BMTCT Office Administration Manager

at  University Hospital Southampton NHS Foundation Trust

University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please note this vacancy is only open to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
Please see below for a detailed job description of the role.
The individual will supervise and manage the administrative services for the Blood and Marrow Transplant & Cellular Therapy (BMTCT) office. This role will incorporate communication and liaison across the Wessex Blood and Marrow Transplant & Cellular Therapy programme. Successfully managing the office is essential to the provision of excellent patient care, ensuring our clinical teams are supported effectively.
What we are looking for
Previous experience of working in a busy office environment and able to communicate with a wide range of people and situations.
A good telephone manner and confidence in dealing with enquiries is essential.
We are looking for someone with an eye for detail with the ability to use your initiative.
Good literacy and numeracy skills are required and the ability to work under pressure to meet deadlines.
The successful candidate should also have a working knowledge of medical terminology.
The Wessex Bone Marrow Transplant (WBMTCT) Programme at UHS is a leading centre in the field of stem cell transplantation and has pioneered the development of new transplant procedures and innovations in patient care.
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS employees can access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Key Responsibilities
To lead a team of administrators
Be responsible for the smooth running of the patient journey by ensuring that coordinated and streamlined administrative processes revolve around the patient and their individual needs.
Provide cross-cover for other Team Leaders to ensure a consistent and effective administration service is maintained at all times.
General Duties
Line manages direct reports including all stages of recruitment, retention, attendance, performance management and annual appraisals.
Be responsible for the preparation of duty rosters ensuring appropriate cross-cover arrangements are in place where necessary to maintain a comprehensive and responsive administration service.
Ensure workload is allocated fairly across all teams and staff work flexibly to accommodate the needs of the patient and the clinical team they are supporting.
Monitor the performance of the team about achieving targets such as national waiting list targets and high-quality, patient focussed services.
Authorise staff timesheets and claim forms in accordance with Trust policy.
Ensure all team members are appropriately trained and competent in all appropriate electronic systems and standard operating procedures relating to their role. Arrange appropriate training and development where updating of skills/knowledge is required. Conducting regular appraisals for team members.
Set expectations regarding levels of customer service and ensure all staff understand these and maintain them.
To receive enquiries courteously and efficiently from patients, carers, colleagues and external agencies, ensuring that accurate records, are maintained and appropriate action is taken in a timely manner.
Action any change in patient’s details, ensuring electronic data is kept up to date.
To process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
For additional details, please refer to the job description and person specification

Please refer the Job description for details