Radiology CDC Admin Manager

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Lewisham and Greenwich NHS Trust, (LGT), is a community-focused provider of local and acute care, delivering high-quality services to over one million people living across the London boroughs of Lewisham, Greenwich, and Bexley. We provide whole-life care and are here to support our communities to live healthier lives as well as taking care of them when they need us the most.

Employing almost 7,500 colleagues, affectionately known as Team LGT, we provide services at Queen Elizabeth Hospital in Woolwich, University Hospital Lewisham, and at over a dozen community settings in Lewisham. We also provide some services at Queen Mary's Hospital in Sidcup.

We have recently launched our new vision and values to mark the LGT10 - the tenth anniversary of our Trust forming in 2013. Our trust vision is to be exceptional. In the quality of our patient care; our support for colleagues; and in the difference we make through our partnerships and in our communities.

To achieve this we value Respect, Compassion, and Inclusion; Being accountable over staying comfortable; Listening over always knowing best; and Succeeding together over achieving alone. You can read more about our visions and values here

Our hospitals and community sites provide a wide range of inpatient and outpatient services, as well as emergency and planned care. The Trust is rated as "good" or "outstanding" in over three-quarters of the services inspected by the Care Quality Commission.

Every year our work includes performing 10,000 procedures in our theatres; bringing seven and a half thousand new lives into the world; carrying out 570,000 visits to patients in their homes or communities and providing emergency care for more than 300,000 patients arriving in our busy Urgent and Emergency Departments.

LGT is a centre for the education and training of medical students enrolled with King's College London's GKT School of Medical Education. We are a training centre for nurses, midwives and allied health professionals. We are pioneering new roles that will support the changing needs of our patients and are one of the largest employers of physician associates in the country.

We are committed to working with our partners to deliver the best outcomes for our local communities. This means playing an active role in the South East London Integrated Care System (ICS), and in formal partnerships including the South East London Acute Provider Collaborative, provider partnerships with our local mental health trusts and borough-based boards of the ICS in Bexley, Greenwich and Lewisham.

Job overview

We are excited to advertise this newly created post working in the two Community Diagnostic Centres due to be fully operational in March 2025.

The postholders will work within the two CDC's to ensure the safe administrative management of all patients using the service.

We are looking for candidates with significant experience across a range of processes including management/supervision of staff, allocation of work/resource, creation of standard operating procedures and training plans.

These posts offer exciting opportunities for experienced administrators with previous involvement in staff supervision/management who are looking to further develop their knowledge and skills.

Please note, we may not be able to offer sponsorship for this post

Main duties of the job

To assist the Assistant Service Managers in the provision of a high quality administrative/operational service

. To be responsible for the day-to-day operational management of the clerical and administrative team for both CDC,s

To be responsible for the day-to-day operational management of the CDC booking staff and ensure appointments and administered in line with Trust policies.

To provide and develop a working environment which encourages high morale and commitment amongst the staff and excellent customer service.

To ensure all administrative staff working within the CDC deliver a high quality,responsive and cost-effective service in line with the requirements of the Trust's internal Policies, Procedures and the Department's Service Plan.

To deputise for the Associate Service Managers as required

Please note, we may not be able to offer sponsorship for this post

Working for our organisation

Our people are our greatest asset. When we feel supported and happy at work, this positivity reaches those very people we are here for, the patients. Engaged employees perform at their best and our Equality, Diversity & Inclusion (EDI) initiatives contribute to cultivate a culture of engagement. We have four staff networks, a corporate EDI Team and a suite of programmes and events which aim to insert the 5 aspirations:

1. Improving representation at senior levels of staff with disabilities, from black, Asian, and ethnic minorities background, identify as LGBTQ+ and women, through improved recruitment and leadership development
2. Widening access (anchor institution) and employability
3. Improving the experience of staff with disability
4. Improving the EDI literacy and confidence of trust staff through training and development
5. Making equalities mainstream

Detailed job description and main responsibilities

1. To provide an efficient and effective administrative service that supports the CDC Admin teams to deliver a high quality patient service at the point of reception through to investigation/scan

2. To be responsible for temporary staff booking and management of the spend associated with this in line with key expenditure controls as identified by the Service Manager.

3. Ensure all reception duties are covered on a 24 hour basis at both CDC sites

4. Management of staff rota, producing a rolling rota for the administrative and reception staff

5. To ensure an even workload through the administrative areas of the department by continuous monitoring.

6. Produce monthly reports for manpower and sickness for reception staff

7. Produce weekly performance figures for the department against all quality indicator targets

8. Comprehensive understanding of Soliton functionality and be able to interpret and provide statistical information as required.

