Administration Manager

Effectively manage and proactively lead the continual development of the administration support within the department, ensuring that appropriate and full administrative support is always provided, and full utilisation of staff maintained across the service. The post holder has responsibility for the provision of a professional, comprehensive, and efficient administrative service, which is effectively delivered to all patients and members of the department. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway. Ensuring that both local and trust targets are consistent with protocols and procedures in a timely manner, in line with the Trust Elective Access Policy. As such the team will liaise closely with Health Care professionals, managers, administrative and secretarial staff both within and outside the organisation as well as patients and relatives. The post holder will be responsible for the supervision, training, and development of all administration staff within the framework of their individual Personal Development Plans (PDP).,

• To be responsible for the line management of the admin team, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
• To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
• To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDP's, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
• To allocate work for staff and to complete monthly sickness/salary return.
About us General Conditions Risk Management The management of risk is the responsibility of everyone and will be achieved within a progressive, honest and open environment. Staff will be provided with the necessary education, training and support to enable them to meet this responsibility. Staff should be familiar with the
• Major Incident Policy
• Fire Policy
• Information governance
and should make themselves familiar with the 'local response' plan and their role within that response.,
• To be responsible for the line management of the admin team, providing first level EPR support, ensuring that adequate cover is provided in all areas of activities.
• To be responsible for the daily management and supervision of staff, monitoring sickness, and arranging cover for annual leave, in accordance with Trust policies.
• To develop a personal development plan (PDP) with staff and to ensure training and development needs are adequately met. To evaluate staff performance against PDPs, taking appropriate action to ensure that staff abilities and aptitudes are developed and potential maximised.
• To allocate work for staff and to complete monthly sickness/salary return.
• To ensure that high standards of data quality are achieved, through implementing clear and robust procedures for staff to follow and identifying training needs and implementing training and development plans for staff accordingly.
• To manage recruitment, selection, and training of all new staff within the team.
• To create and coordinate induction plans and meetings for all new admin staffs and act as contact for all induction queries.
• Lead and coordinate monthly admin team meetings.
• To take an active role in the training and development of other A&C staff within the wider A&C teams.
• To be responsible for the introduction and putting into practice of new or revised leave policies/procedures.
• Responsible for the regular audit of sick leave for the admin team.
• To organise and conduct annual appraisals for the admin team.
• To compose and maintain confidential personal files for the admin team.
• To monitor and maintain standards of performance of staff, using the Trusts counselling and disciplinary procedures where appropriate.
• To implement performance and management policy in relation to staff disciplinary management.
Administration Systems:
• Use of EPR, ERS, EPR Letter authorising, Health Roster, Good Shape and NEP Fusion.
• To lead and be an administration system super user and be actively involved within the training of all systems within the Department.
• To work with clinicians and other managers to ensure all appropriate admin work is completed in a timely manner using systems mentioned above.
• To act as the point of contact for all teams (admin and clinical) on administration systems providing advice and guidance/ training as required.
• Proactively manage the patient waiting lists ensuing compliance with the trust elective access policy whilst monitoring the timely execution of the waiting time targets and KPIs.
• Attend monthly PTL meetings with Access and Performance Manager.
Generic Responsibilities:
• To act as the first point of contact for written and telephone enquiries on admin matters for patients, their relatives, the call centre, outpatients, medical secretaries, consultants, and junior medical staff. To deal with telephone contact with members of the public appropriately and sensitively in situations which may be stressful for both the patient and the staff member involved.
• Development and implementation of new or revised administration policy and procedures.
• Taking and relaying as appropriate, telephone enquiries and messages, using initiative and prioritising skills when disseminating information.
• To assist the Service Manager in the writing of reports and documents.
• To work closely with the Service Manager by undertaking and assisting project management directly related to the department. This role will require analytical skills as well as being a capable communicator with excellent organisational ability.
• To use knowledge and experience to offer help and advice when requested.
• Administer and attend monthly A&C, Governance and Business meetings.
• To act as role model.
• To carry out surveys/audits as requested.
• To ensure that patient case notes are correctly maintained by all staff and that high quality standards are maintained at all times and tracked appropriately using the relevant software.
• To receive and make telephone calls and take appropriate action/discuss with appropriate staff maintaining a friendly, professional and courteous manner at all times. These conversations can often be of a distressing nature.
• Maintaining physical and electronic filing systems as well as other general ad hoc office management procedures.
• Must exercise judgement to analyse and resolve problems.
• The post holder is required to work unsupervised and is expected to plan and organise own time.
• Provision of information and advice to patients and relatives about admissions and appointments exercising judgement when dealing with patient enquiries; analyse and resolve patient problems.
• Be responsible for communicating cancellations to all relevant parties with the reasons for cancellation including patients and relatives.
• Provide a courteous and responsive assistance to Clinicians and other Trust personnel and to those visiting the Trust from outside agencies.
• Will be asked to show flexibility should the need arise in covering for other personnel when on leave/sickness etc.
• Must at all times respect the confidentiality of all electronically stored information and written data, particularly where it relates to patients.
• Is required at all times to carry out their individual responsibilities with due regard to the Trust Equal Opportunities and to take reasonable care of his/her own health and safety and that of any other person(s) who may be affected by his/her acts of omission. With particular reference to Trust Health and Safety Policy notes.
This job description is written in the knowledge that it is not exhaustive and will be subject to review as the needs of the department change or annually as required. The job description does not form part of the contract of employment. An annual performance review would be expected in this post with feedback provided to both the manager and the employee on working practices and relationships as well as discussing future aims and objectives., 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.


• 5 GCSE A-C or equivalent
• NHS Experience
• IT knowledge, understanding of Microsoft Excel & Microsoft Word
• Excellent interpersonal and communication skills with all service users
• Ability to work in high pressured situations and a fast paced service
• Ability to train new staff and to develop and progress existing staff
• Ability to make decisions and be accountable for them
Desirable criteria
• Experience of supervising/leading teams
• PTL/Waiting list/Elective Access Policy knowledge
• Experience of manging conflict
• Experience of OUH polices relevant to Administration & Clerical Staff
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.