ensure that all staff undertake mandatory and statutory training in given timescales and that this is monitored on a monthly basis.
Recruitment
- To be responsible for the recruitment and selection of Administrative vacancies, including preparing Vacancy authorisation forms, advertising and shortlisting, arranging interview panel and venue, devising questions and interview format. To provide all necessary documentation at and prior to interview. To complete all necessary documentation on completion of interview contacting successful and unsuccessful applicants, ensuring all suitable references have been received.
Sickness Absence / Annual Leave
- To arrange cover at staff base where necessary ensuring smooth running of the facility and services.
- To be responsible for the monitoring of staff sickness / absence in line with Trust policy.
- To authorise / refuse annual leave or special leave where necessary, always considering staff levels to ensure smooth running of the facility. Recording of such leave.
Communication
- To be able to communicate effectively with administrative staff, clinical staff and external partners and agencies.
- To liaise with medical staff, managers, health professionals and members of the public regarding matters relating to health services. To communicate with external agencies, such as Police, schools, social care and other partner agencies as required.
- To organise and hold regular site meetings so that any operational issues can be raised, discussed, agreed and any actions taken to resolve such issues.
Finance
In line with the Trusts Standard Financial Instructions:
- To ensure financial procedures i.e. Petty Cash / Stamp Imprest at individual community premises are implemented.
- To be responsible for authorisation and recording of Petty Cash and Postage Stamp re-imbursements and staff mileage claims.
- To understand Payroll process and notify payroll of any changes to pay/conditions of employment using the correct Trust forms
- To have an understanding of budgetary controls within admin service and to assist the Admin Manager in working towards reaching financial balance.
Audit
- To ensure that any actions relating to administrative services within Audit reports or Health and Safety inspections are undertaken within agreed timescales and report any that cannot be met within agreed timescale through the risk register.
Access Policy and Waiting time Targets
- To interrogate information of patient waiting times. To interrogate waiting lists to identify any patients who may not be seen within designated timescales. To verify information and liaise with admin staff and service team leaders, clinicians or consultants to ensure that there are minimal, if any, breaches to waiting time targets.
- To work with admin staff and clinical teams to ensure compliance with the access policy, thus ensuring optimum slot utilisation for appointments.
This is an extremely busy department which would suit a candidate who enjoys working in a demanding and fast paced environment.
Job description
Job responsibilities
- To coordinate, delegate and supervise staff on a day to day basis to maintain an administrative service, both on the front line and within administrative teams within clinical service and to ensure Administrative staff are managed effectively. Liaising with all Admin Team Leaders to effectively manage capacity and demand issues across all administrative locations and disciplines to ensure that service provision is met whilst maintaining safe practices
- As part of the supervision process, to identify and support staff training and undertake Individual Personal Appraisals and Personal Development Plans and Reviews for subordinate staff.
- To be able to communicate effectively with administrative staff, clinical staff and external partners and agencies.
- To ensure financial procedures i.e. Petty Cash / Stamp Imprest at individual community premises are implemented.
- To ensure that any actions relating to administrative services within Audit reports or Health and Safety inspections are undertaken within agreed timescales and report any that cannot be met within agreed timescale through the risk register.
- To interrogate information of patient waiting times. To interrogate waiting lists to identify any patients who may not be seen within designated timescales. To verify information and liaise with admin staff and service team leaders, clinicians or consultants to ensure that there are minimal, if any, breaches to waiting time targets.
Full job description embedded
Performance and appraisals
- As part of the supervision process, to identify and support staff training and undertake Individual Personal Appraisals and Personal Development Plans and Reviews for subordinate staff.
- To undertake first formal stage of capability/disciplinary and management of attendance interviews in conjunction with Human Resources department and support staff through these procedures.
- To ensure that all staff undertake mandatory and statutory training in given timescales and that this is monitored on a monthly basis.
Recruitment
- To be responsible for the recruitment and selection of Administrative vacancies, including preparing Vacancy authorisation forms, advertising and shortlisting, arranging interview panel and venue, devising questions and interview format. To provide all necessary documentation at and prior to interview. To complete all necessary documentation on completion of interview contacting successful and unsuccessful applicants, ensuring all suitable references have been received.
Sickness Absence / Annual Leave
- To arrange cover at staff base where necessary ensuring smooth running of the facility and services.
- To be responsible for the monitoring of staff sickness / absence in line with Trust policy.
- To authorise / refuse annual leave or special leave where necessary, always considering staff levels to ensure smooth running of the facility. Recording of such leave.
Communication
- To be able to communicate effectively with administrative staff, clinical staff and external partners and agencies.
- To liaise with medical staff, managers, health professionals and members of the public regarding matters relating to health services. To communicate with external agencies, such as Police, schools, social care and other partner agencies as required.
