Administration Support Manager

Job summary

An exciting opportunity has arisen in the ACCTTO directorate based at the Prince Charles Hospital, Merthyr Tydfil with cross Health Board working.

The post holder will:

In support of the Directorate Management Team, supervise the administrative management of junior medical staff, ensuring appropriate levels of cover are in place.

Line management of administrative staff, including leave requests and ensuring a safe and continuous service is maintained at all times.

Management of sickness absence for administrative staff, again following the appropriate Policy and ensuring processes are followed.

Provide direct day-to-day operational support in the provision of quality services within budget and that all opportunities for the continuous development and improvement of the service are appropriately considered and pursued.

Provide direct day-to-day operational support in the delivery of all NHS Wales Performance Framework targets. Ensuring effective day to day operational management in accordance with best practice.

Co-ordination of Junior Medical staff within the areas of responsibility and management of medical rotas and escalating where appropriate through structure

Support the development of patient focused pathways with key emphasis on improved patient experience.

Work independently using own initiative in accordance with Health Board policies and procedures, with work being managed rather than supervised.

Main duties of the job

Please see attached Job Description for full duties of this role within the Anaesthetics, Critical Care, Theatres, Trauma & Orthopaedics directorate.

About us

Cwm Taf Morgannwg University Health Board is part of the NHS Wales family. Our Health Board provides primary, secondary and community health and wellbeing services to around 450,000 people living in three County Boroughs: Bridgend Merthyr Tydfil, and Rhondda Cynon Taf.

We live by our core values:We listen, learn and improveWe treat everyone with respectWe all work together as one team

We are a proud local employer; around 80% of our 15000 workforce live within our region, making our staff not only our lifeblood of our organisation but of the diverse communities that we serve.

Job description

Job responsibilities

The post holder will:

Take day-to-day operational responsibility for the requirement for, approval and monitoring of additional working hours undertaken by medical and administrative staff, fully understanding the need for financial control, taking action to reduce overspends.

Completion of monthly paycards and payroll submissions for additional hours undertaken by both medical and administrative staff, including sign-off of agency doctor timesheets.

Fully understand the capped/rate card pay rates in place for medical staff, escalating any requests to deviate from this as appropriate. Identify cost saving opportunities to support the overall financial position of the directorate, to include finding cost effective measures to increase capacity and maximise staffing levels.

Carry out regular reporting and analysis of additional hours spend to the Directorate Management Team.

Ordering via oracle, as required, obtaining quotes and receipting orders once received.

Authorised signatory for travel and meeting expenses of staff within own area of responsibility.

Be responsible for dealing with and resolving issues relating to offices, administrative resources, staffing and workload.

Analyse business information and identify possible areas for service improvement.

Implement policies for improvement for own area of responsibility, contributing to the development of departmental wide processes/procedures and protocols, providing constructive feedback in a proactive way.

Facilitate regular specialty meetings, chairing when appropriate, ensuring appropriate administration ( minute taking and booking of room).

Maximise efficiency of clinical activity outpatient sessions, diagnostic clinics, hot clinics etc. co-ordinating with clinical colleagues and all relevant departments.

In discussion with clinical colleagues, maximise capacity to support delivery of NHS Wales Performance Framework targets.

Maximise effectiveness of medical rotas without the need for additional hours or locum/agency staff, ensuring appropriate approval of leave and skill mix.

Where additional hours needed, maximise use of additional duty hours before escalating to agency staff, working to capped rates as far as possible.

Work with the Directorate Management Team to resolve capacity issues, liaising with consultants and other departments.

Provide the day to day operational lead with regards to the ongoing delivery of NHS Wales Performance Framework targets monitoring and reporting activity and waiting list information (capacity and demand) on a weekly basis, reviewing and validating data to ensure its accuracy.

Provide the day to day operation lead and support to the Directorate Management Team with the ongoing delivery of other local or national performance targets Follow Up Not Booked (FUNB) targets and hot clinic reviews, ensuring accurate and valid waiting lists (working with booking office, reception staff and specialty administrative staff to ensure they maintain accurate data), reporting position, maximising capacity and working with the specialty teams to address capacity gaps and find solutions (demand management or increased capacity).

