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Administration Manager
| Posting date: | 10 September 2024 |
|---|---|
| Salary: | £25,147.00 to £27,596.00 per year |
| Additional salary information: | £25147.00 - £27596.00 a year |
| Hours: | Full time |
| Closing date: | 26 September 2024 |
| Location: | Plymouth, PL4 7PY |
| Company: | NHS Jobs |
| Job type: | Permanent |
| Job reference: | B9832-2024-AC-1768 |
Summary
Management of Services To manage the delivery of all clinics within the service area ensuring effective day to day operational management in accordance with best utilisation of staff and accommodation. To plan an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover. To provide any rotas to staff where required. To ensure that referral management and appointment processes are efficient, coordinated and compliant with organisational policy. Maintain effective office systems, making maximum use of technology with the ultimate aim of achieving a paperless office. Attend appropriate management, performance and planning meetings and deputise for Service Support Manager when needed to contribute an administrative perspective. Source and gather information to assist the Clinical team in prioritising their workload effectively to ensure deadlines are met. Contribute to team responsibilities ensuring that all staff within the team have the necessary equipment and resources required to undertake their duties. Responsible for maintaining equipment records such as laptops and printers for the Directorate and effectively reporting any problems that may arise. To provide administration support for all triage meetings and arrange suitable cover for planned absence. Oversee Office Manager(s) and provide support when required or cover in their absence Management of Quality and Standards To provide a range of non clinical advice & information about the service to service users and external agencies. Take responsibility for ensuring that internal and external communication systems are fit for purpose. Ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. Respond to telephone, email and written queries on behalf of the service area including call handling where this cannot be satisfactorily resolved by junior staff. Be proactive and propose, develop and implement ideas and new processes for improvement in the way the service is delivered. Ensure that the corporate support function complies with all LWSW policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding Data Management To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures, collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans. Collate information, prepare reports and presentations pertaining to the service area at the request of the Service Support Manager/Operational Lead. Organise data collection to support research and development. Ensure that files and records are stored and retrieved appropriately in accordance with Livewell Southwests procedures, in particular, confidential correspondence i.e. personal files and complaints. To have a working knowledge of how and where to access information to comply with the Freedom of Information Act. Staff management & development To have daily management responsibility for relevant administrative staff including recruitment, performance management, absence management, risk assessments, disciplinary, training & appraisal. To deputise for Service Support Manager when required to manage & chair regular meetings with administrative staff within service area. To develop workforce by providing induction, in post training and updates for relevant staff. Participate in interview panels as and when required. Financial management To contribute to the management of the cost effective use of departmental resources including the ordering of stock and undertaking cost improvement programs within the service. Service Support Provide support to Team Managers when required e.g. arranging meetings, collating data, preparing reports etc. Contribute to administrative processes within recruitment and induction including ATRs, liaison with HR, arranging of interviews, booking of training, arrange systems access etc. To be able to deputise for Service Support Manager with these processes as required. Manage all processes to ensure all new staff to the service (both admin and clinical) have all equipment, access to site, uniform (if appropriate), parking permits etc. and are set up prior to start date. To lead on specific projects and information systems/databases as requested by the service manager and provide updates on progress. Coordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken, to ensure that the appropriate risk assessments are completed by junior staff. Ensure that fire safety policies are adhered to within the service area. Identify process improvements and develop projects and assignments with administrative support staff to respond to organisational and/or policy changes and initiatives.