- To organise and hold regular site meetings so that any operational issues can be raised, discussed, agreed and any actions taken to resolve such issues.
Finance
In line with the Trusts Standard Financial Instructions:
- To ensure financial procedures i.e. Petty Cash / Stamp Imprest at individual community premises are implemented.
- To be responsible for authorisation and recording of Petty Cash and Postage Stamp re-imbursements and staff mileage claims.
- To understand Payroll process and notify payroll of any changes to pay/conditions of employment using the correct Trust forms
- To have an understanding of budgetary controls within admin service and to assist the Admin Manager in working towards reaching financial balance.
Audit
- To ensure that any actions relating to administrative services within Audit reports or Health and Safety inspections are undertaken within agreed timescales and report any that cannot be met within agreed timescale through the risk register.
Access Policy and Waiting time Targets
- To interrogate information of patient waiting times. To interrogate waiting lists to identify any patients who may not be seen within designated timescales. To verify information and liaise with admin staff and service team leaders, clinicians or consultants to ensure that there are minimal, if any, breaches to waiting time targets.
- To work with admin staff and clinical teams to ensure compliance with the access policy, thus ensuring optimum slot utilisation for appointments.
This is an extremely busy department which would suit a candidate who enjoys working in a demanding and fast paced environment.
Person Specification
Qualifications
Essential
- A degree or proven equivalent administrative experience
- HNC Business or evidence of equivalent management based courses/
- qualifications in post
Desirable
- Training qualification
- Evidence of ongoing personal development
- NVQIII in Business admin/finance or equivalent
Experience
Essential
- To demonstrate experience of working within a health or social care service and possess working knowledge of procedures
- A minimum of 5 years experience of working within an admin and clerical field
- proven minimum of 3 years Team management experience
- Project management experience
- Advanced computer literacy
- Experience of implementing computerised systems
- Experience of handling multi faceted situations where this will be complex, serious and there may be barriers to communication
Desirable
- Experience of training
- Experience of working within an IT focussed department, understanding data input and reporting mechanisms
Skills & Attributes
Essential
- Knowledge of the structure and organisation of the NHS
- An understanding of operational issues within community health premises
- Excellent Keyboard skills
- Ability to work to and meet deadlines
- Ability to communicate effectively with staff and management and with external partners and agencies
- Excellent verbal and written communication skills
- Ability to organise and prioritise workload
- Planning and organisational skills
- Ability to motivate others and be proactive in the management of change
Job Specific Requirements
Essential
- The ability to travel independently across the Trust
- Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made
- Excellent interpersonal skills.
- Self-motivated with a flexible approach to work
- Ability to work unsupervised and use own initiative
- Ability to make instant decisions
- Ability to work under pressure
- Ability to work with a range of professionals
- Ability to work flexibly according to service needs
Desirable
Sponsorship
Essential
- Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable), please state this on your application form.
Relations
Essential
- If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship in your application form.
Person Specification
Qualifications
Essential
- A degree or proven equivalent administrative experience
- HNC Business or evidence of equivalent management based courses/
- qualifications in post
Desirable
- Training qualification
- Evidence of ongoing personal development
- NVQIII in Business admin/finance or equivalent
Experience
Essential
- To demonstrate experience of working within a health or social care service and possess working knowledge of procedures
- A minimum of 5 years experience of working within an admin and clerical field
- proven minimum of 3 years Team management experience
- Project management experience
- Advanced computer literacy
- Experience of implementing computerised systems
- Experience of handling multi faceted situations where this will be complex, serious and there may be barriers to communication
Desirable
- Experience of training
- Experience of working within an IT focussed department, understanding data input and reporting mechanisms
Skills & Attributes
Essential
- Knowledge of the structure and organisation of the NHS
- An understanding of operational issues within community health premises
- Excellent Keyboard skills
- Ability to work to and meet deadlines
- Ability to communicate effectively with staff and management and with external partners and agencies
- Excellent verbal and written communication skills
- Ability to organise and prioritise workload
- Planning and organisational skills
- Ability to motivate others and be proactive in the management of change
Job Specific Requirements
Essential
- The ability to travel independently across the Trust
- Flexibility to be able to use filing systems bending and stretching required taking into account any reasonable adjustments that could be made
- Excellent interpersonal skills.
- Self-motivated with a flexible approach to work
- Ability to work unsupervised and use own initiative
- Ability to make instant decisions
- Ability to work under pressure
- Ability to work with a range of professionals
- Ability to work flexibly according to service needs
Desirable
Sponsorship
Essential
- Do you have the right to stay and work in the UK without sponsorship (share-codes will be checked if applicable), please state this on your application form.
Relations
Essential
- If you are related to a director or have a relationship with a director or employee of an appointing organisation, please state the relationship in your application form.
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.
