Detailed job description and main responsibilities

Staff Management

• Supervise and line manage administrators within Admissions and Preassessment, providing motivation and leadership to the team
• Monitor and distribute the workloads of staff within the team, ensuring that all staff have appropriate workloads and cover arrangements are in place and are robust
• Responsible for sickness reporting and management of the Admissions and Preassessment Administration Team in line with Trust policy, taking action where necessary, undertaking 1^st stage management of staff performance and escalating to the Service Manager where further intervention is required
• Manage staff annual leave in line with trust policy and service needs, ensuring ESR is kept up to date through supporting staff to use the self-service portal and processing requests as appropriate

• Implement performance and disciplinary action when appropriate in line with Trust policy

• Responsible for the induction and training of all permanent and temporary staff and volunteers around local and trust policies and procedures, monitoring compliance and ensure knowledge gaps are closed through further training. Maintain and monitor training logs
• Facilitate cross training between staff to ensure robust cover arrangements within the team during periods of leave
• Ensure that service rotas are kept updated and circulated well in advance to ensure cover in place as agreed by the service (i.e. areas where cover outside of ‘standard core hours’ is required
• Support the recruitment and selection process for new staff
• To ensure that all staff have annual appraisals as part of the KSF programme and  develop staff Personal Development Plans and Objectives, and attend all Trust mandatory training courses
• Arrange and lead regular team meetings and act as a point of escalation for Admissions and Preassessment Administrative team

Operational Management

• Use available IT systems and data tools to review performance, check future service needs and capacity, escalating any potential issues to ensure these can be managed well in advance of them becoming a problem

• Support the ongoing validation of patient pathways to ensure patients can be safely and effectively managed, and that patients information and trust returns are correct and complete

• Support the continual monitoring of the PTL to track patient along their pathway and take proactive action to avoid potential breaches
• Ensure all aspects of patient pathways in relation to Access, Booking and Choice are completed and recorded by the team in line with the Trust Access policy and national data quality standards

• Action annual leave for Admissions and Preassessment Administrative team
• Arrange or modify preassessment clinic templates, including the creation of clinics 
• Ensure that admissions information is kept up to date at all times 
• Ensure all generic mailboxes used by admissions and preassessment are managed efficiently with resource allocated to ensure emails are processed in a timely way
• Ensure the inpatient bookings lists for the specialties are actively managed in a timely way to ensure patients receive their care at the time identified as clinically appropriate
• Provide information for audits as required. Collect any data that is required for monitoring purposes

 Service Quality and Improvement

• Support the development of Standard Operating Procedures (SOPs) for the local work area and ensure staff are compliant with and work to agreed SOPs

• To identify and recommend service improvements and lead where directed in service development within the department
• Work with the clinical and management team to support a service of modernization
• Continually review processes in collaboration with the Service Manager implement changes where ever possible

Communication

• Ensure effective communication takes place with other departments as well as with senior management
• Ensure that any local, directorate or trust wide information is effectively disseminated throughout the department as appropriate
• Work collaboratively with other Operational Support Managers in the Surgery and Cancer team to share learning
• To ensure that appropriate performance metrics and other information is available
• To advise other departments and team leaders in other areas of any issues within the department that could affect the running of their services

• General
• Support the investigation and response to PALs concerns and complaints feeding back learning to the Administrative team and also ensure compliments are circulated to team members and the wider administrative team

• To facilitate good team working relationships both within own team and the Trust

• Manage personal work load in a prioritized way and work to tight deadlines as required
• Proactively engage in the Trust annual appraisal process reflecting on individual performance, reviewing and updating personal development plans and identifying personal training needs in addition to those highlighted by your line manager

• To undertake mandatory training within defined timescales and any other training required in order to be able to carry out daily duties effectively

• To undertake team training as identified and to demonstrate a commitment to the development of effective team working

• Responsible for office equipment and environment, ensuring items are ordered only as necessary and maintenance and repairs are managed as necessary
• Undertake any other duties commensurate with the grade as agreed and delegated by the Service Manager