Administration Support Manager

Swydd-ddisgrifiad a phrif gyfrifoldebau manwl

You will be able to find a full Job description and Person Specification attached within the supporting documents or please click “Apply now” to view in Trac

The ability to speak Welsh is desirable for this post; Welsh and/or English speakers are equally welcome to apply.

The post holder will :     Take day-to-day operational responsibility for the requirement for, approval and monitoring of additional working hours undertaken by medical and administrative staff, fully understanding the need for financial control, taking action to reduce overspends.

·         Completion of monthly paycards and payroll submissions for additional hours undertaken by both medical and administrative staff, including sign-off of agency doctor timesheets.

·         Fully understand the capped/rate card pay rates in place for medical staff, escalating any requests to deviate from this as appropriate. Identify cost saving opportunities to support the overall financial position of the directorate, to include finding cost effective measures to increase capacity and maximise staffing levels.

·         Carry out regular reporting and analysis of additional hours spend to the Directorate Management Team.

·         Ordering via oracle, as required, obtaining quotes and receipting orders once received, ensuring UHB and Local Authority financial procedures are adhered to including processes around petty cash and invoicing of protection of property.

Authorised signatory for travel and meeting expenses of staff within own area of responsibility.

·         Be responsible for dealing with and resolving issues relating to offices, administrative resources, staffing and workload.

·         Analyse business information and identify possible areas for service improvement.

·         Implement policies for improvement for own area of responsibility, contributing to the development of departmental wide processes/procedures and protocols, providing constructive feedback in a proactive way.

·         Facilitate regular specialty meetings, chairing when appropriate, ensuring appropriate administration (i.e. minute taking and booking of room).

·         Maximise efficiency of clinical activity e.g. outpatient sessions, diagnostic clinics, hot clinics etc. co-ordinating with clinical colleagues and all relevant departments. 

·         In discussion with clinical colleagues, maximise capacity to support delivery of NHS Wales Performance Framework targets.

·         Maximise effectiveness of medical rotas without the need for additional hours or locum/agency staff, ensuring appropriate approval of leave and skill mix. 

·         Where additional hours needed, maximise use of additional duty hours before escalating to agency staff, working to capped rates as far as possible.

·         Work with the Directorate Management Team to resolve capacity issues, liaising with consultants and other departments.

·         Provide the day to day operational lead with regards to the ongoing delivery of NHS Wales Performance Framework and Local Authority Performance targets monitoring, reporting activity and waiting list information (capacity and demand) on a weekly basis, reviewing and validating data to ensure its accuracy.

·         Provide the day to day operation lead and support to the Directorate Management Team with the ongoing delivery of other local or national performance targets e.g. Follow Up Not Booked (FUNB) targets and hot clinic reviews, ensuring accurate and valid waiting lists (working with booking office, reception staff and specialty administrative staff to ensure they maintain accurate data), reporting position, maximising capacity and working with the specialty teams to address capacity gaps and find solutions (demand management or increased capacity).

·         Make effective use of available information systems and computer software tools available for the retrieval and presentation of data, information and knowledge.

·         Be responsible for creating and maintaining databases and using these to generate regular reports in a timely and accurate manner.

·         Plan and organise workshops and programmes as directed by the Directorate Management Team.

·         Support changes of practice and service projects/developments with clinicians and management, monitoring and evaluating outcomes.

·         Ensure that all UHB policies and procedures are implemented and followed across the areas of responsibility.

·         Ensure Local Authority protection of property procedures are followed.

·         Investigate and resolve verbal inquiries received from patients and relatives.
Assist where appropriate in the formal investigation of written complaints.

·         Fully understand all aspects of improvement and modernisation targets, including current performance and any variations, ensuring that administrative staff and junior medical staff are aware.

To support the Directorate Management Team, and lead on improvement/ modernisation within own area of responsibility with respect to the service development.
Actively promoting service modernisation to staff both within and outside the Directorate. 
Assist the Directorate Management Team providing operational support to the Outpatient Department fully understanding their modernisation agenda.
Work closely with external agencies such as NHS Executive and Welsh Government to improve services and treatment pathways.

·         Actively support and act as champion on effective inter-department/specialty and intra-directorate communications, in line with the University Health Board’s Communication Strategy.

·         Act as a key point of escalation and direct contact, managing and troubleshooting daily operational issues, liaising with clinical and nursing colleagues and escalating complex or contentious issues.

·         Provide and present complex and sometimes contentious information to senior managers and clinicians in a way that is sensitive and understandable.  There may also be occasions where the post holder will need to communicate in a way that will not cause offence or antagonize e.g. there may be occasions where the post holder is required to direct colleagues in instances where information on Welsh PAS is not up to date, is inaccurate or has not been input according to the correct procedures.

·         Extract and analyse complex information from WPAS, presenting to the Directorate Management Team, and external stakeholders such as the Delivery Unit (DU).

·         Provide weekly reports with a high level of accuracy, recognising discrepancies and taking action to rectify. 

·         Develop and maintain good working relationships with both clinical and non-clinical staff at all levels within the UHB and external with Local Authority staff and stakeholders.

·         Provide relevant information for hospital and University Health Board weekend plans, e.g. medical rota information.

·         Maintain accurate records of contact details for staff within the Care Group, including locum doctors.

·         Liaise with internal departments and external agencies, e.g. Medical Staffing, Procurement, Retinue, and Delivery Unit.

Actively manage sickness, absenteeism and leave for designated area, including junior medical staff.  This will consist of review meetings, return to work interviews and formal sickness meetings, and referrals to Occupational Health Department.
Ensure annual Your Conversation are undertaken for staff where there is line management responsibility.
Undertake recruitment and appointment of administrative staff and junior medical staff, ensuring that job descriptions and person specifications are updated as vacancies or new posts are identified.
Undertake the induction of new administrative staff, including training on relevant information systems and filing systems within service area.
Co-ordinate and support induction for all junior medical staff and consultants, leading on the development of induction information and the agenda for the service group induction session.
Arrange, hold and chair regular staff meetings with administrative staff and medical staff feeding back ongoing developments within the hospital.
Be responsible for collating workload needs and staffing levels and resolving any issues. 
Escalating issues to the Directorate Management Team along with potential resolutions, as required.
To allocate work to staff within own area of responsibility.

·         For medical staff, record annual leave, study leave and sickness absences (undertake return to work interviews as appropriate), as well as co-ordinating medical staff rotas and locum requirements.

·         Supported by the Directorate Management Team, clinical director and medical staffing, develop, design, implement and maintain new rota templates as required. 

·         For locum and agency doctors and administrative staff, ensure appropriate local People processes are followed e.g. ID badges provided, IT access generated, accommodation and resources.