Detailed job description and main responsibilities

Management 

To ensure all appraisals of admin staff are up to date and take place in a timely manner

To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records. 

Responsible for staff development and training including the setting of individual departmental targets for efficient ways of working. To take action to rectify deficiencies as and when appropriate, following HR Trust policies 

Work with Assistant Directorate Manager in regards to resolving capacity issues. 

To manage and ensure validation of the DM01 and PTLs on a day-to-day basis, ensuring targets are met and resources are effectively utilised to maximise efficiencies. 

The post holder will work in liaison with the Assistant Directorate Manager, Team Leader and clinic/waiting list coordinators to ensure performance matches demand.

To ensure flexible working patterns are achieved to enable cross cover for leave within the admin team, ensuring bank and agency costs are minimised. 

To be responsible for managing the recruitment and selection process for new staff within the admin team and to be pro-active in developing strategies to retain staff in line with performance issues 

To provide managerial leadership, managing sickness and absence, maintaining appraisal schedules and leading performance management issues within the admin team. Being responsible for staff development and training including the setting of individual and departmental targets for efficient ways of working. To take action to rectify deficiencies as and when appropriate following HR policies. 

To ensure excellent communication channels are maintained with all disciplines/departments both internal and external to the organisation, including staff, consultants, patients and visitors to the Trust. 

To attend and actively participate in appropriate departmental and Trust meetings. 

To challenge current ways of working within the 18 week pathways. Evaluate and modernise pathways to ensure the smooth transition of patients between departments. 

Manage the RTT and audit and maintain choose and book issues and follow through breaches, pending breaches and other performance related issues. Undertake root cause analysis where appropriate. 

To endorse the Access Policy, ensuring all admin staff are fully aware of the waiting list guidance and that all other local policies and procedures are adhered to.

To be able to interpret and analyse data in relation to a patient’s 18 week pathway, using the Trust’s computerised systems – e.g. CaMIS, HIVE, Somerset etc. 

To lead Access policy audits 

To be responsible for the management of complaints in relation to the administration service, actively seeking to resolve any issues at the time of notification, acting within the Trust guidelines

In the absence of the Assistant Directorate Manager attend Performance meetings as required

Education and Training 

To develop and maintain a stimulating learning environment for staff

To facilitate training programmes for all staff in order to develop levels of competency for the workforce e.g. induction training 

To maintain and extend existing knowledge base for continuing self-development 

To comply with hospital and departmental policies in order to provide safe and effective working and patient environment for all staff and patients 

To be responsible for receiving and managing incoming and outgoing correspondence and interdepartmental communications.

General Tasks 

The post holder will be expected to use computer systems where appropriate, including email system, the internet and intranet and other office systems in accordance with Trust policies 

The post holder will be expected to communicate with all levels of staff, outside agencies and members of the public in a professional and effective manner.

To ensure Trust wide standards are maintained to improve the quality of total care to all who come into contact with services undertaken by NGH 

To be responsible for maintaining high data quality standards by ensuring that the data entered onto Trust systems is accurate, complete and up to date 

To be responsible for undertaking general office duties and organisation