Administration Service Manager - Liverpool

Job overview

Administration Services Manager

1. 5 Hours per week

The post holder will provide support to the Deputy Head of Operations and Operational Managers with the Trauma & Orthopaedics Care Group. The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service.

The successful candidate will have experience of clinical administrative systems and ideally some experience of managing staff and a good understanding of the priorities of the NHS.

Main duties of the job

The Administration Services Manager will manager secretarial/administrative staff to provide and efficient and effective service.

The post holder will participate in the development of corporate objectives, policies and strategic plans. The post holder will be expected to organise their own workload and that of the divisional secretarial/administrative teams.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service, and to ensure robust plans are in place to develop and improve the administrative role in line with new practices.

The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets customer’s needs and is delivered professionally and effectively.

Working for our organisation

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond.

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

For roles at Liverpool Women’s, visit their careers page.

Detailed job description and main responsibilities

1. The post holder will manage a complete administrative service including word

1. Prioritise incoming requests for support, using judgement, expertise of

1. Maintain close working relationships between consultants, Directorate

1. Introduce and implement new practices to enhance service development.

1. Provide weekly and monthly planning reports to ensure cross cover support

1. Develop office and administrative practices to continually improve services
2. Ensure compliance in relation to new policies including 18 week pathway,

1. Manage staffing levels and workloads across specialities, to ensure

performance standards are met.

1. Communicate complex and sensitive information with a range of staff across

1. Maintain accurate, timely and legible records.
2. Maintain consistency with standards of patient care
3. Ensure contact with patients/relatives regarding non clinical advice, is

1. Record and input data onto databases and systems as required

1. Use knowledge of administrative procedures and software programmes to

1. Exercise judgement when dealing with patient enquiries, analysing and

1. Recognise the effective utilisation of all appropriate development resources

1. Promote the ethos of continuous improvement.
2. Manage the 18 week/departmental pathways, within the

1. Manage areas of change within secretarial/administrative teams which will

1. Support in the project management of changes that effect

1. Use knowledge to arrange meetings, set agenda, chair meetings and take

minutes.

1. Be expected to provide day to day management to the

1. Conduct appraisals ensuring all staff have a Personal Development Plan.
2. Manage sickness absence for secretarial/administrative teams, taking action

1. Manage performance issues accordingly
2. Manage annual leave for secretarial/administrative teams
3. Undertake lead role in recruitment and selection of staff in accordance with

1. Implement and communicate trust policies to the secretarial/administrative

teams.

1. Participate in ensuring the effective use of all financial resources providing

1. Responsible for authorisation of flexi time sheets for secretarial/administrative

1. Manage ordering and delivery of goods and services for

secretarial/administrative teams

32 Undertake regular audits to ensure workloads are disseminated accordingly.

materials and approaches.

Ensure that learner feedback on the training delivered is collated and acted upon.

To ensure all training participants comply with Data Protection Act.

Attend department meetings to ensure collaborative working, sharing of

• Any other duties required by line manager

Person specification

Education/Qualifications

• GCSEs (A-C) or equivalent
• NVQ Level III Business Administration or equivalent
• Managerial knowledge acquired through degree or relevant experience
• Willingness to undertake further training in Management
• ECDL or equivalent experience using Microsoft Word, Excel and Powerpoint

• Qualification in Management or Leadership
• Teaching/Training Qualification

Experience

• Previous NHS experience at supervisory level
• Experience of using Trust I.T, Systems
• Knowledge of Digital Dictation Systems
• Experience of providing an Audio Typing Service
• Good understanding of administration and medical secretarial roles/function
• Experience of mentoring and developing others
• Able to make clear presentations with engagement of an audience effectively, deliver the message and training to audiences with different levels of understanding and need
• Assessing and planning workload for others

• Experience in developing, designing and tailoring training materials to engage learners and meet agreed programme outcomes
• Experience in leading redesign or change management

Skills

• Ability to communicate in a clear and concise manner, communicate effectively demonstrating sensitivity to a range of people
• Ability to implement change and use problem solving skills
• Able to prioritise workloads of others
• Ability to negotiate with others
• Ability to work individually or as part of a team
• Ability to prioritise and assess a situation
• Ability to work under pressure and maintain high quality work
• Experience or supervising and motivating a team
• Time Management Skills
• Excellent interpersonal and influencing skills

• Understanding of Trust internal policies as appropriate
• Experience of managing stationery and stock levels

Knowledge

• Medical terminology
• Knowledge of NHS policies
• Train others using best practice

Other Requirements

• Comply with Trust policies and procedures
• Ability to show understanding and appreciation of the need to maintain confidentiality in all matters – Data Protection Act
• Ability and willingness to undergo further training in accordance with the needs of the post

Please ensure you check the email account (including junk/spam boxes) from which you apply regularly as we will use this to contact you regarding your application.

Posts advertised to ‘internal staff’ are open to employees of hospitals within University Hospitals of Liverpool Group and you should confirm your employment within your application form.

Only those applicants who demonstrate clearly how they meet our person specification will be shortlisted for interview.

We reserve the right to close any vacancies from further applications when we have received a minimum number of applications from which to make a shortlist. Please ensure you apply without delay if you wish to be considered for this role.

Candidates applying for the role of Healthcare Assistant on the staff bank should note that due to the nature of the role, workers must be aged 18 or above when commencing in post. Applicants are therefore welcome from those aged over 18 or within 3 months’ of their 18^th birthday.

Not all roles are suitable for every flexible working opportunity all of the time. Flexible working options may include reduced hours, compressed hours, fixed shifts, time back in lieu and home working.

The Trust is committed to promoting equality and diversity; we value the contribution of individual talent, skills, knowledge and experience and aim for a workforce demography representative of the local community. We encourage applicants from the following groups that are currently under-represented in our workforce black, Asian and minority ethnic, lesbian, gay, bisexual and Transgender (LGBTQ+), disabled, male and age 16-24.

Bank posts require upfront payment. DBS applications submitted from 2nd December will be subject to the new DBS fee of £26.50 (standard) and £54.50 (Enhanced).

From April 2017, Skilled visa applicants and their adult dependant(s) will be required to provide a criminal record certificate from each country they have lived in consecutively for 12 months or more in the past ten years.

Applicants requiring sponsorship may wish to determine the likelihood of obtaining sponsorship for this position by assessing themselves against the criteria on the gov.uk website - https://www.gov.uk/check-uk-visa.

This organisation has a zero-tolerance approach to the abuse of children, young people and vulnerable adults. All staff must ensure they adhere to the organisations safeguarding children and adults’ policy and comply with the Local Safeguarding Children and Adult Board procedures.

Staff should be mindful of their responsibility to safeguard children and adults in any activity performed on behalf of the organisation in line with the requirements of statutory guidance and legislation.

All employees (and volunteers)are expected maintain their safeguarding knowledge and skills by completing mandatory safeguarding training which includes understanding and recognising the signs of abuse and neglect and taking appropriate action.

As an organisation, we have adopted the Merseyside Domestic abuse workplace scheme which supports our staff who are experiencing Domestic Abuse /any forms of sexual violence.

If you have any personal requirements that will enable you to participate in our recruitment process please contact a member of the Recruitment Services by phone on 0151 706 4666 at the earliest opportunity to ensure that measures can be put in place to enable your application for this post.

Please note: new entrants to the NHS will commence on the first pay point of the relevant band.