Job Overview
This is an exciting opportunity to develop & progress within your Administrative Career & step onto the Managerial ladder.
In order to be considered for this post you MUST already hold Prison vetting.
The Administration Service Manager is responsible for the smooth running of the administrative support required to ensure that clinical healthcare services run efficiently and effectively. The post is multi-faceted. We are seeking a well organised individual who is an effective communicator & proficient in IT. You will be part of a small, cohesive, experienced & supportive Admin Team, well grounded in CNWL values.
Main duties of the job
The Administration Service Manager is responsible for the smooth running of the administrative support required to ensure that clinical healthcare services run efficiently and effectively. The post holder will manage the healthcare admin team and will oversee key functions such as internal and external appointments, procurement of supplies required for the running of the service, maintenance of IT and the working environment, support for visiting clinicians and that correspondence is dealt with according to local policy. The post holder will also ensure a suitable work environment, meeting health and safety standards both within and around the working spaces occupied by the admin team.
Working for our organisation
The Admin Team is crucial to the delivery of equitable Healthcare to our patients at Woodhill. We work cohesively with our colleagues in Primary Care, Mental Health, Pharmacy & Addictions and our external partners; including sub-contractors, hospitals & the Prison Service. We have a 'can do' attitude. We take a positive approach to monitoring & improving our service, embodying an approach of 'caring not judging.'
Detailed Job Description And Main Responsibilities
Oversee & Manage Appointments, to include:
* Ensuring hospital appointments are made as required; acting as a key link between hospital and prison. Maintaining a close link with Security to ensure that arrangements are made to allow patients to be taken to and from hospital for appointments.
* Oversee internal appointment lists ensuring rotas are up to date and waiting lists reviewed regularly.
* Ensuring the PMMS list is produced on a timely basis.
* Ensuring appointment letters for prisoners are printed on a timely basis and delivered to the wings.
* Ensure the back up between SystmOne and P-NOMIS is carried out regularly as agreed in local protocols.
Oversee & Manage Correspondence, to include:
* Ensuring concerns, complaints and compliments are logged, allocated and responded to within timescales, escalating with responsible staff as required.
* Responding to Subject Access Requests for Medical Records within set timescales.
* Ensuring compliance with Information Governance procedures.
* Ensuring correspondence relating to patients is saved onto patient files.
Oversee and Manage Procurement, to include:
* Ensuring purchase orders are submitted via SBS and approved on time.
* Ensuring items are receipted as per local process.
* Ensuring items are stored quickly and correctly.
Oversee and Manage IT & Systems Support, to include:
* Ensuring issues relating to IT or estates are reported and followed up as required.
* Support staff with queries on SystmOne as required.
Supporting the Performance and Administration Manager, to include:
* Providing routine management support for the admin team. This includes regular supervision and taking part in the appraisal process, management of absences and ensuring that training is up to date.
* Preparing reports on admin functions for the Performance & Administration Manager monthly and as required.
* Collation of monthly Escort and Bed watch data .
* Working with colleagues on the development of current and new services and other initiatives and procedures.
Person specification
Education & Qualifications
Essential criteria
* Good general education up to GCSE A level standard / NVQ level 3 or equivalent experience
Desirable criteria
* Experience of working in a Prison/ Secure setting
Previous Experience
Essential criteria
* Experience of staff management
* Experience of dealing with sensitive information
Desirable criteria
* Experience of using SystmOne
* Experience of gathering, analysing & reporting on a range of data and information
Skills & Knowledge
Essential criteria
* Knowledge of using Microsoft Office packages to compose standard letters and reports
* Knowledge of working with databases, including Excel, to input, store, modify, structure, maintain & present data and information.
* Knowledge of information governance and confidentiality, including GDPR.
* Ability to develop and maintain high standards of communication, both orally and in writing, with people about difficult matters and in difficult situations.
Attitudes, aptitudes personal characteristics
Essential criteria
* Willing to develop own skills and knowledge and provide information to others to help their development
* Ability to maintain quality in own work and encourage others to do so