- To support the Business Manager & Central Admin Team Manager on the provision of all aspects of administration, recruitment, people processes and finance to Integrated Therapies and the INTs. This post will be predominantly based in the Integrated Therapies Department, West Suffolk Hospital but on occasion community or hybrid working will be required.
- In collaboration with the Business Manager support the on-going development and implementation of robust performance management and data to support the co-ordination and delivery of system wide targets. Providing data and information including KPIs and quality indicators.
- To oversee Mandatory Training compliance reporting for both Integrated therapy services and INTs.
- To oversee the organisation of inductions for all new staff and students.
- To oversee the implementation and maintaining of systems for the management and reporting of staff appraisals for INTs and Integrated therapy services.
- To provide high level, professional level of support with responsibility for the smooth and effective delivery of the administrative function and systems across all therapy and INT services.
- To act as line manager for delegated B3 & B4 administrative staff within the central team including conducting supervision and appraisals.
- To deputise for the Administration Manager if required in their absence.
- Work collaboratively within the central admin team in managing and monitoring sickness absence and arranging sickness absence interviews between relevant team lead or service manager and relevant staff, in accordance with Policy on Improving Employee Health, Well-Being and Attendance. Ensuring daily absence reporting follows standard protocols. To audit and review results within own work environment in comparison with trust generated reports.
- To assist the Business Manager and Service leads in the production, collection, and inputting of national benchmarking data.
- To carry out information analysis using Excel or other tools, on departmental data to produce routine and ad hoc reporting in support of performance management, service planning, using data from several systems including finance, activity and clinical systems. This will involve extensive knowledge and understanding of departmental systems and data and close liaison with the Business Manager.
- To oversee and monitor the procurement of clinical and non-clinical stocks and supplies, working collaboratively with the local INT administrators regarding on site provision of stocks.
- To work collaboratively to ensure e-rosters are approved and finalised in a timely way to meet KPI and Payroll deadlines.
- To have in depth knowledge of Healthroster to respond to queries including but not restricted to: working patterns, entitlements, incorrect hours, payroll issues, overtime and unavailabilitys.
- Work collaboratively within the central admin team to ensure appropriate monitoring of the on-going professional registration status of all registered staff HCPC /NMC
- To understand RTT (Referral to treatment) targets in line with 18 week waiting times for patients. Be able to support business manager, team leads and service management with understanding, manipulating and extracting data from relevant systems to support service improvements or changes.
- Often be the first point of contact for staff reporting daily absences, often involving confidential conversations which may be of an emotional or distressing nature.
- To communicate sickness absence related information with internal managers and HR colleagues, providing advice and guidance on a regular basis.
- To work collaboratively with CAT Administration Manager to support the liaison with the Human Resources and Communications Directorate regarding all matters of recruitment, contracts and all other HR issues as they arise.
- To liaise with staff at all levels, both internal and external, in the provision of all aspects of administrative support and data analysis.
- To deal with all telephone calls in a polite and efficient manner, re-routing inappropriate calls to the relevant areas.
- Facilitate improved communication within the service and between other organisations, clinicians, managers, and other staff.
- To supervise the B3 & B4 admin assistants within the team on a daily basis to ensure workload is appropriate and to support with prioritising tasks in line with current time pressures. Conducting regular 1:1s, appraisals and formal HR processes should the need arise probation meetings, absence management.
- To have an understanding and be able to support all aspects of staff recruitment from the point of funding being secured including non-complex vacancy approval, advertising, job descriptions, interview dates and start dates, in liaison with business manager, admin manager, professional and team leads, finance and HR as required delegating to the central administrative team as appropriate
- In conjunction with the relevant service lead, ensure all aspects of the induction of new staff is undertaken, delegating to other members of the central administration team as appropriate.
- To support the Business Manager in monitoring the recruitment of Bank and agency staff when required by exception, liaising with relevant managers, West Suffolk Professionals and Locum agencies to ensure the provision of appropriate staff.
- To be able to formulate plans in conjunction with business manager and/or clinical leads relating to improvement or transformation of functions such as data reporting or A&C adhoc projects as they arise.
