Acute Floor Department Manager

To be responsible for the operational management and the effective and efficient delivery of a 24 hour/day 7 day/week reception service across the Accident and Emergency Department at the Royal Sussex County Hospital site and the Accident and Emergency Department on the Princess Royal Hospital site. Ensure effective co-ordination and management of budgets, rotas and leave, and agreed national or local performance objectives., The post holder will manage the administrative staff and will work in partnership with multidisciplinary staff within the defined area on business planning and the development and continuous improvement of administration processes. Appropriate working relationships will be established with colleagues in other departments with whom their service interacts and with external bodies, such as GP Practices, Ambulance Service, and South East Health etc. The post holder will work with colleagues within the corporate directorates (e.g. Human Resources, Finance, and Facilities) as necessary., + To work proactively to ensure collaborative and effective relationships within the service and between the service and other services, whether within or outside the Division (and within and outside the Trust where appropriate.)
+ To ensure effective systems and methods of communication are in place and utilised, e.g. staff noticeboards, regular team meetings, development of Trust intranet pages.
+ Ensure regular attendance at appropriate business meetings.
Service Delivery and Improvement
+ Exercise authority to resolve day-to-day management issues within the administration service.
+ To liaise with multi-disciplinary staff on administration and clerical issues within the Department.
+ To assist the management team in the production of relevant business plans, and development for the service, where appropriate leading on specific service plans.
+ To lead on or support new local initiatives.
+ To analyse, monitor and manage administration service performance in a way that complies with National, Regional or local standards, targets and performance contracts to enable proactive and timely actions, liaising with the line manager as appropriate.
+ Manage the analysis of specific data to ensure the leadership team has access to timely and accurate information on all relevant key performance indicators.
+ To participate in benchmarking, policy setting and review to ensure standards are maintained and reviewed.
+ To work collaboratively with others to identify and implement potential service improvements or developments.
+ Participate in Division-wide programmes that contribute to the modernisation of patient services.
+ Provide effective leadership and day-to-day operational management of administration services ensuring high quality systems are in place for recording and validating all attendances, and accurate, complete and timely data input thereby ensuring maximum Trust income.
+ Monitor the quality and timeliness of all data entry by ensuring effective systems in place.
+ Ensure all data relating to patient attendance from arrival to transfer/discharge is entered accurately and timely on to the relevant information system.
+ Ensure that patient records and information is stored within the offices in a safe and secure manner and that all patient records leaving the department are tracked out according to Trust policy using the computerised tracking system.
+ Ensure regular attendance at the Trust Data Quality Committee.
People Management and Development
+ Managerially responsible for admin & clerical (A&C) staff within the defined service.
+ Evaluate and plan, through the production and maintenance of an effective staff rota, the efficient use of staff to provide a flexible service able to adapt to changing requirements, in particular demands in activity, new processes and new technology.
+ Anticipate staff shortages and take action to minimise the impact of these on service delivery.
+ Produce and maintain written administrative guidance notes and policy/procedure documentation standardised across the department which will allow the administrative service to meet all targets and objectives. Ensure that monitoring and audit systems are in place to check compliance and effectiveness.
+ Create an environment in which staff are valued and respected.
+ Promote a culture in which the administration team strives for continuous quality improvement by recording and learning from mistakes and complaints.
+ Demonstrate leadership and motivate staff within the service area.
+ Encourage the development of any staff directly managed to their full potential through systematic individual performance review and the establishment of personal development plans, reflecting the needs of the organisation and the individual.
+ Develop the appraisal process to ensure staff are working towards the aims and objectives of the Division and Trust, including addressing performance issues as required.
+ Ensure comprehensive systems are implemented and monitored to ensure all staff complete mandatory training requirements, have appraisals and personal development plans, and annual and sick leave is recorded. Undertake staff appraisals and ensure all appropriate sickness, discipline and capability policies and procedures are adhered to.
+ Recruit and induct staff in line with Trust policies and procedures.
+ Be responsible for the recruitment, retention and training of staff and ensure there is a process for managing the induction of new staff.
Patient Care Delivery
+ Responsible for implementing effective systems, control processes and risk management arrangements in line with the clinical and corporate governance strategy for the administration service.
+ Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the Service(s).
+ To participate as appropriate in the proper investigation of patient complaints or complaints from other users of the service, drafting of responses as necessary and taking identified corrective actions.
+ To support the education of staff by encouraging learning from complaints to ensure the highest quality of patient care is delivered.
+ To support the systems of incident reporting and education of staff following incidents and adverse events.
+ Maintain and develop an environment and culture that improves health, safety and security.
+ Regularly assess risks to health, safety and security using the results to promote and improve practice.
+ Support a culture in which individuals feel able to report incidents and that learning takes place from all incidents and complaints.
Managing Resources/Financial Control
+ To be responsible for and to manage the administration pay and non-pay budget in accordance with Divisional and Trust policies and Standing Financial Instructions so that the administrative and clerical service is delivered effectively and within budget.
+ Bring forward to the Divisional Management Team budget proposals to enable the delivery of service plans and which reflect appropriate value for money.
+ To work in collaboration with all staff in the service area/s to ensure that the business plans are fulfilled and that there is adherence to the budget.
+ To produce reports on the administration budget and performance as necessary.
+ To be responsible for preparation of accurate and timely returns for payment of staff.
+ To undertake I-Proc authorisation for A&C budget.
Learning and Development
· Attend mandatory training updates as required.
· Undertake training as necessary in line with the development of the post and as agreed with the line manager as part of the personal development process.
· Achieve and demonstrate agreed standards of personal and professional development within agreed timescales.
· Identify own learning needs and jointly plan training requirements with your line manager
· Participate in the Trust's appraisal process to discuss how your role will help deliver the best possible care to our patients and help to deliver any changes in service.
This job description is an outline of the role and responsibilities. From time to time due to the needs of the service, we may ask you to flexibly undertake other duties that are consistent with your role and banding, including project work, internal job rotation and absence cover.
The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the department and the organisation.
Important information for applicants
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check . We make offers in line with the Rehabilitation of Offenders Act 1975.

At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal - to always put our Patient First . In fact our mission is summed up by our 'where better never stops' motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.

At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.