Detailed job description and main responsibilities
1 Management and Leadership
Responsibility for ensuring that:
Provide overall professional, operational and strategic leadership and line management to the administrative support workforce to ensure effective and efficient support is available to East Elmbridge.
Promote a positive, supportive culture conducive to the effective delivery of administrative support services.
Coach and mentor administrative support team leads in all aspects of performance management including sickness, conduct and capability management.
Provide an effective link between administrative support staff and senior management, cascading information as appropriate and briefing senior management on relevant issues.
Oversee and undertake robust and effective recruitment of business support staff to meet the needs of the service line.
Develop robust, efficient administrative processes and procedures that meet the requirements of the SDHC.
Alongside the admin managers and team leads, monitor the training and development of administrative support staff against the agreed administration competency framework.
Ensure all 1:1s and appraisals are undertaken in a timely manner with objectives being reviewed at regular intervals throughout the year to measure progression.
Support team leads with HR issues, rotas and ensuring adequate cover across all sites.
Liaise closely with all health and non-health professionals within the service line to
identify any areas of administrative concern working towards resolution.
To investigate complaints/incidents in relation to admin and clerical function and collate
response information in conjunction with the Professional Lead, Quality Governance and Standards.
Deal with service level concerns regarding any issues raised relating to administrative
support staff. This will involve liaising with patients who may be upset and using sensitivity and tact try to resolve their concern alleviating the need for a formal complaint to be made.
Establish and maintain effective communication system within areas of responsibilities, both internally and externally.
Responsible for dealing with administration staff recruitment, induction, sickness absence, disciplinary, grievance, conduct. This will also involve ensuring mandatory training is up to date.
To undertake audits as directed
Ensure staff are managed and standards of work are maintained and Trust policies for the management of staff performance are adhered to.
Appraisals of staff directly managed are undertaken and that the appraisal process is maintained throughout the team.
To lead service developments and be responsible for implementing agreed changes in
Services, this will include reviewing admin support for services and reviewing processes such as data collection
New and replacement equipment is not used until it has been commissioned in accordance with Trust policy.
Appropriate risk and other assessments are completed and documented in a timely manner in accordance with Trust Policy.
Equipment is maintained and defective equipment is reported and made safe without delay in accordance with Trust procedures
Infection prevention and control procedures are followed by all staff within their area of responsibility.
All staff follow Trust clinical governance requirements.
2. Administrative
To be responsible for maintaining administrative service support staff personnel records.
To work in an environment where the work patterns may be disrupted by frequent demands from Senior Management Team and any emergency situations and to respond in a timely fashion to corporate requests for information and change.
Leading by personal example to establish a high profile for Governance and excellence across the Service Line working with others to ensure good practice.
To be responsible for admin travel claim and Healthroster sign off Management of Healthroster, booking bank/agency staff of multiple specialist services.
Training staff and use of multiple approved clinical and EPR management system i.e. EMIS/SystmOne/iPoint/iCM/iPM or any other new systems required.
To report any long term sickness to Occupational Health for review and co-ordination of appointments.
To effectively communicate complex sensitive and confidential information including patient data where required.
Regularly participate in working parties and to lead projects proposing policy change and service design to improve services and create efficiencies including departmental moves and relocation where required.
To skilfully and flexibly plan, prioritise and manage own time.
To carry out project work as deemed necessary
To be responsible for compiling statistics and reports.
To monitor and review all administration systems within the services to ensure efficient working practices to implement efficiency projects.
To be responsible for ordering equipment, consumables or stationary for various services.
To liaise and communicate effectively with all levels of staff within the service and the wider Trust as well as with patients, carers, voluntary and external organisations.
To ensure data submission, analysis, activity reports, operational reports are up to date and users are aware of deadlines, planning and prioritising workload appropriately.
To ensure appropriate risk assessments and other assessments are completed and documented in a timely manner in accordance with Trust policy.
3. Education
Undertake training and mentoring of staff and other groups as prescribed.
To act as mentor offering professional support for administrative and secretarial staff
and work with managers and clinical leads to ensure that all staff are competent in the use of IT and familiarised with Trust processes and embedded systems.
To take responsibility for identifying own training and development needs, suggestions for improvements to the service and policy changes to the line manager
Compliance with Trust arrangements for continuing professional development.
4. Systems Management
Ensure accurate and up-to-date patient details are maintained on patient information
systems, such as EMIS/SystmOne or any other EPR systems, in line with the Trust
Information Governance policy.
Ensure business support staff have access to system champions in order to resolve issues locally before requiring escalation.
Work with operational managers and corporate partners to ensure data is cleansed in order to produce accurate reporting against areas such as KPIS, waiting lists, incident reports and other necessary clinical information.
Identify the impact of the introduction of technology updates on current processes and produce action plans to ensure minimal impact on service delivery, including the use of EMIS/SystmOne and other trust systems.
Responsible for, and oversight of, data inputted onto the Health Roster, supporting the administrative team and team leads where necessary.
5.Resource/Finance Management
Oversight and monitoring of all purchase orders to ensure delays do not occur.
Monitoring of all stationery and equipment orders ensuring appropriate stock is always available.
Continuous delivery of value for money and Cost Improvement Program as required by the Trust.
6. Estates Management
Working with operational managers/Clinical Leads to ensure safe working environments across the estate’s footprint.
Responsibility for ensuring estates related issues including health and safety requirements, nominated fire officers and first aiders are in place, risk assessments and security measures.