Deputy Admin Operations Manager

Job responsibilities

Main Duties & Responsibilities

Service Developments

1. To manage processes and projects within the service and to work with the Admin and Clinical Leadership teams for the implementation of new ways of working.

2. To lead on all business process initiatives across the services.

3. To assess and monitor information systems, adapting them if required to improve and enhance their functionality

4. As the services develop new policies, procedures and systems, the Business Support Manager will be expected to play a key role, both at developing and implementing stages of various projects and processes.

5. To work closely with the Service Manager in the implementation of the future developments within the service.

6. To regularly monitor administrative and operational services to ensure they are in line with standards set by the Trust.

7. To engage and support any changes in service design and/or service delivery

8. Create & deliver training sessions to both administration & clinical teams on current or new SystmOne processes. These will need to be tailored based on job role and individuals level of understanding.

9. Responsible for the creation and on-going review of non-clinical operational guidance and Standard Operating Procedures for both administration & clinical teams.

Business Support

1. To develop systems and processes to support the Team to use data and metrics effectively to implement effective data driven performance.

2. Analyse performance to provide early warning to the leadership team when service performance measures may have become compromised.

3. Review service performance measures and support the Service Lead in producing reports that describe performance issues and corrective actions.

4. Take corrective action to support the services maintain appropriate levels of activity and performance.

5. To proactively interrogate existing systems and processes and improve these where possible ensuring service performance is resilient

6. To support and lead on transformational change projects in the service, using data to support and inform this change.

7. To seek out and propose new opportunities which enable improved operational functionality for the services.

8. Use SystmOne data across all services, to identify problems and develop solutions in relation to data and reporting.

9. Track and validate patients through all services, to ensure the shortest possible wait for referral to treatment within the service.

10. Responsible for ensuring that all onward referrals are processed in line with service protocol.

11. Facilitating the process mapping of services, systems and processes with key stakeholders (such as referrers and subcontractors)

Staff Management

1. To undertake recruitment of designated support staff in accordance with Trust procedures.

2. To manage and appraise designated staff according to staff guidelines and policies.

3. To develop individual and team performance and objectives.

4. To create, maintain and enhance effective working relationships.

5. To ensure effective implementation and adherence to the Trusts access policy.

6. To support and advise the Service Manager and Clinical Managers with operational day to day capacity and demand issues. This can include planning staff allocation in the event of staff sickness to minimise the impact on KPIs.

Information management and communication

1. Ensure that business information systems are fit for purpose. For example, Work with administration and clinical colleagues, key partnership organisations and subcontractors to ensure administrative processes are seamless between organisations to ensure patient pathways are not compromised

2. Lead on the development of new systems that will monitor appropriate business performance indicators for the services.

3. Prioritise effectively to competing reporting demands from both internal and external stakeholders.

4. Provide reports at regular intervals to support the clinical leadership teams with interpreting of performance information in relation to their areas e.g. Patient waiting times and the validation process.

5. To liaise with other departments as appropriate to support effective use of data in decision making.

6. Develop expert knowledge with regards to the patient pathways and reporting systems within the services supported, this is to allow in depth analysis of the patient journey enabling identification of data quality issues or issues in relation to patient outcome. Report these by exception.

Financial Management

1. To manage the use of designated resources, overseeing purchasing for the department.

2. Contribute to the financial performance of the business functions within the service and support the Service Manager to redress variances and manage delegated budgets.

Complaints

1. To support the Service Lead in relation to the investigation of complaints which relate to business function.

Skills, Abilities and Knowledge

Essential

• Good analytical and problem-solving skills
• Excellent planning and organisational skills
• Able to communicate effectively in written and verbal English language
• Excellent interpersonal and negotiating skills
• Enjoys working as a part of a team
• Ability to prioritise work and manage the competing demands of unpredictable workload

Communication

Essential

• Able to communicate to all levels of work colleagues
• Able to adapt communication style to engage with patients

Personal and People Development

Essential

• Able to recognise development needs of other staff and able to signpost/implement training packages

Personal Attributes/Behaviours

Essential

• Think and operate strategically with ability to translate into practical delivery
• Self-motivation
• Enjoys working as part of a team

Other

Essential

• Willingness to undertake any relevant development courses

Qualifications

Essential

• Degree or equivalent experience
• Higher education qualification in management or comparable professional/technical qualification or equivalent experience.
• Qualification in supervisory management or demonstrable experience

Desirable

• HealthCare background
• PRINCE 2 practitioner certificate / other formal project management training
• Leadership and management training or qualification

Experience

Essential

• Access and experience of using SystmOne at a regular and confident level using tasks, ledgers, caseloads and patient alerts
• Knowledge and experience of health service management and change management
• Recent experience within NHS environment
• Knowledge and experience of workforce and service re-design
• Proven record of using integrated systems
• Managing and working with clinical and non-clinical staff and third-party contractors
• Experience of implementing business change in previous roles
• Report writing to ensure accuracy of information and translation
• Experience of working in a clinical operations environment
• Experience of analysing and interpreting data to deliver service change and improvement.
• Proven computer skills in Word, Excel, PowerPoint

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.

Certificate of Sponsorship

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).