Administration Services Manager

The post holder will provide support to the Deputy Head of Operations and Operational Managers with the Trauma & Orthopaedics Care Group. The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service., The Administration Services Manager will manager secretarial/administrative staff to provide and efficient and effective service.

The post holder will participate in the development of corporate objectives, policies and strategic plans. The post holder will be expected to organise their own workload and that of the divisional secretarial/administrative teams.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service, and to ensure robust plans are in place to develop and improve the administrative role in line with new practices.

The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets customer's needs and is delivered professionally and effectively., 1. The post holder will manage a complete administrative service including word
processing, audio typing composition of letters, diary management, and
appointments.
2. Prioritise incoming requests for support, using judgement, expertise of
speciality and experience to decide on service priorities.
3. Maintain close working relationships between consultants, Directorate
Management Teams and patients where appropriate.
4. Introduce and implement new practices to enhance service development.
Developing protocols and procedures for improving clinical
secretarial/administrative services.
5. Provide weekly and monthly planning reports to ensure cross cover support
arrangements are actively being monitored.
6. Develop office and administrative practices to continually improve services
7. Ensure compliance in relation to new policies including 18 week pathway,
inter provider transfer documentation.
8. Manage staffing levels and workloads across specialities, to ensure
performance standards are met.

Responsibilities for Information Resources
9. Communicate complex and sensitive information with a range of staff across
the organisation/organisations.
10. Maintain accurate, timely and legible records.
11. Maintain consistency with standards of patient care
12. Ensure contact with patients/relatives regarding non clinical advice, is
provided in a tactful and sensitive manner.
13. Record and input data onto databases and systems as required

Knowledge and Experience
14. Use knowledge of administrative procedures and software programmes to
improve service efficiency and effectiveness
15. Exercise judgement when dealing with patient enquiries, analysing and
resolving problems at source.
16. Recognise the effective utilisation of all appropriate development resources
and opportunities.
17. Promote the ethos of continuous improvement.
18. Manage the 18 week/departmental pathways, within the
secretarial/administrative teams.
19. Manage areas of change within secretarial/administrative teams which will
lead to improvements in quality and efficiency.
20. Support in the project management of changes that effect
secretarial/administrative teams.
21. Use knowledge to arrange meetings, set agenda, chair meetings and take
minutes.

Responsibilities for Human Resources
22. Be expected to provide day to day management to the
secretarial/administrative teams.
23. Conduct appraisals ensuring all staff have a Personal Development Plan.
24. Manage sickness absence for secretarial/administrative teams, taking action
as appropriate.
25. Manage performance issues accordingly
26. Manage annual leave for secretarial/administrative teams
27. Undertake lead role in recruitment and selection of staff in accordance with
Trust policies
28. Implement and communicate trust policies to the secretarial/administrative
teams.

Responsibilities for Financial Resources
29. Participate in ensuring the effective use of all financial resources providing
and delivering the service.
30. Responsible for authorisation of flexi time sheets for secretarial/administrative
teams
31. Manage ordering and delivery of goods and services for
secretarial/administrative teams

Research/Audit Responsibilities
31 Develop internal departmental quality assurance measures to validate the
quality of transcribed outputs.
32 Undertake regular audits to ensure workloads are disseminated accordingly.

Responsibilities for Training
Manage new staff induction
Facilitate a learning environment to enable all members of staff to develop
Be innovative, developing, implementing and evaluating new training
materials and approaches.
To provide specialist training on procedures and software programmes for administration
teams to ensure best fit within the services.
Deliver high quality training, responsible for co-ordinating, planning and preparing training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues.
Ensure that learner feedback on the training delivered is collated and acted upon.
Ensure all staff attend mandatory training
Actively encourage staff to use on-line training facilities.
Provide support to other team members, demonstrating skills and techniques to staff with less experience.
Develop new packages for training
To ensure all training participants comply with Data Protection Act.
Attend department meetings to ensure collaborative working, sharing of
knowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust.
Act as a source of advice for staff on training issues.
Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents.

• Any other duties required by line manager, The Trust is committed to promoting a healthy work-life balance and achieve fair, equitable and consistent practice. We welcome flexible working requests and will consider a variety of flexible working arrangements from day one of your employment. Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.


The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Trust policy requires that the cost of submitting & processing the successful applicant/s DBS application be recovered via salary deduction following start in post. The amount of £18+£5 (standard disclosure) or £38+£5 (enhanced disclosure) will be deducted from salary, in manageable monthly instalments for up to 3 months following commencement of employment. Bank posts require upfront payment.

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults' policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

The successful candidate will have experience of clinical administrative systems and ideally some experience of managing staff and a good understanding of the priorities of the NHS.,
• GCSEs (A-C) or equivalent


• NVQ Level III Business Administration or equivalent


• Managerial knowledge acquired through degree or relevant experience


• Willingness to undertake further training in Management


• ECDL or equivalent experience using Microsoft Word, Excel and Powerpoint


Desirable criteria


• Qualification in Management or Leadership


• Teaching/Training Qualification, Previous NHS experience at supervisory level


• Experience of using Trust I.T, Systems


• Knowledge of Digital Dictation Systems


• Experience of providing an Audio Typing Service


• Good understanding of administration and medical secretarial roles/function


• Experience of mentoring and developing others


• Able to make clear presentations with engagement of an audience effectively, deliver the message and training to audiences with different levels of understanding and need


• Assessing and planning workload for others


Desirable criteria


• Experience in developing, designing and tailoring training materials to engage learners and meet agreed programme outcomes


• Experience in leading redesign or change management, Ability to communicate in a clear and concise manner, communicate effectively demonstrating sensitivity to a range of people


• Ability to implement change and use problem solving skills


• Able to prioritise workloads of others


• Ability to negotiate with others


• Ability to work individually or as part of a team


• Ability to prioritise and assess a situation


• Ability to work under pressure and maintain high quality work


• Experience or supervising and motivating a team


• Time Management Skills


• Excellent interpersonal and influencing skills


Desirable criteria


• Understanding of Trust internal policies as appropriate


• Experience of managing stationery and stock levels, Medical terminology


• Knowledge of NHS policies


• Train others using best practice, Comply with Trust policies and procedures


• Ability to show understanding and appreciation of the need to maintain confidentiality in all matters - Data Protection Act


• Ability and willingness to undergo further training in accordance with the needs of the post
  
  Liverpool University Hospitals NHS Foundation Trust was created on 1 October 2019 following the merger of two adult acute Trusts, Aintree University Hospital NHS Foundation Trust and the Royal Liverpool and Broadgreen University Hospitals NHS Trust.


The merger provides an opportunity to reconfigure services in a way that provides the best healthcare services to the city and improves the quality of care and health outcomes that patients experience.

The Trust runs Aintree University Hospital, Broadgreen Hospital, Liverpool University Dental Hospital and the Royal Liverpool University Hospital.

It serves a core population of around 630,000 people across Merseyside as well as providing a range of highly specialist services to a catchment area of more than two million people in the North West region and beyond, 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.