Admin Lead | Cambridgeshire Community Services NHS Trust
| Posting date: | 18 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £25,147 - £27,596 per annum, pro-rata |
| Hours: | Full time |
| Closing date: | 18 May 2024 |
| Location: | Peterborough, PE3 6DB |
| Company: | Cambridgeshire Community Services NHS Tr |
| Job type: | Permanent |
| Job reference: | 6231510/448-AMB-6231510 |
Summary
DynamicHealth - Musculoskeletal Physiotherapy and Specialist Services are looking for an enthusiastic, self-motivated and dedicated individual to join our service.
We have a full-time vacancy working 37.5 hours per week, Monday to Friday for an Admin Team Lead within our administrative team.
The postholder will be required to cover and attend our locality hubs to support the management of administrative staff at both City Care Centre, Peterborough and North Cambs Hospital, Wisbech
DynamicHealth provides specialised community service across Cambridgeshire and Peterborough, for people aged 16 years and over living with or experiencing problems from muscles, nerves and joints.
The postholder will need to be able to work effectively to support the team to achieve deadlines.
The postholder will require a good knowledge of administration and possess strong organisational skills.
The post holder will support their team with line management and work collaboratively with other locality cohorts across the unit, reporting to the Assistant Service & Performance Manager, to accomplish and deliver effective services for patients throughout Cambridgeshire and Peterborough.
The post holder will be required to be proactive about collaborating with their colleagues across the Trust to problem solve and overcome issues as they arise. The post holder will be required to work using their own initiative and work on active improvement of patient pathways and wait times within the unit.
To work with and assist both the Assistant Service & Performance Manager and Clinical/Team Leads to deliver physiotherapy services throughout the designated geographical area.
Work with the Physio and Clinical Leads to develop and streamline processes between clinical and admin processes.
To provide administrative and business support that underpins the effective delivery of community based musculoskeletal physiotherapy services provided by Dynamic Health, part of Cambridgeshire Community Services.
Responsibility for and line management of a team of administrators to include day to day supervision.
Responsibility for the management of patient pathways in line with the 18-week Referral To Treatment (RTT) Access Policy.
Please note that should we receive a high number of applications, we reserve the right to close the advert earlier than advertised.
Rated ‘Outstanding’ by the Care Quality Commission, we are proud to provide high quality innovative services across most of the east of England that enable people to receive care closer to home and live healthier lives.
There’s one reason why our services are outstanding – and that’s our amazing staff - who, for the seventh year running, rated us incredibly highly in the national staff survey.
If you share our passion for innovative and high-quality care delivery, then please submit your application and join us on our exciting journey as a leading-edge specialist community provider. All are welcome to apply and our promise to you is a culture which prioritises staff engagement and development.
Main Duties and Responsibilities
1. To provide administrative and professional leadership to the wider administrative team in line with the Trusts values, administrative processes and organisational policies.
2. To effectively manage the implementation of admin local policies/processes of the service and provide guidance for queries and support administrative changes of work within the unit, including support to the clinical team to implement ledger changes and rota building.
3. Responsible for the day-to-day operation and direction of the administrative team within own locality and supporting other localities when required.
4. To provide administrative support and leadership across other localities as and when required.
5. To represent the administrative team at internal and external meetings as required
6. To assist the Assistant Service and Performance Manager with the development, implementation and monitoring of standard operating procedures, policies and work practises aligned to the administrative functions of the wider team.
7. Assist and support the unit with the projects and programmes in line with role.
8. Responsible for the recruitment of the administrative staff and apprentices within own locality.
9. Make required arrangements to block Systmone rotas for clinical staff as and when required.
10. Support the locality with estates issues, and liaise with external contractors as required, escalating any issues not resolved with the Assistant Service and Performance Manager.
11. Work with and support the update of the locality Business Continuity Plan (BCP) and Emergency Preparedness, Resilience and Response (EPRR) liaising with the Assistant Service and Performance Manager, Business Support Manager and ensure that staff are aware of where it is kept.
12. To support the administration team with the process of archiving patient files and staff records in accordance with the Records Management Policy.
13. Collaboratively working across the unit to ensure workload tasks are shared effectively and address any staffing issues that may arise.
14. Complete Datix and support administration staff to complete Datix’ as required and as Handler to investigate Datix’ as they arise.
15. Referral to Treatment (RTT) - To manage, monitor and escalate as appropriate ensuring accurate completion of reports and data quality. This includes weekly checking of patient clocks and validation of these clocks ready for reporting.
16. Slot utilisation reporting – Recording the units unused slots and directing the team accordingly to maximise capacity.
17. Raising with administrative staff and supporting them to manage identified errors from reports.
18. To contribute to unit and locality meetings raising any issues/concerns and addressing any actions.
Communication
1. Liaise and communicate with work colleagues, patients, management teams and other allied health professionals to include internal and external agencies.
2. To explain administrative working practices to team members both clinical and non-clinical.
3. To manage and resolve stressful situations e.g. complains, staffing issues, etc. as they arise and seek support and guidance from the Assistant Service and Performance Manager or Leads as and when required.
4. To maintain strong working relationships with internal and external organisations, promoting and sharing the units standards.
5. Contribute to Cambridgeshire Community Services NHS Trust (CCS) internal and external communication strategies ensuring effective communication and engagement within the team and organisation.
6. To contribute to ensuring the Cambridgeshire Community Services (CCS) responsibilities to engage and consult with patients and the public are met in line with statutory requirements.
Budgetary Responsibility
1. Authorised signatory and support for procurement and sourcing for clinical and office equipment within the unit.
2. Contribute to the finance establishment meeting – ensuring the staffing establishment up to date.
3. Complete relevant payroll forms for staff.
4. Authorised signatory for admin team e-expenses relating to travel and other expenses.
People Management
1. To line manage/supervise administration staff and be responsible for the process for recruitment and selection, appraisals and 1:1 supervision, competency and performance management.
2. Responsible for providing induction, training and competencies for new admin starters playing a key role in the dissemination of continued learning across the administrative workforce.
3. Maintaining employee personnel files and associated documentation/systems for apprentices and administration staff including personal development, grievance and disciplinary issues, and leavers all in accordance with Human Resource policies and procedures seeking support when required.
4. Responsible for staff management in accordance with Human Resources policies and procedures and keeping relevant staff systems updated.
5. Maintaining own professional development and requirement to take part in own appraisal, objective and maintain your personal development plan.
6. Contribute to your regular supervision sessions in accordance with the Trust Policy.
7. To attend all relevant mandatory training as and when required to do so.
This advert closes on Monday 6 May 2024
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