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DUTIES AND RESPONSIBILITIES

•    Be able to manage own workload in a fast-paced office environment where the workload and work patterns are often unpredictable. 

•    Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Assistant Service Managers/Service Managers in a timely manner. 

•    Works within defined SOP’s, protocol and policies but has autonomy to plan and manage their own workload. 

•    Have excellent planning and organisational skills to be responsible for workload planning and delegation for all administrative staff. This will require adjustment of plans to cope with changing demands as well as staffing issues. 

•    You will use and trust systems such as Epro to implement action plans to resolve workload inequalities generated through service developments / changes to work practice. Develops information systems to enable and improve the working practices within the department. 

•    Required to oversee changes to working practice and implement projects which will require the development of plans to ensure deadlines are met. These projects could be complex in nature and require adjustment as the process develops. 

•    Working in conjunction with the Assistant Service Manager for admin staff recruitment and selection in accordance Trust Recruitment Policy.

•    Line management responsibility for a number of staff with responsibility for the management of annual performance development reviews, work allocation and conduct and capability matters for all administrative and clerical staff within the department. 

•    Co-ordinate staff absence and record attendance - Co-ordinate and sanction annual leave for all staff under your hierarchy, ensuring adequate cover is maintained.  Conduct return to work interviews on staff returning to work following sickness leave.

•    Be able to deal with complex information where negotiation and cooperation is needed such as when dealing with other NHS organisations and/or departments. 

•    Contribute to the regular review of working practices, offer feedback on existing processes, and contribute ideas for the development of new ways of working.

•    Review policy and highlight and implement any changes necessary.  

•    Use developed analytical skills to review performance data and identify issues which need to be addressed and make judgements on the correct course of action where there may be more than one possible option. 

•    Responsible for the induction and training of new staff, and using the Trust ESR system to identify ongoing training needs of administrative and secretarial staff within the Division.

•    Use NHS Supply Chain to manage the requisition of supplies for the administration service, ensuring adequate levels are always maintained and responsible for reporting on supplies to the budget holder (Assistant Service Manager).

•    Ensure all admin staff are up to date with their essential training and attend mandatory training sessions where necessary. Develop and implement systems for monitoring and reviewing attendance. Ensure all staff are aware of and adhere to existing, updated and new Trust policy and procedure. 

•    Attend risk management training and undertake risk assessment audits as required.

•    Respond to PALS concerns and Complaints and suggest any appropriate action.  Implement required changes in collaboration with the Assistant Service Manager and Service Manager 

•    Investigate and respond to incidents raised on the trust Datix reporting system and suggest any appropriate action.  Implement required changes in collaboration with the Assistant Service Manager and Service Manager 

•    Deputise for Assistant Service Managers as necessary.

•    Act in line with the Christie behaviours, to provide effective leadership and motivation to all admin staff, creating a positive working environment in which staff are valued and respected. 

•    Ensure effective systems of communication are implemented within the specialty / department and operate at all times. Establish and chair regular admin staff meetings, ensuring staff have a formal route to raise issues and receive information. 

•    Working with the Assistant Service Manager in identifying and managing all issues relating to staff performance in accordance with Trust policy. Seek guidance and support from Human Resources and Occupational Health as required. 

•    Strong analytical skills will be required to assist with monitoring information from 104/62 day and 18 week cancer pathways and prioritise and oversee any actions required from the team to ensure these targets are met.

 ADDITIONAL REQUIREMENTS

•    Follow risk management procedures at all times including the identification, assessment and management of risk within the division.

•    To abide by all Trust policies and Procedures.

•    To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification