Key Duties: Admin/Management 1. To act as a Personal Assistant to the Head of Therapies and lead and support the Personal Secreta.....
Key Duties: Admin/Management 1. To act as a Personal Assistant to the Head of Therapies and lead and support the Personal Secretaries to the Therapy Managers. This includes using initiative to prepare drafts of correspondence and reports, maintain diaries and appointments, arrange meetings and take messages. 2. Responsible for the line management of the administrative staff within Therapies and Admin Bank. 3. Prepare agendas and minute all meetings as required chaired by the Head of Therapies and ensure that decisions made at these meetings are actioned satisfactory including appropriate dissemination and publication of minutes as required. This is done independently, seeking approval before sending out. 4. Ensure the Head of Therapies receives appropriate mail and messages and that these are dealt with in an efficient and timely way by recording, diverting, tracking and prioritising them. This will include drafting responses and discarding junk mail as necessary. This frequently requires decisions as to whether deputies should be contacted when out of office or contacting someone else in their absence. 5. To support the Head of Therapies and the Therapy Managers to ensure they receive consistent, quality secretarial and administrative service delivery. 6. To have an overview of all administrative duties involved with outpatient activity for Therapies this includes managing and developing standard processes across therapies dealing of incoming referrals, booking of new appointments, management of RTT clock, appropriate waiting lists used, acknowledgement letters as a response to referral received, out coming of clinics, inter-provider transfers are completed, cancelling and rescheduling of therapy appointments in the event of unforeseen absences and last minute changes, review of therapy waiting lists / waiting times, accurate filing systems for patient records. It is not expected for the post holder to routinely work within the reception areas but the post holder must have a good understanding of all processes in order to lead on service development and support the wider administrative team. 7. To support the reception teams where appropriate with validation of long waiters on therapy waiting lists ensuring that trust policy is adhered to. 8. To ensure that letter, telephone and face to face communication with patients, colleagues and managers is professional, timely in line with health records policies and procedures. 9. To work with the reception teams in monitoring all outpatient clinics to ensure that all clinic slots are utilized to the maximum and where necessary fill any vacant slots and also to prevent overbooking of clinics. 10. To lead within Therapies on the process of liaising with the medico legal department on the request for patient notes / reports. 11. To report any maintenance problems to appropriate agencies. 12. Assist the Therapy Management team with the monitoring and updating of data quality reports around complaints/compliments. 13. Assist with producing monthly activity reports that enable accurate forecasting of performance against financial, service and quality targets, standards and performance indicators. 14. Highlight areas of variance and opportunities to improve performance and proactively seek and utilise benchmarking data and other internal / external resources to compare service performance. 15. Ensure that decisive and timely action is taken to address unachieved targets and other areas of poor performance, under achievement and risk. 16. To be accountable for ensuring the different areas within Therapies maintain clinical and electronic records in line with Trust policies and procedures. Workforce 17. To provide leadership and manage a team of administrative staff across Therapies including undertaking appraisals, supervision, training and development of band 2, 3 and 4 staff. 18. Develop and lead recruitment, local induction / ongoing training programme for administrative staff within Therapies. 19. Lead on the organisation of recruitment and selection of all administrative staff within Therapies including preparation of job descriptions, person specifications and interview administration. 20. To line manage administration staff including responsibility for performance management, sickness absence management, appraisal and personal development and grievance and disciplinary issues in accordance with HR policies and procedures. 21. Ensure good practice in recruitment, appraisal, performance management and other policy areas are maintained. Training 22. Be responsible for leading improvement initiatives with administrative staff to achieve continuous improvement in service provision. To identify the learning and development needs of administrative staff and to ensure that the administrative workforce have the required skills to deliver effective support to their services and access to a robust ongoing programme of education and development. 23. To supervise more junior administrative / secretarial roles within Therapies Trust wide. This will involve a combination of direct reports and supporting the senior administrative team to appropriately manage the junior administrative staff. This includes the administrative staff supporting the Therapy outpatient and inpatient activity. 24. Supervision of more junior staff includes appraisals, human resource issues, long term sickness management, management of annual leave / cover. Support may be provided to the senior administrative staff to support with some of the above elements for the junior administrative staff but all complex issues will be managed by this post holder. 25. To supervise and develop the therapy team of administrative staff to act as a supervisor, role model and mentor for the service areas administration workforce. As the lead administrative role in Therapies, this may involve organisation of Trust wide training and development programmes. 26. To ensure that all policies and procedures are adhered to and training undertaken where new policies and procedures are implemented. In particular, those for Health Records, confidentiality and information security. 27. Conduct annual appraisals/performance reviews and identify training requirements for the trust wide team. 28. To participate in yearly appraisal. Be proactive in own Personal Development to ensure ability to support own staff. 29. Responsible for planning and implementing induction programme for recently appointed secretarial/admin bank staff and other appropriate senior staff within the division. 30. To attend all relevant mandatory training. Organisational and Development 31. To ensure administrative processes are standardised across therapies and are in line with the patient access policy. To work with the team leader and more junior administrative teams to support and lead with changes. To plan own work projects within work load. 32. To respond to any queries and complaints from patients, managers or clinicians regarding clinics, referrals, bookings and waiting times, ensuring that any serious issues are passed to the appropriate team leader. To resolve queries where appropriate and escalate as required. 33. To ensure processes for stock ordering are standardised across therapies. To lead on ensuring correct process is followed. 34. To have oversight of all pre booked leave within the administrative team within Therapies to ensure there is adequate cover provided during holiday periods and unforeseen absences. 35. To lead on appropriate projects within Therapies such as work experience, non-clinical apprenticeships and report dissemination, delegating work as required. 36. Assist the Head of Therapies in the development and implementation of local policies and procedures to improve effectiveness of the Therapy department, this should include monitoring and evaluating new processes. To develop administrative polices within Therapies. 37. Assist the Head of Therapies with the monitoring and updating of data quality reports and audit. 38. Take the lead role for Health and Safety of all administrative staff with Therapies. 39. Assist the Therapy Management team in the development and implementation of local policies and procedures to improve the effectiveness of the department; this should include monitoring and evaluating new processes 40. Monitor and ensure compliance with attendance at statutory, mandatory training across the teams for which you are responsible. 41. Put forward proposals for Organisational re-structuring to maximise services by providing appropriate staffing levels. 42. To examine admin/clerical and secretarial systems and processes to continuously improve services. 43. To ensure day to day practice reflects the highest standards of governance, clinical effectiveness, safety and patient experience. 44. To ensure monitoring of quality and compliance. Financial responsibility 45. To support the Head of Therapies and the Therapy Managers in monitoring pay and non-pay expenditure in line with budget management. 46. Monitor the delivery of goods procured and distribute as appropriate. 47. Maintain accurate records of the commissioning, procurement and delivery of goods and authorise payment in a timely manner. 48. Acts as an authoriser for stationary and resources as appropriate in line with Trust guidance. 49. This is not an exhaustive list of duties and the post holder may be required to undertake other duties which fall within the grade of the post as requested by other members of your team, the Head of Therapies or Therapy Managers.
