Admin Manager

University Hospitals Coventry and Warwickshire; Coventry; On-site; GBP 80,000 - 100,000; Full time

Job description

Person Specification

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Responsibilities

• Assume overall responsibility for the administrative business‑as‑usual management of the department with specialist knowledge in line with service requirements.
• Act as a resource for staff, advising on National, Trust and Departmental Administration policies and procedures.
• Participate in developing and updating local and Trust‑wide training packages in line with National guidance.
• Participate in strategic, service provider and Trust/Divisional/Departmental meetings, assuming responsibility for administration issues and the impact on resources.
• Responsibility for departmental performance including participation in setting objectives and standards.
• Represent the department in appropriate forums.
• Continuous review and updating of administration policies and procedures and supporting documentation and systems.
• Implement and develop new processes and guidance for efficient and effective operation of processes within the Department and Trust.
• Liaise with ICT helpdesk to raise technical issues relating to departmental IT systems.
• Lead recruitment, retention and selection of administrative staff including preparation of documentation.
• Manage sickness reviews, disciplinary, capability and grievance issues as required.
• Ensure effective internal and external communication systems within the department and Trust‑wide.
• Provide an effective communication system both within the team and to internal and external agencies.
• Motivate and persuade staff regarding changes to procedures and current practice.
• Liaise with GP surgeries, leads and specialties to ensure issues are resolved and information is communicated.
• Undertake project work including data collation, manipulation and reporting to produce reports and spreadsheets.
• Utilise relevant Trust IT systems ensuring accurate patient data input in line with guidelines.
• Share ideas for potential service improvement.
• Coordinate cancer pathways including escalation of long waiters and timely scheduling of scanning and reporting.
• Ensure timely allocation and processing of referrals including outsourcing coordination.
• Manage Datix incidents and complaints related to the central admin team ensuring compliance and timely resolution.
• Oversee appraisals, sickness reviews and performance management for the central admin team including medical secretaries, support secretaries and reception staff.
• Ensure reception and admin rotas are published and adequately covered to maintain service continuity.
• Produce and manage weekly performance reports.
• Monitor and validate waiting lists and PTLs to prevent breaches of DM01, RTT targets and internal KPIs.
• Support service improvement initiatives and maintain compliance with Trust policies and standards.

Qualifications

• see supporting documents

Experience

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Desirable criteria

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Knowledge

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Skills

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Commitment to Trust Values and Behaviours

• see supporting documents

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.