Administration Manager

Job overview

We are seeking a highly organised and motivated individual to join our team in a key operational management role. The post holder will be responsible for delivering and maintaining operational standards across the department, ensuring services are managed effectively and in line with Trust policies and objectives.

The successful candidate will lead and support the administrative team, oversee inpatient and outpatient administrative processes, and implement actions to help the service achieve and maintain National and Trust Referral to Treatment (RTT) targets. They will be responsible for identifying and escalating concerns where necessary to ensure service performance is maintained.

Working closely with the Service Manager, General Manager, clinicians, administrative colleagues, and the wider multidisciplinary team, the post holder will play a vital role in supporting the delivery of high-quality patient care and an excellent patient experience. The role also involves working collaboratively with PALS, complaints, clinical governance, and HR teams to support effective service delivery.

The post holder will be expected to provide support and cover for colleagues during periods of leave and will be required to work across multiple sites as service needs dictate, with St Mary's Hospital serving as the main base.

Main duties of the job

• To ensure that Vascular day case and theatre waiting lists are managed in accordance with departmental policy and act as a point of liaison between Consultants, junior doctors and colleagues in outpatients to achieve this.
• Work with the Specialty Support Manager to actively support the management of 18 Weeks in identifying, reporting and resolving issues in order to achieve a high standard of data quality and completeness of RTT data, and in the validation of pathways as required.
• The post holder must understand all aspects of a patient's pathway from the referral into the Trust to the actual first treatment for the condition, including reading and understanding patient case notes in order to correct and update the Cerner system, validating the pathway and ensuring all data is correct.
• The post holder must communicate a full understanding of Trust policy when issues arise relating to Cerner entries and liaise with all levels of Trust staff on a day-to-day basis, providing guidance and advice on the need for, and importance of, high-quality real-time validation of 18 week RTT pathways with regard to the input and recording of data items on Cerner.

Benefits and working environment

At Imperial College Healthcare you can achieve extraordinary things with extraordinary people, working with leading clinicians pushing boundaries in patient care.

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to Work, car lease schemes, season ticket loan or membership options for onsite leisure facilities.

We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part time or job share.

Person specification

• Degree level qualification or equivalent training and/or experience
• Good general education inc. English and Maths GCSE A C or equivalent
• Evidence of continuing education and professional development
• NVQ Level 4 in administration/ customer service
• Higher national diploma/degree in business (or equivalent) or equivalent experience

Experience

• Experience of working and dealing with the public
• Experience of managing a team and a broad range of administrative staff in an NHS Setting
• Knowledge of health systems and procedures
• Knowledge of national/NHS guidance regarding patient access and RTT waiting times targets
• Specialised functional and medical terms acquired through qualification or extensive experience
• Analytical and judgement skills for problem solving
• Experience of change management
• Experience of staff development and training
• Knowledge and experience of using Trust IT systems

Skills/knowledge/abilities

• Able to communicate contentious and or sensitive information to service users and internal colleagues.
• Track record of influencing and engaging staff.

Right to work

If you need sponsorship to work in the UK, please visit the Home Office website for information on sponsorship and visa status before you fill in your application form. Due to recent changes in the UK immigration rules which affect Skilled Worker Visas, Global Business Mobility, Higher Skill Level and Increased Salary Thresholds, please ensure that you are able to meet the requirements to live and work in the UK before applying. Further information about eligibility is available on UK Visas and Immigration - GOV.UK.

Employer certification / accreditation badges

The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.