Admin Manager

£36483

Oxford University Hospitals NHS Foundation Trust, Oxford

Full time
Permanent
Remote working

Posted 1 week ago, 6 Nov | Get your application in now before you're too late!

Closing date: Closing date not specified

job Ref: 09459f08cc9c4cac968792a4f1bff005

Oxford University Hospitals NHS Foundation Trust

Full Job Description

With other senior staff, effectively manage and take an active role in the continual development of the administration support within the Clinical Genetics department ensuring that appropriate and full administrative support is provided and full utilisation of staff at all times across the service. The post holder is responsible for effectively managing the smooth operation of the administration support service and ensuring that outpatient referral targets waiting times and Trust and local targets are met in line with protocols and procedures are met at the Nuffield Orthopaedic Hospital in a consistent and timely manner. The post holder will ensure that the processes in place fully to support modernisation initiatives such as digitalisation of the service. As such the team will liaise closely with Health Care professionals, managers, secretaries and pathway administrators 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 staff in the Clinical Genetics secretarial team within the framework of their individual Personal Development Plans (PDP).,

To be responsible for the line management of the Clinical Genetics Secretariat and 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.
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 coordinate induction meetings for all new Clinical Genetics secretariat staff and admin team and act as contact for all induction queries.
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 Clinical Genetics secretariat and admin team.
To organise and conduct annual appraisals for the Clinical Genetics secretariat and admin team. Type appraisals on ELMAS and obtain agreement with appraises.
To compose and maintain personal files for the Clinical Genetics secretariat and admin team and maintain as confidential.
To monitor and maintain standards of performance of staff, using the Trust's counselling and disciplinary procedures where appropriate.
To implement performance and management policy in relation to staff disciplinary management.
To be an EPR super user and be actively involved within the training of EPR within the Department.
Attend daily huddle and monthly A&C, Governance and Business meetings.
Use of EPR, Health Roster, First Care and NEP Fusion.
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 first point of contact for written and telephone enquiries on Clinical Genetics admin matters for patients, their relatives, the call centre, outpatient's, 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 Clinical Unit Manager and Patient Access Manager in the writing of reports and documents.
To work closely with the Clinical Unit Manager and Outpatient Access 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.
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 manage the information flows between the Clinical Genetics Secretariat and the Waiting List office.
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 his/her 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.
Attend weekly Clinical Unit Meetings.
Attend weekly meetings with Patient Access Manager
Attend monthly A&C meetings

Degree qualification or relevant work experience
Graduate qualification in business; CMS or equivalent training/experience
IT qualifications e.g. ECDL (obtained or working towards)
RSA 2/3 or equivalent
Relevant management qualification e.g. Diploma in Management Studies (DMS) or working towards AMSPAR qualification (medical terminology) or NVQ3 (or equivalent), NHS experience in an administrative role with excellent knowledge of administrative procedures.
Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent) Project Management skills
Database knowledge and skills with advanced experience and ability to adapt to range of software packages including advanced P.A.S. Experience (outpatients and waiting list)
Excellent diary maintenance scheduling skills
Excellent communication skills both written and verbal
Ability to understand and analyse data from information systems such as Excel in relation to performance, targets and projectiles
Secretarial skills
Understanding of medical terminology for Clinical Genetics Speciality
Willingness to develop computer technology skills, Excellent literacy, numeracy and communication skills both verbally and in writing
Reliable and organised
Excellent interpersonal skills
Excellent attention to detail
Hard working and ability to work to deadlines
Positive, enthusiastic attitude
Highly diplomatic and professional
To act in a professional manner at all times
Evidence of interacting with a wide range of people, Excellent organisational ability
Ability to prioritise
Innovative
Able to work independently and as a member of a team
Flexible approach to team work and working hours
Evidence of team working/ building and leading
Evidence of team working
Evidence of team building

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.