Administration Manager

Job overview

Are you looking for your next career step and want to work in an environment where you can really make a difference? If the answer is yes, then we are looking for an enthusiastic and well-organized Administration Manager to join our team. You will work collaboratively with other team members and be responsible for providing first-class Administration Management support to the King’s Pain services based at Queen Mary’s Hospital, Sidcup and Princess Royal University Hospital.

This is an exciting opportunity for an experienced and dedicated team player to work within two models of Pain Services for King’s College Hospital based at Queen Mary’s Hospital, Sidcup and PRUH.

This role requires cross site working between Queen Mary's Sidcup and Princess Royal University Hospital in line with the needs of the service and as directed by the Assistant Service Manager.

Main duties of the job

The post holder will be expected to ensure a comprehensive effective administrative management service for both services liaising cross site with all consultants, specialist nurses, medical staff and their teams within the clinical units to allow the smooth and efficient performance of the services. You will be expected to liaise with the multi-disciplinary team, internal departments and external agencies to ensure continuity in achieving excellence in patient care.

Exceptional interpersonal and communication skills are essential as the post holder will be expected to be able to communicate effectively and sensitively with a wide range of people including patients, colleagues, sub-contractors and external agencies. The ability to organise meetings, diary management, workload support as well as health and wellbeing among team members are essential to this post. Excellent IT skills, understanding and implementation of Trust Policies are essential.

Working for our organisation

The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

The post holder will be responsible for the line management of the administrative staff and for ensuring the smooth running of the service in relation to its administration functions. They will manage the administrative, clerical and secretarial needs of the directorate and ensure, through careful monitoring of workloads that activity targets are met and that patient management is in line with the patient access policy. Other key tasks will include managing various projects/developments from inception to implementation.

To support the delivery of a high quality, safe and compassionate healthcare service, all staff are expected to act as a role model to others in all aspects of their work.

v Manage the day-to-day running of the administrative staff and resolving any issues that arise. This will include the authorising of annual leave and study leave.

Main Duties & Responsibilities:

v Monitor the staff workloads and allocate work according to staffing levels and adjust these during periods of sickness or unexpected changes in workload on both PRUH & QMS sites.

v Manage administrative staff sickness in line with Trust HR policies, undertaking return to work interviews, stage 1 and stage 2 interviews. To liaise with human Resources, where appropriate, in issues of sickness and phased returns to work where appropriate.

v To be responsible for the recruitment of secretarial / admin staff, devising adverts and job descriptions, short-listing, interviewing and taking up references, chairing the interview panel alongside the Assistant Service Manager.

v Undertake appraisals for the secretaries and clerical support staff and formulating personal development plans, including the identification of training needs and to provide opportunities for staff to undergo relevant training.

v Undertake mandatory training on a regular basis, ensuring that the administrative staff also comply with the requirements for mandatory training and adhere to the Health and safety at Work act.

v Ensure that all Consultants and nurses are allocated secretarial / admin support to cover their duties and ensure training is provided where appropriate on both PRUH & QMS sites.

v Ensure that all clinical sessions are allocated adequate clerical staff and ensure training is provided where appropriate.

v To produce the agenda, chair and transcribe the minutes of the monthly administration meetings.

v Train new and bank administrative & reception staff on the job and ensure that progress is monitored.

Person specification

Experience

Essential criteria

• Experience in Healthcare
• A Level or NVQ Level 4 in business administration or equivalent
• Strong interpersonal and organisational skills
• Able to work on own initiative, managing own time and prioritise workload
• Experience of training staff
• Able to work under pressure
• Understanding of multidisciplinary working

Desirable criteria

• Extensive previous PA/ Managing Administration Staff Experience
• Evidence of Continuing professional development
• A willingness to undertake further training

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

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