This is an exciting opportunity to develop & progress within your Administrative Career & step onto the Managerial ladder. 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 role also ensures a suitable work environment, meeting health and safety standards within and around the admin team’s spaces.
The Admin Team is crucial to the delivery of equitable Healthcare to our patients at Woodhill. We work cohesively with Primary Care, Mental Health, Pharmacy & Addictions, our external partners including sub‑contractors, hospitals & the Prison Service. We have a 'can do' attitude and a positive approach to monitoring & improving our service, embodying an approach of 'caring not judging'.
Oversee & Manage Appointments
* Ensuring hospital appointments are made as required; acting as a key link between hospital and prison. Maintain a close link with Security 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.
* Ensure the PMMS list is produced on a timely basis.
* Ensure appointment letters for prisoners are printed on time and delivered to the wings.
* Ensure the backup between SystmOne and P‑NOMIS is carried out regularly as agreed in local protocols.
Oversee & Manage Correspondence
* 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 & Manage Procurement
* 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 & Manage IT & Systems Support
* 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
* Providing routine management support for the admin team. This includes regular supervision, participation 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.
All duties are carried out in accordance with local policies and health and safety standards, supporting the efficient delivery of clinical healthcare services.
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