Lead Admin

Detailed job description and main responsibilities

        Main Responsibilities 

• To be responsible for the continual review and evaluation of all administrative systems and procedures and associated policies in order that improvements and developments can be made.
• To ensure ward administrators are focused on the delivery and maintenance of quality customer care and services at all times within clinical Services.
• To be responsible for ensuring clear communication to clinical and administration services.

 Administration team and process management

• Plan, co-ordinate and manage the work load within the administration team, monitoring delivery of the workflow ensuring an efficient and effective admin service is provided to all clinical services in a timely manner.
• Manage the process of rota planning and flexible working within the team to ensure that work flow is managed at all times.
• Create a staffing plan to recruit & develop admin staff in line with changing business needs and budget, undertaking all recruitment tasks; sitting on interview panels and inducting new members of staff. Ensure all vacancies are reviewed and all documentation promptly completed for vacancy panel, followed by processes to recruit as efficiently as possible to avoid the need to use agency staff.     
• Plan and manage effectively and efficiently administrative processes and information requests/cascades on behalf of clinical managers and clinical team leaders. Coordinating actions and reporting as appropriate.

Training 

• To identify and take responsibility for own learning requirements in relation to the provision of an efficient service
• To maintain and continually advance own knowledge of and skills in using Microsoft Office software packages.
• To keep up to date with relevant developments in administrative systems, processes and clinical services.

Communication 

• Responsible for communication and information cascade to administrators within KCW Health Unit via team meetings and other communication methods.
• Communicate complex or sensitive information both internally and externally in line with the information governance policy. For example, liaise with CNWL Trust to arrange honorary contracts for medical staff on rotation.  Liaise with procurement and external suppliers regarding ordering of supplies not in catalogue and set up PO numbers. As part of the Acute Senior management team, attend monthly Operational meeting, where sensitive information is discussed. Take minutes for disciplinary/sickness hearings. Manage staff through the Trust policies on sickness, capability and disciplinary, motivating staff through times of change.    

 Performance Management

• Planning with administrative staff to ensure they are entering accurate and timely performance data enabling accurate reports. This involves regular planning, monitoring and issuing of reminders to clinical staff
• To ensure accurate and clear records are maintained by the team.
• To work autonomously within departmental and CSH guidelines, seeking advice when necessary.

    Please see attached JD for more information.