Job summary
We are excited to be able to offer and welcome applications for the post of Deputy Administration and Waiting List manager for the East Sussex Dermatology Service.
We are looking for someone with a wide range of skills who is able to assist in delivering a high quality, effective and flexible administrative services supporting the Dermatology Administration Manager.
Main duties of the job
Responsible for the efficient day to to day running of the Dermatology Administration Team. This includes supporting line managing a large team whilst ensuring the flow of patients into available clinics and theatre slots, dealing with peaks in activity, ensuring the ratio of new and follow up clinic slots is appropriate to meet demand. This role would be ideal for a highly motivated individual with strong leadership skills. NHS
We are a busy directorate with varying demands and priorities, it is essential you are able to be responsive to the changes and challenges, working autonomously with competing demands.
About us
Join us at UHSussex , every day is different, you can be the change, better never stops
At UHSussex we’re proud to be at the heart of the NHS. As one of theUK’s largest acute Trusts, we’re a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Improving lives: We are a vibrant and inclusive organisation, with hardworking, talented and dedicated individuals, who work together towards a common goal, to always put ourPatient First. Our mission is summed up by our ‘where better never stops’ motto and no matter the role at UHSussex, you will play a part in driving us forwards and in improving the lives of patients across Sussex. We treat our patients and staff with the same compassion and empathy we expect for ourselves. We’re here for them when they need us, and we go above and beyond to meet their needs. This can be seen in ourwellbeing programmefor staff which is extensive and designed to support you when you need it because we know that to look after others we must first look after ourselves.
Build a career with us: As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
Job description
Job responsibilities
Communication
- Work and communicate effectively with multidisciplinary staff across the department leading to improved quality of clinical pathways, a sustainable workforce, accurate data quality and streamlined efficient process improvements.
- Build strong collaborative working relationships with the team and other departmental staff and to lead by example by maintaining service standards and assisting others to do so.
- To ensure effective and regular communication within the team, including team briefings and departmental meetings.
Service Delivery and Improvement
- To advise, support and manage a team of booking team administrators on a daily basis ensuring adequate coverage of duties across a defined group of tasks, ensuring workloads are evenly distributed and that all patient activity is accurately recorded and updated with relevant information.
- To identify capacity issues and escalate these to the Administration and Waiting List Manager.
- Identify and resolve any problems within the team, escalating when appropriate to the Administration Manager.
- Ensure staff are focussed on identified key performance indicators (KPIs), standard operating procedures, aligning staff to service demands and monitoring overall performance of the team.
- Participate in booking administrator duties as and when required to maintain the service. Deputise for Administration Manager for Dermatology as required.
- To monitor the timeliness and data quality of all Booking administrators in line with metrics set out and put in place any/all remedial actions as required
- Make effective use of the workforce to ensure provision of booking team activities as required by each area making changes to rotas, as necessary to meet the needs of the service.
- In conjunction with Administration Manager and booking team, review all processes currently in use and ensure best practice is fully utilised across the Booking function.
- Ensure that the Trust deadlines and any necessary operational changes are managed to achieve objectives in an optimum timeframe.
- Provide performance reports which demonstrate delivery of KPIs including actions required to improve performance, maintain compliance and identify actions to demonstrate continued service improvement.
People Management and Development
- Provide day to day management to the Booking Team administrators, including:
- Applying Trust policies when necessary to performance management in relation to appraisal, sickness, capability, disciplinary etc;
- Scheduling work on a quarterly basis ensuring annual leave is managed, Bank Holidays and staff training is coordinated to ensure service cover at all times;
- Conducting monthly 1:1s with staff to monitor individual performance against monthly targets, as set by the Operational Manager;
- Undertaking annual appraisals for staff within the team in line with Trust Policy, including 6 monthly review;
- Motivating staff to meet set targets, providing training and coaching opportunities as identified.
- Raise any performance issues with the Administration Manager, through monthly progress reports and improvement plans.
- To deliver high quality information for booking services across the Dermatology from agreed systems, improving data quality as required to provide accurate and real time data, in relation to performance.
Data Management
- Engage with the Administration Manager to negotiate areas of improvement in data quality and undertake monitoring to ensure the consistency of data quality deriving from booking practices. Making recommendations where action is required outside of area of responsibility.
- Develop a broad knowledge of all information systems and processes used to capture data. Undertake a regular quality assurance process to ensure records are audited and best practice applied to work to minimise errors. This will require a good knowledge of the Patient Access Policy.
- To continuously raise awareness of the importance of accurate and timely data quality.
- To ensure data quality standards are implemented into work and are aligned to deliver the agreed standards. This includes measuring the quality of data recorded and to quality assure the accuracy of information entered onto systems.
