IPU Admin Team Leader | The Christie NHS Foundation Trust in Manchester

The Integrated Procedures Unit (IPU) is seeking an organized, experienced and motivated administration coordinator to become the admin team leader for IPU/DOSA. The role is 37.5 hours per week, Monday to Friday, with excellent work‑life balance in a fast‑paced service.

Responsibilities

• Coordinate work activity and schedules within the IPU reception, procedure team and interventional radiology team to maximise departmental efficiencies.
• Act as a role model for the admin team, motivating staff to perform at the highest standard.
• Support recruitment, induction and mentorship of new staff members.
• Produce the weekly admin staff rota and ensure all admin services within IPU are covered.
• Ensure the admin team complies with ESR training and appraisal processes.
• Provide the IPU Core Team and in‑patient wards with relevant pre‑procedure information (Covid screening, fasting, bloods, anticoagulation guidance) in accordance with clinician instruction and Trust policy.
• Manage general enquiries from patients, relatives, hospital staff and outside agencies, taking appropriate action.
• Arrange patient transport as needed and maintain accurate data entry in information databases.
• Prepare patient admissions lists and theatre lists and update hospital case‑note tracking systems.
• Provide administrative support for IPU/DOSA reception and maintain a clean work environment per Trust and health‑and‑safety policies.
• Review working practices, develop, and implement new ways of working.
• Identify areas for self‑development and training within the Performance Planning and Development Review structure.
• Schedule and coordinate patient referrals, allocations and admissions, liaising with clinical staff for booking vetting.
• Communicate with patients regarding their procedures, providing advice, information leaflets and preparation guidance.
• Ensure patients are properly prepared before procedures (fasting, blood results, documentation) and liaise with inpatient wards.
• Escalate queries to appropriate leads and prioritise own workload.
• Maintain patient confidentiality at all times and record attendance in Careflow, Cris or Theatreman systems accurately and timely.
• Support audits and participate in staff meetings, proposing improvements to quality of care and service provision.
• Undertake line‑management responsibilities for Band 2 and Band 3 admin staff under the supervision of the Unit Manager.
• Maintain oversight of the Surgical Dressings Clinic and Out‑Patients Clinic, ensuring efficiency of the patient experience.
• Show professional and courteous manner when answering the telephone and other enquiries.
• Adhere to all policies including sickness and absence, confidentiality, uniform, COSHH and health‑and‑safety regulations.
• Demonstrate a pleasant and approachable manner, promoting a positive working relationship within the team.
• Support personal development and maintain a personal development plan, completing the IPU induction programme and mandatory study days.
• Maintain Continuous Professional Development in line with Trust policy, undertaking appropriate training and courses of study.

Professional Development

• Maintain a continuous personal development plan and complete the IPU induction programme.
• Attend all mandatory study days as per Trust and unit guidance.
• Complete required training and maintain CPD in line with Trust policy.
• Further develop skills relevant to the clinical area through appropriate training and courses of study.