Clinical Admin Manager

University Hospitals Plymouth NHS Trust; Plymouth; On-site; GBP 35,000 - 55,000; Full time

Job summary

An established industry player in healthcare is seeking a dedicated individual to manage the clinical office within Neurology and Neuropsychology. This exciting role involves ensuring high-quality service delivery and compliance with performance standards. The ideal candidate will have strong management skills, excellent communication abilities, and a commitment to patient care. Join a progressive team that values innovation and offers opportunities for career development in a vibrant city known for its rich history. If you are ready to make a difference in a supportive environment, this position is for you.

Qualifications

• Demonstrable experience of line management and HR issues.
• Experience in managing change and complex organizational problems.

Responsibilities

• Manage PTL & RTT, ensuring effective clinical office support.
• Oversee outpatient performance and staff training.

Skills

Team Management

Performance Management

Communication Skills

Interpersonal Skills

HR Management

Patient Management Systems

Education

Business and Admin Degree

Continuing Professional Development

Job description

Job summary

The post holder will be responsible for management and co-ordination of the work of the clinical office within Neurology and Neuropsychology. This will include:

• ensuring the delivery of a seamless high quality service to patients and clinical teams
• enabling the delivery of all access, quality and performance standards
• ensuring that all local administrative processes are fit for purpose and are compliant with Trust policy
• Specific aspects of this post will include the management of the PTL/RTT and waiting lists, to ensure that the service is providing the best possible standards to patients on their clinical pathway.

***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***

Main duties of the job

• Management of the PTL & RTT
• Regular attendance at RTT & Validation Meetings
• Regular attendance at POD meetings
• Actively involved in clinic management.
• Oversight of Outpatient related performance.
• Management of Neurology and Neuropsychology Administrative Teams.
• Attendance and presenting of data in regular Service Line, Improvement and Performance related meetings.
• Deputising for Deputy Service Line Manager with operational issues.

About us

We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure.PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100.We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.

Job description

Job responsibilities

Team Management

• Ensure that all staff within the team are suitably trained/released for training to allow them to undertake core roles and responsibilities
• Ensure that all staff are effectively managed within the agreed performance and quality framework
• Ensure that all staff receive timely and appropriate appraisals
• Ensure that all staff are managed in line with the sickness and absence policy

• Performance Management
• Be fully conversant with and ensure compliance with all corporate standard processes and policies including the Trust Access Policy and the Administrative Process Notes
• To be the first point of contact for administrative and waiting list management matters for own area
• Ensure that the clinical office effectively supports the clinical teams and patient pathways
• Liaise with the team and other departments to ensure that capacity is effectively utilised in line with the Clinical Administration Key Performance Indicators
• Ensure that the relevant PTLs and waiting lists are effectively managed in line with Trust policy and process
• Ensures that sufficient capacity is available to meet demand within the required timescales.
• Where there is insufficient regular capacity available then to ensure that suitable additional capacity is organised in a timely way.
• Ensure the effective development of any necessary local processes ensuring they do not run counter to standard policy and process
• Ensures that all clinical capacity is effectively utilised so making the most efficient use of available resource
• Ensure that processes are developed to ensure that Waiting Lists are an accurate reflection of patients waiting to be seen
• To support the process of managing clinical staff annual leave to ensure that services are appropriately covered,
• Co-ordinate an effective rostering and timetabling function for the office to allow the delivery of best practice booking pathways
• To ensure the keeping of effective records of all types of leave
• To co-ordinate the completion of relevant data quality reports

For further details please see the attached JD & PS

Job description
Job responsibilities

Team Management

• Ensure that all staff within the team are suitably trained/released for training to allow them to undertake core roles and responsibilities
• Ensure that all staff are effectively managed within the agreed performance and quality framework
• Ensure that all staff receive timely and appropriate appraisals
• Ensure that all staff are managed in line with the sickness and absence policy

• Performance Management
• Be fully conversant with and ensure compliance with all corporate standard processes and policies including the Trust Access Policy and the Administrative Process Notes
• To be the first point of contact for administrative and waiting list management matters for own area
• Ensure that the clinical office effectively supports the clinical teams and patient pathways
• Liaise with the team and other departments to ensure that capacity is effectively utilised in line with the Clinical Administration Key Performance Indicators
• Ensure that the relevant PTLs and waiting lists are effectively managed in line with Trust policy and process
• Ensures that sufficient capacity is available to meet demand within the required timescales.
• Where there is insufficient regular capacity available then to ensure that suitable additional capacity is organised in a timely way.
• Ensure the effective development of any necessary local processes ensuring they do not run counter to standard policy and process
• Ensures that all clinical capacity is effectively utilised so making the most efficient use of available resource
• Ensure that processes are developed to ensure that Waiting Lists are an accurate reflection of patients waiting to be seen
• To support the process of managing clinical staff annual leave to ensure that services are appropriately covered,
• Co-ordinate an effective rostering and timetabling function for the office to allow the delivery of best practice booking pathways
• To ensure the keeping of effective records of all types of leave
• To co-ordinate the completion of relevant data quality reports

For further details please see the attached JD & PS

Person Specification

Knowledge and experience

Essential

• Comprehensive demonstrable experience of line management of multiple staff and of dealing with HR and development issues
• Demonstrable experience of dealing with complex organisational problems
• Demonstrable experience of managing change

Desirable

• Good proven knowledge of NHS systems and processes
• Broad proven understanding of Corporate Strategy and governmental direction for NHS care

Qualifications

Essential

• Educated to Business and Admin degree standard or equivalent level of qualification/ equivalent demonstrable experience.
• Proven evidence of continuing professional development

Aptitude and abilities

Essential

• oExcellent communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
• oExcellent interpersonal skills
• oAbility to handle difficult/distressed patients/ relatives in a sensitive and empathetic manner

Desirable

• oDemonstrable experience of working with patient management systems

Person Specification
Knowledge and experience

Essential

• Comprehensive demonstrable experience of line management of multiple staff and of dealing with HR and development issues
• Demonstrable experience of dealing with complex organisational problems
• Demonstrable experience of managing change

Desirable

• Good proven knowledge of NHS systems and processes
• Broad proven understanding of Corporate Strategy and governmental direction for NHS care

Qualifications

Essential

• Educated to Business and Admin degree standard or equivalent level of qualification/ equivalent demonstrable experience.
• Proven evidence of continuing professional development

Aptitude and abilities

Essential

• oExcellent communication skills, written and verbal, with ability to demonstrate fluency, clarity and effectiveness at all levels
• oExcellent interpersonal skills
• oAbility to handle difficult/distressed patients/ relatives in a sensitive and empathetic manner

Desirable

• oDemonstrable experience of working with patient management systems

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Additional information
Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the .

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. .

Employer details

Employer name

University Hospitals Plymouth NHS Trust
Address

Derriford Hospital

Derriford Road

PLYMOUTH

PL6 8DH

Employer's website