Administration Services Manager

The Digestive and Emergency Surgery Care Group has an exciting opportunity for an enthusiastic Admin Service Manager to join our team.

The post holder will be responsible for the management of an efficient, effective and comprehensive administration team across the Colorectal, Upper GI, Liver, Pancreas and Emergency Surgery services., The Administration Services Manager will manage secretarial and administrative staff to provide and efficient and effective service. The post holder will participate in the development of corporate objectives, policies and strategic plans.

The post holder will be expected to organise their own workload and that of the Care Group administrative teams.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service, and to ensure robust plans are in place to develop and improve the administrative role in line with new practices.

The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets service needs and is delivered professionally and effectively, The post holder will manage a complete administrative service including word processing, audio typing composition of letters, diary management, and appointments.

Prioritise incoming requests for support, using judgement, expertise of

speciality and experience to decide on service priorities.

Maintain close working relationships between consultants, Directorate

Management Teams and patients where appropriate.

Introduce and implement new practices to enhance service development.

Developing protocols and procedures for improving clinical

secretarial/administrative services.

Provide weekly and monthly planning reports to ensure cross cover support

arrangements are actively being monitored.

Develop office and administrative practices to continually improve services

Ensure compliance in relation to new policies including 18 week pathway,

inter provider transfer documentation.

Manage staffing levels and workloads across specialities, to ensure

performance standards are met.

Responsibilities for Information Resources:

Communicate complex and sensitive information with a range of staff across

the organisation/organisations.

Maintain accurate, timely and legible records.

Maintain consistency with standards of patient care

Ensure contact with patients/relatives regarding non clinical advice, is

provided in a tactful and sensitive manner.

Record and input data onto databases and systems as required

Knowledge and Experience

Use knowledge of administrative procedures and software programmes to

improve service efficiency and effectiveness

Exercise judgement when dealing with patient enquiries, analysing and

resolving problems at source.

Recognise the effective utilisation of all appropriate development resources and opportunities.

Promote the ethos of continuous improvement.

Manage the 18 week/departmental pathways, within the

secretarial/administrative teams.

Manage areas of change within secretarial/administrative teams which will

lead to improvements in quality and efficiency.

Support in the project management of changes that effect

secretarial/administrative teams.

Use knowledge to arrange meetings, set agenda, chair meetings and take

minutes.

Responsibilities for Human Resources:

Be expected to provide day to day management to the secretarial/ administrative teams.

Conduct appraisals ensuring all staff have a Personal Development Plan.

Manage sickness absence for secretarial/administrative teams, taking action as appropriate.

Manage performance issues accordingly

Manage annual leave for secretarial/administrative teams

Undertake lead role in recruitment and selection of staff in accordance with Trust policies

Implement and communicate trust policies to the secretarial/ administrative teams.

Responsibilities for Financial Resources:

Participate in ensuring the effective use of all financial resources providing

and delivering the service.

Responsible for authorisation of flexi time sheets for secretarial/ administrative

teams

Manage ordering and delivery of goods and services for

secretarial/administrative teams

Research/Audit Responsibilities:

Develop internal departmental quality assurance measures to validate the

quality of transcribed outputs.

Undertake regular audits to ensure workloads are disseminated accordingly.

Responsibilities for Training:

Manage new staff induction

Facilitate a learning environment to enable all members of staff to develop

Be innovative, developing, implementing and evaluating new training

materials and approaches.

To provide specialist training on procedures and software programmes for

administration teams to ensure best fit within the services.

Deliver high quality training, responsible for co-ordinating, planning and preparing

training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues.

Ensure that learner feedback on the training delivered is collated and acted upon.

Ensure all staff attend mandatory training

Actively encourage staff to use on-line training facilities.

Provide support to other team members, demonstrating skills and techniques to staff with less experience.

Develop new packages for training

To ensure all training participants comply with Data Protection Act.

Attend department meetings to ensure collaborative working, sharing of

knowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust.

Act as a source of advice for staff on training issues.

Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents.

• Any other duties required by line manager

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £23 (standard disclosure) or £43 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website – https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first pay point of the relevant band.

The successful candidate will have experience of clinical administrative systems, experience of managing staff and a good understanding of the priorities of the NHS.