Operations Centre Administration Manager

3 weeks ago

Basingstoke, Hampshire, United Kingdom Hampshire Hospitals NHS Foundation Trust Full time

Position Overview

This opportunity is exclusively available to individuals currently employed within an NHS Trust in the Hampshire and Isle of Wight Integrated Care System (HIOW ICS).

The individual in this role will be responsible for ensuring the delivery of exceptional patient care by effectively managing the deployment of Duty Managers and Site Coordinators within each Operations Centre through the creation, communication, and ongoing updates of Rotas.

This position requires close collaboration with Duty Managers, Site Coordinators, and the Operations Centre Senior Management Team (SMT).

A comprehensive daily overview of the activities of all operations centre personnel is essential, along with the ability to foresee challenges and independently address issues promptly.

The role will also involve providing administrative support to the SMT, which includes managing calendars, collecting and validating data, handling governance responsibilities, and facilitating communication with stakeholders.

The position is primarily based at a designated hospital but may require flexibility to work at other facilities as needed.

Key Responsibilities

- Oversee the coordination of Operations Centre rotas, including the initial management of various types of leave such as Annual Leave, Study Leave, Sick Leave, and Special Leave.

- Collaborate closely with the Operations Centre SMT, escalating issues as necessary and proposing solutions to resolve challenges.

- Assist in establishing robust systems and developing local procedures and policies.

- Monitor adherence to established protocols and take appropriate action in cases of non-compliance, escalating issues when necessary.

- Provide comprehensive administrative support, including calendar management, data collection, and the creation and updating of spreadsheets and action trackers.

- Support the SMT by gathering and validating performance metrics and preparing reports for performance discrepancies and monthly evaluations.

- Facilitate meeting logistics, including sending invitations, drafting agendas, attending meetings to record minutes, following up on action items, and reserving venues as required.

- Offer administrative assistance to personnel in the Incident Command Centre (ICC) during critical or major incidents.

- Ensure adequate levels of stationery supplies are maintained, ordering and distributing stock as necessary across multiple sites.

About Our Organization

Our mission is to deliver exceptional care to every patient. Patient care is central to our operations across our various facilities. We provide a range of medical and surgical services to a diverse population.

Our cultural goal is to foster an environment that prioritizes people, ensuring inclusivity, and promoting continuous learning, improvement, and excellence.

We offer specialized services to individuals both nationally and internationally, being recognized as one of the leading centers for specific medical conditions.

Our organization employs a substantial workforce and operates with a significant annual turnover. As a Foundation Trust, we maintain direct accountability to our members through our governance structure, which represents the interests of various constituencies and influences our strategic direction.

Job Requirements

Candidates should possess strong organizational and communication skills, enabling them to effectively coordinate the SMT and ensure efficient management and support of personnel.

Experience Requirements

Essential

  • Minimum of 12 months of administrative experience.

Desirable

  • Experience within the NHS or healthcare sector.

Rota Management

Essential

  • Proven experience in writing and managing rotas.

Desirable

  • Familiarity with HealthRoster software.

HR Management Experience

Essential

  • At least 12 months of experience with HR processes, including management of sickness and annual leave.

Desirable

  • Experience in managing staff absence.

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