- To be able to lead on the delivery of plans for improvement or transformation of functions in own area or in conjunction with business manager or clinical leads, such as data reporting or adhoc A&C projects.
- To be responsible for annual planning of the new starter AHP induction day linking with education team and trainers.
- To ensure adequate day to day provision of administrative staff to the central admin team.
- To act as line manager to specified administrative and clerical staff within the Central Admin Team, conducting annual appraisals, 1:1s as appropriate.
- To collaboratively set up and chair a Integrated Community Admin Team meeting with the Admin manager, involving all admin staff across the community division for Integrated therapies and INT services (including clinical admin) to share knowledge and resources in an inclusive environment.
- To be responsible for raising orders via Integra2 System in conjunction with business manager, finance, contracting, service leads and team managers. To work closely with purchasing team regarding orders, receipting and deliveries, Accounts Payable regarding invoicing and also liaise with external suppliers where necessary regarding quotes, deliveries and invoicing issues.
- Under direction of the Admin manager be responsible for processing charitable fund orders.
- To support the management of all aspects of department filing including the archiving and destruction of documents in accordance with policy.
- To maintain an overview of the establishment spread sheet detailing all staff working hours, WTE and annual leave entitlement, ensuring this is kept fully updated by delegation to the central admin team.
- To support the maintaining of systems for the management of staff annual leave for both INTs and Integrated Therapies. Support the annual recalculations of annual leave entitlements for all staff delegating aspects to the central admin assistants.
- Keep an overview of processing all authorised monthly and weekly overtime / extra hours / annualised hours / bank timesheets in accordance with trust protocol.
- Authorisation for Integrated Therapies petty cash.
- Support the Business Manager with lease pool vehicle renewal processes and oversight of fleet management for therapy pool cars, ensuring central team admin assistants undertake the day to day pool car related tasks and actions.
- Support implementation of effective systems and procedures to seek and respond to patient/service user feedback.
- To maintain systems for the management and reporting of staff appraisals for all services, to ensure compliance with agreed target rates.
- To be prepared to work flexible hours as requested in response to the needs of the department and to participate in weekend rotas/7 day working as the need arises.
- To ensure that personal mandatory training is completed and maintained in line with Trust Policy.
- To identify own needs for personal development, education and training.
- To be fully conversant with all Trust and Departmental policies and procedures.
- To be fully conversant with departmental emergency procedures, taking appropriate action to summon assistance when necessary and report actual or potential problems that may post a risk to health, safety and security.
- To identify and propose opportunities to develop and improve the delivery of administration support within Central admin team which may result in changing policies within own area or have an impact on the wider service. Person Specification
- oGood standard of education
- oEducated to Degree Level or equivalent training or experience.
- oFirst time supervisory course or willingness to undertake
- oExperience of demand and capacity reporting.
- oKnowledge of Service management reporting processes across a broad range of health systems: acute, community, social services, commissioners.
- oSound knowledge of system partners (alliance) SCC, GP Fed, NSFT, BRC, SFC, AHPS, Hospice.
- oIn depth knowledge of full range of administrative processes that support the delivery of services
- oPrevious experience in an admin/PA post
- oExtensive knowledge all of Microsoft Office programmes and IT systems.
- oExperience / awareness of Allied Health & Social Care Professionals
- oStaff management
- oWorking in a multi-professional environment
- oMinute taking skills
- oKnowledge of medical terminology
- oKnowledge of hospital IT systems E-care, Evolve, Systm1, LAS
- oSound experience of change management processes.
- oAbility to collate, analyse and interpret numerical and textual information
- oUse of database
- oAbility to build effective working relationships
- oAbility to work with speed and accuracy
- oAbility to prioritise
- Able to manage and organise own workload to ensure deadlines are met
- oAble to communicate effectively verbally and written
- oCommitment to staff development
- oExcellent time management skills
- oHigh level of concentration and ability to deal with frequent changes in demands
- oExcellent attention to detail
- oAble to motivate others
- oDiplomacy
- oProfessional manner
- oInterest in personal and professional development
- oAbility to work autonomously and with emotional intelligence.
