Job Description

The successful candidate will be an enthusiastic and positive team player. The candidate will need to have experience of working in an administrative settings. Excellent leadership skills and good communication skills are essential.
The post holder will oversee the administration across the Pre-Operative Assessment Team and will be accountable for the administrative performance of this service as well as supporting the wider Directorate.
The post holder will act as an interface between the clinical staff, management, admin staff, other staff within the Trust, external stakeholders and patients and their families / careers.
The post holder must be able to organize their own workload within defined guidelines.
Manages the people, processes and performance of an administration or service support team within a specified service. Manages the planning and prioritization of the work associated with their team and organizes all activities in order to achieve a cost effective, productive, high quality service. Provides cross site support to enable co-operation within and amongst teams.
Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to work, car lease schemes, and season ticket loan or membership options for onsite leisure facilities. We encourage staff to have the Covid vaccination to protect themselves, patients, other colleagues as well as the wider community.
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part-time or job share.

MAIN TASKS AND RESPONSIBILITIES:

• Take overall responsibility for efficient running of the administrative function, maintaining effective office/ departmental systems and processes.
• Work with other members of the wider team to ensure quality standards are adhered to.
• Ensure that the team is aware of relevant Trust policies and procedures relating to service delivery.
• Develop new processes for the service with a view continuously improving the patient experience.
• Identify the costs associated with service improvement and seeks approval before implementation.
• Create and prepare reports relating to service delivery and performance and recommends actions where areas of improvement are identified.
• Take responsibility for the even distribution of workload within the department, initiating amendments or improvements where necessary.
• Take responsibility for patient/client care in terms of dealing with complex patient queries, particularly where patients are distressed and emotional.
• Responsible for patient queries referred from other staff that become too complex for them to resolve.
• Manages the department’s complex complaints investigations in accordance with the directorate’s clinical governance/ complaints guidelines.
• Lead for the department in the quick and successful resolution of queries.
• Actively participate in the directorate’s management team, providing information around performance of the team, escalating matters that require more senior input.
• Disseminate Trust and directorate information to the team and act as a first point of contact for feedback.
• Set and monitor standards of communication with service users and other internal customers.
• Ensure that all communication with service users is delivered or processed in a timely fashion.
• Represent the team at departmental or meetings as required.
• Communicates relevant information to other departments and stakeholders within the Trust and to external parties where appropriate.
• Manage, organize and support staff effectively through work planning, 1:1 meetings and appraisals, including performance and productivity monitoring.
• Undertakes sample checking to comply with service standards and audits.
• Take initial responsibility for local resolution of problems that arise among the staff.
• Acts as a point of reference and escalation for queries from team members.
• Responsible for assessing and identifying staff development needs.
• Manage underperformance in line with the Trust’s disciplinary or performance management policy and procedure.
• Take responsibility for recruitment and selection in terms of compiling suitable adverts and interview questions, short listing applicants, co-ordination of interviews and communication with candidates.
• Control and manage attendance and leave, including sickness absent management.
• Take responsibility for the training of new and existing staff in relation to systems and processes.
• Maintain up to date knowledge of Trust employment policies and implement them consistently, seeking advice from HR advisory as appropriate.
• Ensure that the team is aware of relevant Trust employment policies and procedures.
• Responsible for identifying own personal development and seeking opportunities to develop.
• Plan and order stationary using the Trust’s procurement system.
• Responsible for signing off time sheets for temporary/agency staff.
• To be responsible for ensuring cost effectiveness is adhered to all times and that all spending against both pay and non-pay budgets is justified.
• Provide cover for other administration managers during periods of leave as appropriate.
• Provide cover for the other administration/ service support staff during busy periods, sickness and annual leave and where there is an imbalance of workload.
• Assist in producing ad hoc reports and in project work.
• Undertake any other duties requested as appropriate to the banding.

Required Knowledge, Skills, and Abilities