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Administration Manager Full Time

at East Lancashire Hospitals NHS Trust Manchester in Manchester (Published at 20-11-2023)

The post holder will be responsible for the provision of business support to the Directorate, to manage the day to day running of the administrative and medical secretarial team for the neurodevelopmental, including the child development centre to prioritise own workload. They will ensure the smooth running of the department at all times including close liaison with departmental clinical managers and assistant directorate manager for community paediatrics department. This includes operational management of the secretaries and admin staff across the CNP Directorate on a day-to-day basis and involvement in longer term planning and development of the service.

1. To proactively manage the administration staff, standardise methods and systems
across sites to ensure the most efficient use of manpower and resources.
2. Monitor and support the 18-week RTT and data validation within the Directorate,
managing by exception.
3. Take a lead role in managing holding lists to Directorate / Trust targets and
arrange additional capacity clinics.
4. To respond to complaints regarding access to service, including clinics, booking
and capacity issues within the Directorate.
5. To investigate incidents and to ensure lessons learned are identified, and mechanisms
put in place to prevent recurrence.
6. To identify shortfalls in access services and suggest solutions.
7. To be responsible for the recruitment of new administration staff, to include induction,
appropriate and relevant training.
8. Monitor staff on probationary period and assess competence at the end of probation.
9. Approve staff attendance records on E Roster.
10.Authorise leave and overtime for medical secretaries and clerical staff.
11.Arrange cover for administrative team on leave or during sickness.
12.Supervise operation of flexi-time arrangements.
13.Manage rotas to ensure that post, workloads, and telephones are covered during normal
working hours.

An opportunity has arisen for a Band 5 administration Manager within the Community Paediatrics Directorate. You will be expected to provide support to the Directorate to manage day to day running of the administrative and secretarial team and prioritise own workload. to ensure smooth running of the department at all times across sites and involvement in longer term planning and development of service improvement.

1. To proactively manage the administration staff, standardise methods and systems
across sites to ensure the most efficient use of manpower and resources.
2. Monitor and support the 18-week RTT and data validation within the Directorate,
managing by exception.
3. Take a lead role in managing holding lists to Directorate / Trust targets and
arrange additional capacity clinics.
4. To respond to complaints regarding access to service, including clinics, booking
and capacity issues within the Directorate.
5. To investigate incidents and to ensure lessons learned are identified, and mechanisms
put in place to prevent recurrence.
6. To identify shortfalls in access services and suggest solutions.
7. To be responsible for the recruitment of new administration staff, to include induction,
appropriate and relevant training.
8. Monitor staff on probationary period and assess competence at the end of probation.
9. Approve staff attendance records on E Roster.
10.Authorise leave and overtime for medical secretaries and clerical staff.
11.Arrange cover for administrative team on leave or during sickness.
12.Supervise operation of flexi-time arrangements.
13.Manage rotas to ensure that post, workloads, and telephones are covered during normal
working hours.
14.Input data onto ESR in respect of change of hours, termination of employment, change
of marital status etc.
15.Make necessary arrangements to ensure that all staff attend mandatory training,
maintaining accurate attendance records.
16.Undertake Personal Development Reviews and supervision of all staff within areas of
managerial responsibility ensuring Personal Development Plans are identified and training
needs are met.
17.Cascade regular team briefs
18.Manage sickness within the department according to the Trust’s sickness policy and carry out return
to work interviews and first stage sickness interviews.
19.Co-ordinate annual leave to ensure the service is covered during periods of absence.
20.To take an active role in meetings to feedback on business issues and produce
performance reports to board meetings. To represent and support services at relevant
groups.
21.If necessary, identify and participate in rectifying substandard work performance, noncompliance with Trust/Departmental policies etc. within the administrative team.
22.Take appropriate action to resolve difficulties relating to working relationships between
clinical teams and secretaries within the team and deal with any day-to-day difficulties
arising amongst members of the team.
23.Take leading role in ensuring accurate correspondence is delivered in timely manner and
prioritise urgent work.
24.Take lead role in managing outstanding work within the team and compile trajectory to
meet the demand.
25.Take a role in arranging and co-ordinating capacity to meet demand within the
directorate.
26.Monitor and maximise clinic utilisation across clinics, to achieve full utilisation of clinics.
27.Provide operational support to the directorates clinical and management teams to
support directorate business as required.
28.Support the co-ordination of consultant annual leave and rota changes, in collaboration
with the clinical director in terms of impact on outpatient capacity.
29.Work towards agreed timescales for managing clinic changes and support medical secretaries and
consultants in achieving agreed timescales.
30.Attend meetings relevant to role regarding service provision.
31.To monitor visiting Consultant clinics, ensuring patients are seen within the required
timeframes.
32.Co-ordination of room bookings within the Directorate ensuring full utilisation of rooms at
all times.
33.To support the ADM with management of secretary/admin budget
34.To support and liaise with the team with processes of procurement/requisitions


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