- oProactive approach to challenges
- oOrganised but able to deal with frequent interruptions
- oTeam Player
- oFlexible approach to working hours and duties
- oAble to cope under pressure
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Senior Administrator - Bury St Edmunds, United Kingdom - West Suffolk NHS Foundation Trust
Description
Job summary
An exciting opportunity has arisen for a full time experienced Senior Administrator to join our friendly and professional admin team providing high quality support to over 800 staff within the Integrated Therapies and Integrated Neighbourhood Teams across West Suffolk Hospital and the Local Community Services.
We are looking for a reliable and conscientious person with a strong teamwork ethic and a sense of accountability, who enjoys working in a fast-paced environment with frequently changing priorities.
Experience of line management is desirable, although leadership training is available within the role and offered by our Trusts education team.
CAR PARKING
Staff Car Parking on the West Suffolk Hospital Site is eligible for individuals working outside of the core hours, 07:00 - 18:30.
For individuals working within the core hours, the Trust offers parking off site at the Bury St Edmunds Rugby Club, which is serviced by a regular shuttle bus to and from the Hospital. Details of the bus timetable can be found in the on-line starter pack on the West Suffolk Hospital website.
This parking restriction does not apply if an individual is required to work on a weekend or if they are required to complete "on call" duties within their role.
The closing date for this vacancy may change if we receive a strong response. Please ensure that you apply for any post you are interested in as soon as possible.
Main duties of the job
The successful applicant must have the ability to communicate with staff of all levels with an organised and motivated approach.
You should be able to work both autonomously and within a team. You will be able to prioritise and organise your workload in order to meet multiple and tight deadlines, ensuring you are proactive in problem solving as the need arises.
Advanced knowledge and experience of all Microsoft office applications including Outlook is fundamental to working in this busy environment.
You will be responsible for the oversight of locally generated data related to core admin functions and have the ability to offer support to multi-disciplinary teams with any data related queries.
The Integrated Therapies and Integrated Neighbourhood Teamshave an excellent appraisal process and are committed to personal and professional development.
For further information please contact Gemma Allum - Business Manager, Integrated Therapies on or
About us
#BeKnown at West Suffolk NHS Foundation Trust. By us. By our patients. By our community
We are a busy, friendly, rural NHS Trust providing high-quality care and compassion to more than a quarter of a million people across west Suffolk. We care for, treat and support people in hospital, at home and in various community settings.
The West Suffolk Hospital in Bury St Edmunds provides acute and secondary care services (emergency department, maternity and neonatal services, day surgery unit, eye treatment centre, Macmillan unit and children's ward). It has 500+ beds and is a partner teaching hospital of the University of Cambridge.
Adult and paediatric community services, provided in collaboration with West Suffolk Alliance partners, include a range of nursing, therapy, specialist, and ongoing temporary care and rehabilitation, some at our Newmarket Community Hospital.
We do our utmost to achieve outstanding clinical outcomes for patients and our values of fairness, inclusivity, respect, safety and team work guide how we work and behave as a team.
With nearly 5,000 staff, from all over the world, we strive to make our organisation a great place to work. Whatever your role or ambition, we want to help you be the best you can be.
We promote a diverse and inclusive community where everyones voice counts and you can #BeKnown for whoever you are.
Join us. What will you #BeKnown for?
Job descriptionJob responsibilities
JOB PURPOSE
To be the Senior Administrator in the Central Admin Team to both the Integrated Therapies service and the Adult Community Integrated Neighbourhood teams.
KEY TASKS
MONITORING, ANALYSIS AND EVALUATION
COMMUNICATION AND TEAM WORKING
PLANNING AND ORGANISING
MANAGING PEOPLE AND RESOURCES
POLICY AND SERVICE DEVELOPMENT
Education & Qualification
Essential
Experience & Knowledge
Essential
Desirable
Skills & Abilities
Essential
Personal Qualities
Essential
Other Requirements
Essential
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