Admin Lead

5 months ago

Peterborough, United Kingdom Cambridgeshire Community Services NHS Trust Full time

Main Duties and Responsibilities To provide administrative and professional leadership to the wider administrative team in line with the Trusts values, administrative processes and organisational policies. 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. Responsible for the day-to-day operation and direction of the administrative team within own locality and supporting other localities when required. To provide administrative support and leadership across other localities as and when required.

To represent the administrative team at internal and external meetings as required 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. Assist and support the unit with the projects and programmes in line with role. Responsible for the recruitment of the administrative staff and apprentices within own locality. Make required arrangements to block Systmone rotas for clinical staff as and when required.

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. 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. To support the administration team with the process of archiving patient files and staff records in accordance with the Records Management Policy. Collaboratively working across the unit to ensure workload tasks are shared effectively and address any staffing issues that may arise.

Complete Datix and support administration staff to complete Datix as required and as Handler to investigate Datix as they arise. 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. Slot utilisation reporting Recording the units unused slots and directing the team accordingly to maximise capacity.

Raising with administrative staff and supporting them to manage identified errors from reports. To contribute to unit and locality meetings raising any issues/concerns and addressing any actions. Communication Liaise and communicate with work colleagues, patients, management teams and other allied health professionals to include internal and external agencies. To explain administrative working practices to team members both clinical and non-clinical.

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. To maintain strong working relationships with internal and external organisations, promoting and sharing the units standards.

Contribute to Cambridgeshire Community Services NHS Trust (CCS) internal and external communication strategies ensuring effective communication and engagement within the team and organisation. 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 Authorised signatory and support for procurement and sourcing for clinical and office equipment within the unit. Contribute to the finance establishment meeting ensuring the staffing establishment up to date.

Complete relevant payroll forms for staff. Authorised signatory for admin team e-expenses relating to travel and other expenses. People Management 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. 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.

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. Responsible for staff management in accordance with Human Resources policies and procedures and keeping relevant staff systems updated. Maintaining own professional development and requirement to take part in own appraisal, objective and maintain your personal developmen

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