Radiology Administration Manager

Detailed job description and main responsibilities

Staff Management
• To effectively manage all Administrative and Clerical Staff within Radiology through a comprehensive knowledge of all relevant HR Policies and Procedures.
Radiology Administrative and Clerical Staff Groups Include:
- SDGH Booking Office Staff
- SDGH & ODGH Reception Staff
- ODGH Image Transfer Staff
- ODGH Office Staff
- SDGH & ODGH Medical Secretaries
Management Responsibilities Include:
- Staff rotas to ensure sufficient cover across both sites in all working areas
- Staff recruitment and selection
- Management of personal development reviews and personal development plans and individual targets and objectives
- Management of all staff absences including entry onto the ESR system
- Monitoring staff performance and feedback through regular individual and group staff meetings
- Management of staff discipline and any grievances
- Dealing with sensitive staff issues regarding personal and work related matters, some of which may require staff agreement or co-operation
- Management and arrangement of staff mandatory training requirements, for both administration and clerical staff, and for Consultant Radiologists.
- In-house training, mentoring and pastoral care of staff
- Regular communication through fortnightly meetings, individual meetings and team briefs
- Authorised signatory for staff overtime, travel arrangement, and incidental expenses.
- Manage and document Consultant Radiologist annual leave and study leave, liaising with Medical Staffing where necessary.
Financial Management
• Ensure effective capacity management and efficient resource
utilisation.
• Responsible for the headcount and staffing budget for the administration and clerical staff within the Radiology Department, including overtime payments and the entry of staff working hours into the ESR system.
• Contribute to the financial delivery of the Radiology service, ensuring it is cost effective and delivered on time.
• Continually strive for process improvements with a view to achieving greater efficiency and value for money.
• Liaise with the Radiology Services Manager regarding the purchase of
IT and office related equipment and stationery items.
• Arrange regular XRay filing reviews, and ensure the most competitive
company is used for the payback of silver from the XRay films.
Performance Management
• To ensure best use of available resources ensuring the effective management of the administrative and clerical functions in Radiology. This includes the receipt and input of all radiology referrals, the booking of patient appointments, the reception of patients, the production and issue of radiology reports, and the management of radiology image transfers.
• To manage Radiology Waiting Times targets, Cancer Services and 18 Week Radiology Escalations and ensure that the appropriate targets are met through appropriate implementation of the Trust’s Access Policy.
• To work in conjunction with the Modality Managers/Leads in the management of targets by ensuring effective capacity management and take remedial actions if/when capacity issues are identified.
• To liaise with Consultant Radiologists as required to ensure that urgent reports are available as and when required by our referrers.
• To ensure implementation and compliance with Trust Policies across areas of responsibility within the department.
• Possess the ability to manage, prioritise and organise competing demands and work to deadlines, escalating any variances and provide action plans as necessary.
Management of Radiology Information
• To develop and use CRIS statistics on a daily basis to proactively plan towards the achievement of Departmental targets. This includes analysing complex statistical information from a range if sources, for example comparing Radiologist, Sonographer and Radiographer availability against current waiters and their length of wait. This information is then fed back to the Modality Managers and Radiology Manager regarding requirements for additional sessions, etc. These activities are carried out for all Radiology Modalities.
• Ensure daily data is collected on the number of empty appointment slots to feed into departmental records of capacity and demand. This information is also used proactively to plan ahead and cut down of under-utilised sessions.
• Produce the Radiology Weekly Waiting Times Report for distribution to the senior management team. Identify any anomalies from the statistics, investigate, and put remedial actions into place to stop/reduce departmental waiting times breaches.
• To develop new statistics, reports, databases or files, or update existing ones when required. In depth knowledge of a range of software packages and applications is required, together with specialist knowledge of Radiology policies, procedures and working methods.
• Ensure up to date CRIS statistics are kept for trends on Radiology Activity, Demand, Waiting Times, Reporting Times, DNAs and Cancelled Appointments.
• Develop and use CRIS statistics to address housekeeping and data quality issues on a regular basis.
• Develop and manage a number of information systems relating to Radiology statistics, and also regarding Administrative and Clerical staffing information.
Management of Administrative & Clerical Policies, Procedures and
Processes
• To develop, write, review and update Standard Operating Procedures and Work Instructions relating to Radiology administrative and clerical duties.
• To plan and implement the development of Radiology administrative services.
• To develop and monitor quality management targets.
• To use Operational Excellence tools and techniques when reviewing policies, processes and procedures, and pass on the techniques to other staff to encourage an environment of constant process review and improvement.
Other Duties and Responsibilities
• To manage and maintain effective communication with individual departmental and Trust staff, referrers and patients on complex issues, overcoming any potentially sensitive issues in a wide range of situations.
• To take part in appropriate projects, or take a lead role as necessary
on behalf of the Radiology Department.
• To plan projects and delegate tasks as necessary, regularly review progress, make adjustments where needed, and follow the project through to its’ successful conclusion.
• Liaise with Consultant Radiologists, Modality Managers, Sonographers and Radiographers as required regarding queries on the booking of hands-on and reporting sessions, and the reporting of radiology examinations to meet specific targets.
• Write to local GPs on a regular basis regarding the correct procedures to follow when referring patients to the Radiology Department.
• Investigate and deal with patient complaints, and complex administrative and clerical issues.
• To investigate and report on any administrative and clerical related reported incidents.
• To participate in Audit as required.
• Ensure that all relevant National, Local and Trust policies are in place and adhered to.
• Ensure that effective Risk Management strategies are in place, including compliance with statutory and Trust requirements – Health & Safety at Work, Data Protection Act, Fire Regulations, etc.
• To assist the Radiology Manager in the preparation, completion and implementation of the departmental business plan.
• Monitor the use of and maintain adequate administrative supplies and services, consulting the Trust Procurement Department as required.
Freedom to Act
• The post holder is accountable for their own actions.
• The post holder will work within Trust Policies, e.g. Access Policy and work to agreed objectives.
• The post holder has the freedom to take action based on own interpretation of relevant Trust and Departmental policies seeking guidance from others where necessary.
General
• To abide by the relevant Codes of Professional Practice if applicable
and NHS Codes of Conduct.
• It is a requirement of employment within Southport and Ormskirk Hospital Trust that all staff must comply with the obligation of confidentiality to person identifiable information. The Data Protection Act 1998 safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by the trust to uphold the principles of the Act.
Any employee disclosing confidential/patient records or information to any unauthorised person or persons will render the employee subject to disciplinary action.
• The Freedom of Information Act 2000 requires all public organisations to provide any member of the public, upon receipt of a written request, with the information they require, subject to certain exemptions. Every member of staff employed by the Trust must take responsibility for any request for information that they receive and respond in line with Southport and Ormskirk Hospital Trust’s Freedom of Information Policy and guidance.
• All employees are required by Section 7 of the Health and Safety at Work Act (1974) to take reasonable care of their own health and safety and that of others who may be affected by their acts or omissions.
• All staff employed by Trust must adhere to the standards of record keeping outlined in the Records Management Policy and guidance documents.
• To ensure compliance with all Trust Risk Management, Research Governance and Infection Control Policies and Procedures and abide by the Essential Standards of quality and safety.
• Undertake appropriate Induction and Mandatory training, including infection control and comply with all Trust Infection Control policies relevant to the post, particularly with regard to the hand hygiene policy. To remind and challenge colleagues of their Infection Prevention and Control responsibilities if there is a potential or actual breach of policy.
• It is incumbent on the post holder to continually update his/her professional awareness and carry out other duties deemed appropriate to the grade of the post.