Divisional Secretariat Manager

NHS Jobs; Liverpool; On-site; GBP 28,000 - 40,000; Full time

Job summary

Liverpool University Hospitals NHS Foundation Trust is seeking a capable Secretariat/Administration Manager to lead busy medical secretariat teams on a daily basis. You will oversee workloads, rosters, and staff development plans, ensuring timely training completion and adherence to Trust policies.

The role also includes recruitment, induction, and performance management, with close collaboration across clinical and administrative teams.

Qualifications

• Experience of managing staff and team workloads.
• Ability to oversee rotas and scheduling to ensure service coverage.
• Experience in induction and staff training, including mandatory training.

Responsibilities

• Provide advice and support for staff daily.
• Manage departmental workload and ensure smooth running of the department.
• Oversee recruitment and selection process, including agency/bank staff recruitment.
• Authorise time sheets, overtime, and flexible working requests.
• Manage performance, capability and disciplinary matters in line with policies.
• Coordinate team meetings and ensure effective communication across teams.
• Liaise with IT and Estates for system and facility issues.
• Ensure compliance with records management and patient access policies.

Job description

Staff: Provide advice and support for staff on a daily basis. Manage the teams workload to ensure the smooth and effective running of the department. Oversee work schedules and rotas to ensure appropriate cover is provided. Oversee staff workloads to ensure a fair and even distribution of duties. Ensure all staff have a current PDR, objectives and a personal development plan. Ensure all staff are up to date with mandatory training to include: H&S, Fire, Safeguardingand E-Learning Competencies. Monitor sickness absence, complete return to work and informal sickness meetings andmake referrals to Occupational Health as required in line with Trust policies. Manage requests for special leave to include: Carers, Bereavement and Other. Manage requests for annual leave ensuring the needs of the service are maintained Monitor completion of staff annual leave & sickness records. Complete departmental Staff Variation List (SVL) and return to the Payroll Department.Manage the Recruitment & Selection process of new staff, including recruitment ofagency/bank staff ensuring Trust policies and procedures are adhered to. Take responsibility for induction and training of new starters to include IT network access,smart cards, access swipe cards, car parking, PAS training and mandatory training etc. Authorise time sheets for agency/bank staff as required. Authorise and monitor overtime, additional hours and lieu time as required in agreementwith the Divisional Operational Manager. Consider any requests for flexible working in agreement with the Divisional OperationalManager. As directed by the Divisional Team, manage the implementation of change which may affectworking practices and help staff to adjust to such changes. Manage initial performance, capability and disciplinary issues relating to staff, escalating tothe Operational Services Manager as required. Organise monthly team meetings and develop good communication within the teams andbetween the teams. Feedback to the Trust monthly Team Brief meetings. Promote the values outlined in the Walton Way. Ensure good communication is maintained locally, across the Trust and its Satellites, topromote teamwork with other staff whom they contact during their daily duties. Be able to communicate complex information to a variety of people including, clinicians,management teams, patients and members of the public. Performance & KPIs Manage the digital dictation system to ensure all typing is completed and filed in an accurateand timely manner in line with trust turnaround times. Ensure all pending investigations and investigation results are managed in line with Trustpolicies and procedures. Ensure all appointments are booked in line with the requirements outlined in the PatientAccess Policy. Monitor the RTT PTL and Waiting List reports and ensure all staff are managing theseappropriately. Monitor the suspended outpatient lists and ensure all staff are managing theseappropriately. Monitor the unfinished appointments and unfinished cancelled outpatient lists and ensurecompletion in line with cut off dates. Identify any issues, i.e. where a shortage of capacity could lead to potential breaches andflag to the Divisional Operational Manager and Divisional Management teams. Ensure provision of adequate and appropriate secretariat support to clinicians as required.Other Duties Ensure divisional processes relating to clinicians annual leave are followed and necessaryactions to cancel and re-schedule appointments are carried out. Ensure patients and colleagues receive a polite and courteous service and investigate faceto face and telephone complaints regarding the service. In the event that a patient attends without an appointment due to an error made by one ofthe team, liaise with clinicians in the outpatient department/bed managers to resolve thesituation. Respond to requests for information/validation from the information and EPR departments. Propose changes to policies and procedures as required for inclusion in the SecretariatGuidance & Procedure Manual. Manage the secretariat shared folder to ensure all documentation is relevant and up to date. Liaise with the IT Manager regarding any system developments as required. Ensure maintenance of filing systems in line with the Records Management NHS Code ofPractice. Ensure completion of departmental assessments as required to include: Risk assessments,Work station assessments, Environmental assessments, and Equality Impact assessmentsetc. Report any maintenance issues to the Estates or IM&T help desk as appropriate. Attend Team Brief and Divisional Management meetings. Ensure adequate stocks of stationery are maintained for the department. Identify and manage departmental improvements in line with F2E both within thedepartment and throughout the Trust. Identify and carry out audits to test the effectiveness of departmental procedures. Work with the PAS & DQ team to ensure the best use of the PAS system within thedepartment. Complete Datix forms as required. Provide information to staff in other departments regarding the role of the MedicalSecretariat. Provide advice and guidance to clinicians on the Trust Digital Dictation system and escalateany equipment failures and IT software issues to the relevant department.

Liverpool University Hospitals NHS Foundation Trust

Liverpool University Hospitals NHS Foundation Trust