Administration Services Manager

The Administration Services Manager will manage 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, The post holder will manage a complete administrative service including word processing, audio typing composition of letters, diary management, and appointments. Prioritise incoming requests for support, using judgement, expertise of speciality and experience to decide on service priorities. Maintain close working relationships between consultants, Directorate Management Teams and patients where appropriate. Introduce and implement new practices to enhance service development. Developing protocols and procedures for improving clinical secretarial/administrative services. Provide weekly and monthly planning reports to ensure cross cover support arrangements are actively being monitored. Develop office and administrative practices to continually improve services Ensure compliance in relation to new policies including 18 week pathway, inter provider transfer documentation. Manage staffing levels and workloads across specialities, to ensure performance standards are met. Responsibilities for Information Resources: Communicate complex and sensitive information with a range of staff across the organisation/organisations. Maintain accurate, timely and legible records. Maintain consistency with standards of patient care Ensure contact with patients/relatives regarding non clinical advice, is provided in a tactful and sensitive manner. Record and input data onto databases and systems as required Knowledge and Experience Use knowledge of administrative procedures and software programmes to improve service efficiency and effectiveness Exercise judgement when dealing with patient enquiries, analysing and resolving problems at source. Recognise the effective utilisation of all appropriate development resources and opportunities. Promote the ethos of continuous improvement. Manage the 18 week/departmental pathways, within the secretarial/administrative teams. Manage areas of change within secretarial/administrative teams which will lead to improvements in quality and efficiency. Support in the project management of changes that effect secretarial/administrative teams. Use knowledge to arrange meetings, set agenda, chair meetings and take minutes. Responsibilities for Human Resources: Be expected to provide day to day management to the secretarial/ administrative teams. Conduct appraisals ensuring all staff have a Personal Development Plan. Manage sickness absence for secretarial/administrative teams, taking action as appropriate. Manage performance issues accordingly Manage annual leave for secretarial/administrative teams Undertake lead role in recruitment and selection of staff in accordance with Trust policies Implement and communicate trust policies to the secretarial/ administrative teams. Responsibilities for Financial Resources: Participate in ensuring the effective use of all financial resources providing and delivering the service. Responsible for authorisation of flexi time sheets for secretarial/ administrative teams Manage ordering and delivery of goods and services for secretarial/administrative teams Research/Audit Responsibilities: Develop internal departmental quality assurance measures to validate the quality of transcribed outputs. 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 £23 (standard disclosure) or £43 (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. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced). 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.

Previous outpatient experience and knowledge of RTT processes is essential alongside line management of an administrative team,
• 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 pos
  
  Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.
We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women's NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients. UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West. Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women's Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK's largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.