ED Operational Admin Team Manager

As an organisation we recognise the value of a healthy work-life balance. When applying, speak to us about how we might be able to accommodate flexible working, so your work life fits around your home life.

We particularly welcome applications from Black, Asian and minority ethnic candidates as they are under-represented within the Trust.

Click on this link to find out about our values https://www.uhbw.nhs.uk/p/about-us/our-trust-values

Job overview

This is a key role in ensuring delivery of an efficient, professional reception service to patients and visitors of the Emergency Department with focus on providing excellent customer service at all times.

Key Duties will include:

• Ensure full, accurate completion of all necessary trust systems within the patient flow co-ordinator team.
• Line Management of Patient Flow Coordinator Team
• Coordination of the Patient Flow Coordinator Rota
• Assist the Deputy Specialty Manager in ensuring the system aspects of validation for the Emergency Department Clinical Indicators are met.
• Contact point for the facilitation of all audit & ED note requests.

The post holder is responsible for leading the Patient Flow Coordinator admin team to ensure that the service is delivered successfully and in a timely manner, meeting key performance measures and supporting service development.

• Absence and sickness monitoring via trust approved system
• Recording & authorisation of annual leave via trust approved system
• Training and induction of new admin staff
• To hold regular 1:1 meetings with admin staff
• Completing annual appraisals for all admin staff
• Ensure all individuals in admin team complete all statutory and mandatory training
• To lead on the performance management of admin staff
• To take an active part in recruitment and development of staff
• Leading & training the admin team in understanding requirements to the role in the event of a Major Incident
• To support the Deputy Specialty Manager Acute Care with enquiries and complaints including the investigation of complaints lodged through the Trust complaints procedure. Liaising with Divisional Complaints co-ordinator and the PALS/complaints service as appropriate.

Working for our organisation

Anonymous information will be used from your application in order to ensure we’re meeting our pledge.

Detailed job description and main responsibilities

For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.

Person specification

Qualifications and Training

• Maths and English GCSE C or above or equivalent
• NVQ level 4 or equivalent

• Medical terminology

Knowledge and Experience

• Administrative experience
• Experience of working in a team within a multi-disciplinary environment
• Customer handling skills both face to face and on the telephone
• Experience in supporting organisational / service change
• Management of targets
• Experience of budget monitoring

• NHS experience

Skills and Abilities

• Accuracy and attention to detail
• Ability to prioritise workload in order to meet deadlines
• Ability to adapt to service changes and new technology
• Staff management

• Managing change
• Minuting / action plan for meetings

• As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application to ensure we’re meeting our pledge.
• The Trust is committed to investing in and caring for all our staff. We will support you in maintaining and improving your health and wellbeing, as well as your career development through management and training support - developing exceptional people for exceptional careers.
• UHBW is committed to safeguarding and promoting the welfare of children, young people, and vulnerable adults.
• To comply with Part 7 of the Immigration Act 2016 all applicants must be able to speak fluent English to an appropriate standard which will be assessed at Interview.
• If you require sponsorship for a visa to work in the UK, to avoid disappointment, please check to ensure you are eligible under the UKVI points based system.
• The Trust uses electronic new starter forms on Trac to collect personal details. Information collected is securely stored and used to set up the employee record on the ESR HR system.
• By applying for this post, you are agreeing to University Hospitals Bristol and Weston NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job, information will also be transferred into the national NHS Electronic Staff Records system.
• Please be aware of scams – unless specified above, we will only communicate with you via @recruit.trac.jobs or nhs.net e-mails and we will never ask you for any payments.

IMPORTANT:

Please note that if you apply for a position with this Trust, you may be contacted via Trac or via email. This includes invites for job interviews. We therefore recommend that you regularly check your Trac account and email accounts. We may also contact you by texting the mobile number, if provided, on the application form.

Due to the high number of applications that are received for some posts we may close this vacancy before the advertised closing date. Therefore, please apply for this post as soon as you can, if you are interested and you meet the requirements of the Person Specification

Only those candidates who clearly demonstrate how they meet the person specification will be shortlisted for this job.

As a guide interviews should usually take place within 3 weeks of the closing date.

When providing employment reference details, please provide correct work-related email addresses so references can be sought promptly when we are looking to progress your application. Your referee must all be known to you in a line manager or professional lead capacity.