Job responsibilities
1.1. General accountabilities
Lead the
administration team in ensuring smooth process for invoicing and that patient
aged debt is kept to a minimum.
Lead on the
identification, recording and management of non-clinical risks, working in
conjunction with the Clinical Manager.
Responsible
for managing and investigating complaints related to operational matters,
inclusive of; investigation report, complaint response, lessons learnt and
implementing any procedural changes.
Responsible
for overseeing non clinical audits, for example; environmental, housekeeping
schedules, stock ordering, this is not an exhaustive list.
Responsible
for investigating any incident related to operational matters, ensuring any
remedial actions are taken and lessons learnt are communicated.
Responsible
for infection prevention measures relating to environmental factors, for
example; cleaning schedules, building works, contractors.
To comply with
all HR processes within the operations function, including; recruitment,
sickness absence management, appraisals and overall people management.
To support and
oversee the monthly payroll submission.
Overall
responsibility of ensuring the completion and submission of all financial
administration, in line with Schoen Clinic Policy and Procedure.
To oversee, review
and monitor the management of training records for all colleagues, ensuring the
reporting of compliance to support governance processes.
Have a clear
understanding and oversight of the service activity, ensuring adequate coverage
of the unit.
Ensure prompt
and accurate typing of patient correspondence.
To ensure deadlines
are met within set timeframes for all reporting.
Liaise with Schoen
Clinic UK leads, including but not limited to; facilities, health and safety,
HR, finance, IT, to ensure the smooth running of site and to meet internal and
external compliance requirements.
Liaise and support
external contractors providing services to site.
Oversee the
administration process for new referrals to the clinical team in a timely
manner.
To ensure that all enquiries to the
unit are processed.
1.2. Management accountabilities
Work as part
of the Senior Leadership Team to help promote a company culture that encourages
open communication and positive relationships.
As part of the
Senior Leadership Team provide weekly, monthly, and quarterly reports as part
of hospital, corporate operations, governance functions, and attend relevant
meetings.
As part of the
Senior Leadership Team, provide information for quality reports, NHS
contractual returns and regulatory inspections.
Manage the
administration team supporting operations by supervising colleagues; planning,
organising, and implementing administrative systems.
Ensure cover
for other administrative roles and duties in the event of holidays,
sickness/absence or other extenuating circumstances.
Oversee the
management of the housekeeping team, implementing rotas and schedules as
required to perform to the prescribed hospital standards.
Ensure that
the unit is maintained in good repair and liaise with appropriate colleagues
who have responsibility for such work.
Be responsible
for the maintenance of statutory records, for example, fire equipment test log
etc.
Contribute to
Schoen Clinic Newbridge Clinical Governance arrangements and quality
agenda.
Information
Governance (IG) Ensure compliance and oversee the corporate IG strategy.
Manage own
workload and activities, adjusting in response to demand and changing
priorities.
Be responsible
for own professional development and ensure that an adequate Continuing
Professional Development log is maintained.
To deputise
for the Hospital Director when they are away from site.
Operate within
boundaries of own professional competence, maintaining professional boundaries.