Performance

1. In close liaison with the Associate Service managers, ensure that robust administrative processes are developed and implemented

2. Manage the day to day running of the reception areas and Booking staff by determining work priorities and allocating resources accordingly.

3. Manage the rolling rota for staff

4. As required, carry out regular audits of reception processes, workload and quality statistics

5. Undertake reception and clerical duties as required

6. To deal with telephone calls in a polite and courteous manner, using tact and discretion

7. To work collaboratively with the Acute site counterpart to ensure cross site cover in the event of staff shortage.

8. To train staff in the use of the Soliton as required and to arrange iCARE training for all new members of staff.

9. To undertake the recruitment process and carry out interviews for Reception and Booking staff vacancies.

10. To identify staff training needs and oversee the continuing personal development of staff by regular performance development reviews and personal development plans and ensure all staff attend mandatory training.

11. To ensure effective communications systems are maintained, including carrying out Team briefing sessions for reception staff in the absence of the Associate Service Managers.

12. To carry out investigations under the Disciplinary and Appeals procedure and to be responsible for issuing informal warnings to subordinate staff.

13. To provide information pertaining to the Department as required:

14. Generate ad hoc reports as requested.

15. Generate reports relating to the performance of the department with Quality Indicators and work with the management team to ensure operational procedures are carried out correctly to ensure compliance.

16. Ensure effective and regular communication with Senior Management.

17. With the Associate Service Manager, ensure that appropriate and cost-effective administrative staffing profile and skill mix are developed and maintained, taking into account current and projected workload and service plans.

18. Complete weekly performance reports for Assistant Service Manager as required.
Work force

1. The post holder will ensure that all reception areas and booking staff are covered at all times.

2. Complete manpower returns for all Admin staff.

3. To prepare the monthly staff returns for submission to Payroll.

4. Maintain the annual leave / sickness records for the reception/administrative staff.

5. Monitor sickness levels and punctuality amongst staff applying Trust policy to management of challenging behaviours accordingly

6. Be aware of the Trust's financial position and responsibilities with regard to the controls required the limit and reduce spend on temporary staffing, under the direct supervision of the Assistant Service Manager
Partnerships

1. To ensure the effective use of both CDC's

2. Support the Division to achieve NHS Plan and targets relating to Radiology waiting times.

3. To cover for the Associate Service Manager in their absence

Person specification

Qualifications

Essential criteria

• Educated to degree level or evidence of equivalent level of ability/experience

Desirable criteria

• Management Qualification

Experience

Essential criteria

• Minimum 5 years previous experience and minimum 2 years management or supervisory experience of managing staff, including staff appraisal in NHS or similar large, multi - professional organisation.

Desirable criteria

• Soliton iCare,
• e-rostering

Knowledge

Essential criteria

• Sound understanding of practical Data Protection/Information Governance Issues
• Good numeracy skills inc basic budgetary understanding and application of controls
• Able to work as part of a team and lead a team
• Well organised, proactive, uses own initiative able to work without direct supervision
• Ability to produce reports utilising a variety of data sources to deadlines as required
• Computer literate, able to use Windows software/knowledge of databases

Desirable criteria

• Knowledge and understanding of the key aspects of Agenda for Change, key NHS Targets and NHS Structures
• Microsoft Office Applications

Personal Qualities

Essential criteria

• Ability to manage staff effectively including motivation, team building, training and development as well as disciplinary, sickness and performance issues
• Ability to communicate and develop productive working relationships with multi-professional staff at all levels of the organisation
• Able to work under pressure
• Self motivated and demonstrates initiative
• Ability to motivate staff and to delegate work appropriately to ensure that all areas are covered.
• Lead by example, working unsociable hours should the service require additional cover
• Excellent verbal and written communication skills

We reserve the right to close the post before the stated closing date, please apply early. We do not contact applicants with the outcome of the shortlisting. If you have been shortlisted, you will receive an invite to an assessment day or interview.

As a local employer and anchor institution we work closely with our community to recruit locally and we welcome applications from the widest variety of people to ensure our workforce are reflective of the local communities which we serve. We encourage all suitable candidates to apply including if you are Black, Asian or other ethnic minorities, live with a disability (visible or not) or are LGBT+. We have a number of active staff networks including Disability, LGBT+, Multicultural Inclusion and Women's staff networks to bring staff together and celebrate diversity across our whole workforce.

Please note, not all roles will meet the criteria for a skilled worker visa.

Employer certification / accreditation badges

Documents to download

• Job Description & Person Spec (PDF, 302.5KB)
• Working at LGT (PDF, 4.2MB)