Administration Services Manager

Band 5



Permanent



37.5 Hours per week



The post holder will provide support to the Head of Operations and Operational Support Manager. The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service.



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



The Administration Services Manager will manager secretarial/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 divisional secretarial/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 customer’s needs and is delivered professionally and effectively.



This is an exciting time to work for Liverpool University Hospitals based at the new Royal Liverpool site.



Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.



The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.



The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.



It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond.



To hear more about our achievements click here https://www.liverpoolft.nhs.uk/media/13089/1606-annual-report-booklet_final.pdf



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Planning and Organisational Tasks

1. The post holder will manage a complete administrative service including word

processing, audio typing composition of letters, diary management, and

appointments.

2. Prioritise incoming requests for support, using judgement, expertise of

speciality and experience to decide on service priorities.

3. Maintain close working relationships between consultants, Directorate

Management Teams and patients where appropriate.

4. Introduce and implement new practices to enhance service development.

Developing protocols and procedures for improving clinical

secretarial/administrative services.

5. Provide weekly and monthly planning reports to ensure cross cover support

arrangements are actively being monitored.

6. Develop office and administrative practices to continually improve services

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

inter provider transfer documentation.

8. Manage staffing levels and workloads across specialities, to ensure

performance standards are met.



Responsibilities for Information Resources

9. Communicate complex and sensitive information with a range of staff across

the organisation/organisations.

10. Maintain accurate, timely and legible records.

11. Maintain consistency with standards of patient care

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

provided in a tactful and sensitive manner.

13. Record and input data onto databases and systems as required



Knowledge and Experience

14. Use knowledge of administrative procedures and software programmes to

improve service efficiency and effectiveness

15. Exercise judgement when dealing with patient enquiries, analysing and

resolving problems at source.

16. Recognise the effective utilisation of all appropriate development resources

and opportunities.

17. Promote the ethos of continuous improvement.

18. Manage the 18 week/departmental pathways, within the

secretarial/administrative teams.

19. Manage areas of change within secretarial/administrative teams which will

lead to improvements in quality and efficiency.

20. Support in the project management of changes that effect

secretarial/administrative teams.

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

minutes.



Responsibilities for Human Resources

22. Be expected to provide day to day management to the

secretarial/administrative teams.

23. Conduct appraisals ensuring all staff have a Personal Development Plan.

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

as appropriate.

25. Manage performance issues accordingly

26. Manage annual leave for secretarial/administrative teams

27. Undertake lead role in recruitment and selection of staff in accordance with

Trust policies

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

teams.



Responsibilities for Financial Resources

29. Participate in ensuring the effective use of all financial resources providing

and delivering the service.

30. Responsible for authorisation of flexi time sheets for secretarial/administrative

teams

31. Manage ordering and delivery of goods and services for

secretarial/administrative teams



Research/Audit Responsibilities

31 Develop internal departmental quality assurance measures to validate the

quality of transcribed outputs.

32 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