[ref. a6135904] Administration Team Manager
Job overview
The post holder will play a key role in supporting the NHS All Age Continuing Care (AACC) service across the region. Working within the remit of the National Framework for NHS Continuing Healthcare and NHS-funded Nursing Care (National Framework), the post holder will deliver an effective and competent level of administrative support and consistently deliver a client-focused service.
The Administration Manager will be required to work under their own initiative as well as working as part of the wider administration team. Reporting directly to the Administration Manager, the post holder will be a key member of the team with responsibility for specifically allocated tasks and will demonstrate a willingness to help others.The post holder will be expected to follow set processes, prioritise their own workload and demonstrate initiative in order to fulfil the requirements of the post. Excellent interpersonal skills and communication skills are essential plus an ability to deal with and manage highly sensitive and confidential information.
The successful candidate will oversee a team of administrative staff for the booking of assessments for the nursing team.
The post holder must have a flexible and adaptable approach to their work in order to meet demanding deadlines and have the ability and resilience to regularly deal with a range of routine and non-routine administrative tasks as required to deliver an efficient and effective service.
Main duties of the job
Contributing to performance improvement, supporting the Administration Manager in identifying areas for improvement and taking a lead in identified areas where agreed.Ensuring that standard operating procedures are applied within the team, highlighting instances where these need to be reviewed or amended.
Contribute towards performance improvements, taking a lead for identified areas where agreed, and the overall day to day management of the administration team’s performance.
Working with members of the team to develop and implement project data collection systems that will provide accurate and timely data.
Line managing administration staff and ensuring that all management duties are carried out and recorded on the relevant systems in line with internal policies and procedures e.g. absence reporting, appraisals, annual leave.
Contributing to the effective communication of information within the team and to a range of internal and external staff.
Supporting the development across the organisation of the personalisation agenda and supporting the pathway for the implementation of Personal Health Budgets (PHBs) within NHS AACC.
Managing all recruitment processes within the service, attending interview panels where required.
Working for our organisation
We are committed to creating an inclusive organisation that promotes and values diversity. We know from experience that different ideas, perspectives and backgrounds create a stronger, more creative workplace that helps us to deliver the best services.We welcome applications which represent the rich diversity of our community; from people of all ages, disabled people, all genders, people from ethnic minority groups, LGBTQ+ people, people with diverse gender identity and expression, people from all religions and beliefs and other diverse characteristics, and we have processes in place to ensure that all applications are treated fairly and consistently at every stage of the recruitment process.
Detailed job description and main responsibilities
The post holder should have, or be able to develop knowledge and understanding of the relevant standards for the post, as set out in the NHS Continuing Healthcare Competency Framework including:
- Demonstrates expertise in using local AACC data system
- Able to identify responsible commissioner in basic cases
- Understanding the principles of consent and GDPR
- Demonstrates a commitment to practice fairness and equity
- Demonstrates awareness of local procedures relevant to role
- Awareness of information resources available to support individuals
- Able to signpost an individual to the relevant team when outside of own role
- Working within the limits of own knowledge and escalates where appropriate
- Able to prioritise work based on risk
- Understanding the correct use of the checklist
- Able to explain the purpose of the checklist
- Actively engages in audit to maintain consistency of practice
- Ability to manage and de-escalate conflict
- Demonstrates excellent report writing skills
- Understanding the key concepts including the lawful limits of Local Authority responsibility
- Aware of commissioned end of life options in local area
- Showing sensitivity and courage in managing difficult conversations with individuals and professionals
- Understanding the appropriate use of the Fast Track referral
- Understanding the impact of claims companies and solicitors on the appeals process
- Able to identify when evidence has not been used correctly or gaps in evidence
- Understanding local processes for reviewing eligibility decisions
- Proactively engaging with the individual or representative to find an amicable solutions, where appropriate
- Can identify difference between an appeal for local resolution and complaint
- Ability to prioritise workload of the team
- Understanding of performance management process
- Coaching and supporting staff to develop
- Identifying training needs of team
- Excellent understanding of local AACC systems
- Ability to collect, analyse and interpret data
- Understanding of internal and external reporting requirements
- Able to develop policy and pathways to drive efficiency within the service
- Working with stakeholders to align AACC processes with other services
- Actively listen to people and their representatives
- Delivering the role in a way which is led by the individual
Person specification
Knowledge, Training and Experience
Essential criteria- Educated to degree level in relevant subject or equivalent level of experience of working at a similar level in specialist area.
- Knowledge of administrative procedures, project management or information analysis.
- Basic knowledge of project principles.
- Previously worked in similar position within the public sector.
- ECDL
Communication skills
Essential criteria- Skills for communication on complex information and administrative matters, requiring developed interpersonal and oral/ written communication skills.
- Ability to pull together comprehensive draft reports, data and letters Negotiating, networking and persuasive skills.
Analytical
Essential criteria- Problem solving skills and ability to respond to sudden unexpected demands.
- Excellent time management skills with the ability to re-prioritise.