- Through regular audit and analysis, as results of audits are known, implement changes which improve data quality and the audit programme in line with audit requirements.
- To be responsible for the production of audit reports, as delegated by the Administration Manager. Share audit results with teams, and attend specific meetings and workshops, in relation to this work.
- To action all complex queries related to outpatient and daycase data and escalate any issues where necessary to the Administration Manager.
- Undertake delegated tasks in relation to service improvement (within area of expertise) on behalf of the manager, as required.
- Support projects within area of work.
Job description
Job responsibilities
Communication
- Work and communicate effectively with multidisciplinary staff across the department leading to improved quality of clinical pathways, a sustainable workforce, accurate data quality and streamlined efficient process improvements.
- Build strong collaborative working relationships with the team and other departmental staff and to lead by example by maintaining service standards and assisting others to do so.
- To ensure effective and regular communication within the team, including team briefings and departmental meetings.
Service Delivery and Improvement
- To advise, support and manage a team of booking team administrators on a daily basis ensuring adequate coverage of duties across a defined group of tasks, ensuring workloads are evenly distributed and that all patient activity is accurately recorded and updated with relevant information.
- To identify capacity issues and escalate these to the Administration and Waiting List Manager.
- Identify and resolve any problems within the team, escalating when appropriate to the Administration Manager.
- Ensure staff are focussed on identified key performance indicators (KPIs), standard operating procedures, aligning staff to service demands and monitoring overall performance of the team.
- Participate in booking administrator duties as and when required to maintain the service. Deputise for Administration Manager for Dermatology as required.
- To monitor the timeliness and data quality of all Booking administrators in line with metrics set out and put in place any/all remedial actions as required
- Make effective use of the workforce to ensure provision of booking team activities as required by each area making changes to rotas, as necessary to meet the needs of the service.
- In conjunction with Administration Manager and booking team, review all processes currently in use and ensure best practice is fully utilised across the Booking function.
- Ensure that the Trust deadlines and any necessary operational changes are managed to achieve objectives in an optimum timeframe.
- Provide performance reports which demonstrate delivery of KPIs including actions required to improve performance, maintain compliance and identify actions to demonstrate continued service improvement.
People Management and Development
- Provide day to day management to the Booking Team administrators, including:
- Applying Trust policies when necessary to performance management in relation to appraisal, sickness, capability, disciplinary etc;
- Scheduling work on a quarterly basis ensuring annual leave is managed, Bank Holidays and staff training is coordinated to ensure service cover at all times;
- Conducting monthly 1:1s with staff to monitor individual performance against monthly targets, as set by the Operational Manager;
- Undertaking annual appraisals for staff within the team in line with Trust Policy, including 6 monthly review;
- Motivating staff to meet set targets, providing training and coaching opportunities as identified.
- Raise any performance issues with the Administration Manager, through monthly progress reports and improvement plans.
- To deliver high quality information for booking services across the Dermatology from agreed systems, improving data quality as required to provide accurate and real time data, in relation to performance.
Data Management
- Engage with the Administration Manager to negotiate areas of improvement in data quality and undertake monitoring to ensure the consistency of data quality deriving from booking practices. Making recommendations where action is required outside of area of responsibility.
- Develop a broad knowledge of all information systems and processes used to capture data. Undertake a regular quality assurance process to ensure records are audited and best practice applied to work to minimise errors. This will require a good knowledge of the Patient Access Policy.
- To continuously raise awareness of the importance of accurate and timely data quality.
- To ensure data quality standards are implemented into work and are aligned to deliver the agreed standards. This includes measuring the quality of data recorded and to quality assure the accuracy of information entered onto systems.
- Through regular audit and analysis, as results of audits are known, implement changes which improve data quality and the audit programme in line with audit requirements.
- To be responsible for the production of audit reports, as delegated by the Administration Manager. Share audit results with teams, and attend specific meetings and workshops, in relation to this work.
- To action all complex queries related to outpatient and daycase data and escalate any issues where necessary to the Administration Manager.
- Undertake delegated tasks in relation to service improvement (within area of expertise) on behalf of the manager, as required.
- Support projects within area of work.
Person Specification
Experience
Essential
- Experience of supporting a team
- Proven ability or formulating duty rotas
- Maths and English GCSE
Desirable
- Experience in working in the NHS in administrative or clerical role at management level.
- Experience of interpreting statistical data and report writing
Person Specification
Experience
Essential
- Experience of supporting a team
- Proven ability or formulating duty rotas
- Maths and English GCSE
Desirable
- Experience in working in the NHS in administrative or clerical role at management level.
- Experience of interpreting statistical data and report writing
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab) .
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab) .
UK Registration
Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).
