Admin Manager

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Detailed job description and main responsibilities

• Assume overall responsibility for the administrative business-as-usual management of the department with specialist knowledge in line with service requirements.
• Act as a resource for staff, advising on National, Trust and Departmental Administration policies and procedures.
• Participate in developing and updating local and Trust-wide training packages in line with National guidance.
• Participate in strategic, service provider and Trust/Divisional/Departmental meetings, assuming responsibility for administration issues and the impact on resources.
• Responsibility for departmental performance including participation in setting objectives and standards.
• Represent the department in appropriate forums.
• Continuous review and updating of administration policies and procedures and supporting documentation and systems.
• Implement and develop new processes and guidance for efficient and effective operation of processes within the Department and Trust.
• Liaise with ICT helpdesk to raise technical issues relating to departmental IT systems.
• Lead recruitment, retention and selection of administrative staff including preparation of documentation.
• Manage sickness reviews, disciplinary, capability and grievance issues as required.
• Ensure effective internal and external communication systems within the department and Trust-wide.
• Provide an effective communication system both within the team and to internal and external agencies.
• Motivate and persuade staff regarding changes to procedures and current practice.
• Liaise with GP surgeries, leads and specialties to ensure issues are resolved and information is communicated.
• Undertake project work including data collation, manipulation and reporting to produce reports and spreadsheets.
• Utilise relevant Trust IT systems ensuring accurate patient data input in line with guidelines.
• Share ideas for potential service improvement.
• Coordinate cancer pathways including escalation of long waiters and timely scheduling of scanning and reporting.
• Ensure timely allocation and processing of referrals including outsourcing coordination.
• Manage Datix incidents and complaints related to the central admin team ensuring compliance and timely resolution.
• Oversee appraisals, sickness reviews and performance management for the central admin team including medical secretaries, support secretaries and reception staff.
• Ensure reception and admin rotas are published and adequately covered to maintain service continuity.
• Produce and manage weekly performance reports.
• Monitor and validate waiting lists and PTLs to prevent breaches of DM01, RTT targets and internal KPIs.
• Support service improvement initiatives and maintain compliance with Trust policies and standards.

For further details please see the attached job description.

Person specification

Qualifications

Essential criteria

• see supporting documents

Experience

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Knowledge

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Skills

Essential criteria

• see supporting documents

Desirable criteria

• see supporting documents

Commitment to Trust Values and Behaviours

Essential criteria

• see supporting documents

To ensure that we provide world-class patient care, UHCW recruits people that can demonstrate the Trust's Values and Behaviours in their everyday life. Therefore, if you are invited to interview, you will be undertaking a Values Based Interview/Assessment, which explores not only what you do but how and why you do it.
Before applying, we encourage you to review the Trust's Values and Behaviours which can be accessed on the right side of this page under the job description.
The Supporting Information Section in your application should therefore reflect your understanding of the Trust's Values and associated Behaviours. You will be expected to provide us with examples from work experience and/or personal life which demonstrate these values through your behaviour.

The Trust is committed to Equal Opportunities within the workplace. All vacancies will be considered for Job Share unless otherwise stated. All applicants who have a disability and who meet the minimum criteria for the job will be interviewed. Where a post has an overwhelming response, this Trust may use random selection in order to reduce numbers to interview, any disabled applicants will automatically be guaranteed an interview and will be exempt from this process.

In submitting an application form, you authorise University Hospital Coventry & Warwickshire NHS Trust to confirm from your previous or current NHS employer and other prior employers; previous NHS service details and personal data held about you, including Occupational Health data (inoculations and screening tests). This data will be transferred using NHS Electronic Staff Record and third-party systems via an automated process and only used for the purposes of obtaining and maintaining accurate employment records, should you be appointed to the post.

UHCW NHS Trust, by virtue of its Green Plan, is committed to ensuring that the way we provide services minimises the impact on the environment and the future health of the public e.g. zero waste to landfill, reducing our carbon footprint and increasing our recycling and reuse percentages.

If you are successful at interview you will receive a conditional offer of employment and we'll ask you for information so that we can carry out pre-employment checks. You must successfully complete all pre-employment checks to progress to a final unconditional offer.

We must confirm the identity of our staff and their right to work in the United Kingdom. We will ask you to submit proof of your identity and right to work documents via a secure digital platform approved by the Home Office, named TrustID. Alternatively, you may be asked to attend our office with original documents.

Depending on you level of exposure with patients you may be required to undertake a Standard or Enhanced DBS. The cost of this check will be charged to you and will be deducted from your salary over the first 3 months of employment at the current rate.

All correspondence will be sent by email; please check your account regularly including your Junk/SPAM folders

Employer certification / accreditation badges

Applicant requirements

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.

Application numbers

Please be advised that this job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Documents to download

• Job Description and Personal Specification (PDF, 680.3KB)
• Welcoming Disabled Candidates (PDF, 371.7KB)
• Candidate Information (PDF, 736.7KB)
• Radiology Staff Charter (PDF, 170.0KB)