Make effective use of available information systems and computer software tools available for the retrieval and presentation of data, information and knowledge.

Be responsible for creating and maintaining databases and using these to generate regular reports in a timely and accurate manner.

Plan and organise workshops and programmes as directed by the Directorate Management Team.

Support changes of practice and service projects/developments with clinicians and management, monitoring and evaluating outcomes.

Ensure that all University Health Board policies and procedures are implemented and followed across the areas of responsibility.

Investigate and resolve verbal inquiries received from patients and where appropriate in the formal investigation of written complaints.

Fully understand all aspects of improvement and modernisation targets, including current performance and any variations, ensuring that administrative staff and junior medical staff are aware.

To support the Directorate Management Team, and lead on improvement/ modernisation within own area of responsibility with respect to the service development.Actively promoting service modernisation to staff both within and outside the the Directorate Management Team providing operational support to the Outpatient Department fully understanding their modernisation closely with external agencies such as NHS Executive and Welsh Government to improve services and treatment pathways.

Actively support and act as champion on effective inter-department/specialty and intra-directorate communications, in line with the University Health Boards Communication Strategy.

Act as a key point of escalation and direct contact, managing and troubleshooting daily operational issues, liaising with clinical and nursing colleagues and escalating complex or contentious issues.

Provide and present complex and sometimes contentious information to senior managers and clinicians in a way that is sensitive and understandable. There may also be occasions where the post holder will need to communicate in a way that will not cause offence or antagonize there may be occasions where the post holder is required to direct colleagues in instances where information on Welsh PAS is not up to date, is inaccurate or has not been input according to the correct procedures.

Extract and analyse complex information from WPAS, presenting to the Directorate Management Team, and external stakeholders such as the Delivery Unit (DU).

Provide weekly reports with a high level of accuracy, recognising discrepancies and taking action to rectify.

Develop and maintain good working relationships with both clinical and non-clinical staff at all levels within the University Health Board.

Provide relevant information for hospital and University Health Board weekend plans, medical rota information.

Maintain accurate records of contact details for staff within the Care Group, including locum doctors.

Liaise with internal departments and external agencies, Medical Staffing, Procurement, Retinue, and Delivery Unit.

Actively manage sickness, absenteeism and leave for designated area, including junior medical staff. This will consist of review meetings, return to work interviews and formal sickness meetings, and referrals to Occupational Health annual Your Conversation are undertaken for staff where there is line management responsibility.Undertake recruitment and appointment of administrative staff and junior medical staff, ensuring that job descriptions and person specifications are updated as vacancies or new posts are identified.Undertake the induction of new administrative staff, including training on relevant information systems and filing systems within service and support induction for all junior medical staff and consultants, leading on the development of induction information and the agenda for the service group induction session.Arrange, hold and chair regular staff meetings with administrative staff and medical staff feeding back ongoing developments within the responsible for collating workload needs and staffing levels and resolving any issues.Escalating issues to the Directorate Management Team along with potential resolutions, as allocate work to staff within own area of responsibility.

For medical staff, record annual leave, study leave and sickness absences (undertake return to work interviews as appropriate), as well as co-ordinating medical staff rotas and locum requirements.

Supported by the Directorate Management Team, clinical director and medical staffing, develop, design, implement and maintain new rota templates as required.

For locum and agency doctors and administrative staff, ensure appropriate local People processes are followed ID badges provided, IT access generated, accommodation and resources.

Person Specification

Education & Training

Essential

Degree level of education, or equivalent experience

Desirable

Knowledge of NHS policies and procedures

Experience

Essential

Experience of managing staff Experience of working with people at all different levels within an organisation particularly the NHS

Desirable

Development and implementation of policies and procedures

Skills

Essential

Planning, organisation and management. Have ability to analyse and make complex judgements.

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