SPA and Specialist Service Admin Support Supervisor - Surrey Downs H&C

at  Epsom and St Helier University Hospitals NHS Trust

Support the business unit in the delivery of services across the business unit and in developing standardised administration processes. Support Managers in ensuring high quality customer service and key performance indicators are met. Participate in the development and up-dating of standard operating procedures (SOPs) for all administrative processes. To plan, co-ordinate and manage the workflow within the wider administration team in collaboration with other senior administrators and the Clinical Manager/Operations Manager.
Acting as the line manager of a designated group of administrators, monitoring delivery of the workflow, allocating and checking work to ensure an efficient and effective admin service is provided to all clinicians and clinical team managers in a timely manner. Allocating and re-allocating tasks on a daily basis as required as organisational priorities change. Contribute to the process of rota planning and flexible working within the team to ensure that work flow is managed between different tasks on all sites and that reception areas are covered at all times Ensure that all public and professional enquiries are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action. Participate in the communication and information cascade to administrators within the business unit via team meetings and other communications methods.
And to maintain good communications with clinicians and managers in relation to the administration and customer services provided by the team. Responsible for the formal supervision and performance management reviews of a delegated group of administrators from within the business unit, identifying training and skills development needs to feed the training plan, to ensure that individuals within the admin team have the knowledge and skills required to perform and deliver their specified job tasks. Evaluate, monitor and support the development of skills within the administrative team to enable the full range of tasks to be completed as required. Providing advice and guidance as appropriate and alerting the Clinical Manager/ Operational Manager to any additional support or action required, to achieve the skills gain required.
To prioritise and take responsibility for own work load recognise and support colleagues who need guidance and assistance. Maintain securely the personnel records of administrators and clinical personnel on behalf of clinical managers, in accordance with the confidentiality policy and data protection act. Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff purposes. To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
Estates, Procurement, Medical Devices and Business Continuity Support the clinical manager/operations manager in their role as premises manager for the sites within the business unit; undertaking delegated tasks to manage the shared site and resources smoothly and efficiently. Ensure any non-clinical accident or incident involving admin personnel or a member of the public is reported in line with the SDH&C policy, completing documentation in the correct time frame. Alerting the Clinical / Operations Manager to any risks that need urgent attention. Monitor the functioning of Patient management systems and communications technologies across the business unit and alert the Clinical/Operational Manager to any issues.
Work in partnership with the Procurement and Estates Senior Administrator to ensure that all purchasing and procurement is carried out in line with procurement policies and processes. Co-ordinating ordering on site to ensure minimum waste, best price and that the correct procedures have been adhered to. Ensure that appropriate level of stationary, office supplies and clinical equipment and materials are available to meet administration and clinical team needs, and ensure that stocks are stored securely with effective stock monitoring is in place. Ensure that all estates repairs are reported to in line with the estates procedure, alerting the NHS Property Services to any new works required or repairs not being delivered in a timely manner.
Undertake regular monitoring of accommodation in accordance with health and safety regulations, alerting the Clinical /Operations Manager to issues identified. Act as first point of contact for health and safety issues including fire duties, security and first aid. Assist in the co-ordination, completion and reporting of audits of site based equipment, estate and services received, to support contract monitoring and quality standards under CQC and other regulations. Co-ordinate and monitor the ordering, delivery, collection and stock taking of Equipment Store daily leaving equipment peripheral store, if located within the business unit.
Undertake actions on Medical Devices Agency safety notices or hazard warning notices as requested by the Clinical Manager/Operations Manager, Governance team administrator, or clinical manager. Undertake any delegated role and support others to fulfil responsibilities as local fire officers to co-ordinate evacuation procedures, first aid procedures and health and safety procedures. Support the clinical managers in the development of clinical service business continuity plans and in the development of site specific business continuity plans. Participate in the programme of review and complete any actions allocated.
Be aware of the emergency planning and business continuity policies and plans, and comply with the prescribed actions detailed within in the event of an emergency/significant event. Support to Clinical Leads and Managers Maintain a knowledge base of all services and activities delivered on the site/business unit. Have a detailed knowledge of a specific range of services across SDH&C. Provide efficient and effective administrative and secretarial services specific to designated clinical managers and team leaders located within the business unit, acting as a specialist administrative resource in the co-ordination and delivery of tasks and reporting to support their clinical services.
Maintain awareness of terms of agreed contracts and service levels and bring to the attention of Manager and/or relevant clinical manager, as appropriate, any issues or concerns. Arrange meetings on behalf of clinical teams and managers. Compile agendas and attend as required to take minutes and distribute accordingly. Monitor and guide practice to ensure that all clinical statistical data is collated and entered into the correct reporting system for all services to ensure accurate and efficient monthly reporting of Key Performance Indicators.
Alerting any failure by individuals or teams to achieve compliance to clinical manager, as appropriate. Provide, collate, review & investigate where relevant statistical and audit information as requested by team leaders and clinical managers. To act as IT Champion to administrators, clinicians and managers to promote the development of IT based processes and extend the use of IT systems to create efficiencies. Act as the central co-ordinator of clinical service specific business essential processes and tasks; delegating tasks to admin team members to develop expertise and ensure efficient delivery, i.e.
clinical rotas, internal training events, monthly/quarterly invoicing, weekly/monthly KPI reporting, equipment stores stock control, Specials Panel and Board meeting administration, specialist clinical equipment/supplies ordering for patients using specialist contracts and their software, general clinical materials ordering and stock control. Undertake the more complex/confidential tasks to be delivered including the development of reports, documents, graphs, data collection/spreadsheets, carrying out regular audits & analysis of the information. Delegating actions in the process to others but remaining responsible for the delivery of the whole task. Participate in the planning and implementation of new systems and processes which need to be introduced, reviewed or changed within the normal working practice of the designated clinical services.
Making decisions from a range of options and being held accountable for decisions made. Assist clinical managers and team leaders in planning how to absorb any new business essential tasks with an administrative element into the daily operations, sharing actions and responsibilities as appropriate. Support managers and clinical teams in the elimination of waste activities and planning service redesign to create efficiencies through workout and local capacity improvement initiatives. In partnership with clinical managers create and implement a standardised process for record keeping, filing and data maintenance ensuring records are stored appropriately and electronically where possible, to comply with the information governance policy and to support the development of paper-light systems.
Planning and managing the annual archiving process for clinical records. To support the clinical managers and clinical teams in maintaining evidence for the continued compliance to the Care Quality Commission standards and associated regulation

Please refer the Job description for details