Performance and Administration Manager
Job Description
Job summary
We are looking for a full time Performance & Administration Manager to join the acute in-patient adult wards, of Oxford Health NHS Foundation Trust. You will be working across 3 wards based at Warneford Hospital - comprising of Allen ward, Wintle ward and Vaughan Thomas ward.
Main duties of the job
We are looking for a highly motivated individual to support our teams with a range of tasks such as providing performance and business reports, analysing data and day-to day resource planning in line with the ward budgets. The post also involves line management and leadership of the administrative teams.
About us
We provide multi-disciplinary care to adults experiencing mental health illnesses from Oxfordshire needing specialist in-patient care. The wards are part of a wider patient pathway also providing mental health services.
Benefits of working for Oxford Health NHS Foundation Trust include:
- Excellent opportunities for career progression
- 27 days annual leave, plus bank holidays, with an increase to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Staff accommodation
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
Job responsibilities
The performance and admin manager role is to support the in-patient leadership team to meet key performance targets through the organizations performance framework. You will also provide management and leadership to the in-patient administrative teams. This includes the ward clerks and team administrators. You will be a key part of the ward leadership teams and also work closely with the wider in-patient pathway, including the performance and administrative manager at the Warneford and Littlemore.
DUTIES AND RESPONSIBILITIES To ensure the Matron, Consultant and ward clinicians are provided with comprehensive, efficient, and effective secretarial and administrative support. To ensure the Team databases/electronic files, performance systems are accurate and up to date together with data inputting as necessary. Arrange meetings and room bookings as requested. To provide administrative and minute taking support to the matron, consultant and other clinicians in ward meetings and external meetings taking place on the ward. To support the matron in monitoring training and performance management for staff. To support the Matron in achieving Trust targets on data quality by reviewing reports and monitoring the timely entry and quality of data input. To undertake weekly environmental walk arounds of the ward and make sure this is data is recorded and passed onto the relevant department. To support the Matron in health and safety and infection control audits and making sure these are undertaken and recorded. To support the Office Manager in collecting and chasing recruitment paperwork for clinical and non-clinical posts. To be involved in interviews process when needed, as requested by the matron and clinical nurse leads. Management of the consultant on-call rota. Monitoring and making sure all shifts are covered. To support the clinical team with recording Outcome Measures, including running reports for CPA meetings and general administration. To support the office manager in ensuring that clinical stock and stationery is ordered as needed and to receipt on invoices via the E-Procurement system. Ensure clinicians have information available at appropriate times. Operate the database with a high degree of accuracy including creating new patient files, updating patient information (interventions, closures, first assessment) collecting statistics and processing information for the team. To support the matron in the prompt delivery of all team reports and returns. To support the Matron Office Manager in building management by liaising with the Facilities Department in relation to risk, security, essential repairs, and maintenance. Receive telephone calls and relay messages. Deal sensitively with all enquiries to the Team. Typing of letters, reports, assessments, and discharge summaries using audio equipment or copy typing as required. Receptionist duties including receiving patients and informing relevant parties of their arrival. Photocopying, filing and management of electronic records. Sending and receiving e-mails and in accordance with confidentiality policy. Liaise with all team members, other Trust departments, General Practitioners, hospitals, and other agencies as required. Check and update team members diaries. Receive and record incoming post and deal with it appropriately. The post holder will be expected to undertake the Trusts mandatory training courses.
Person Specification
Knowledge and skills
Essential
- Educated to at least Degree Level or equivalent with evidence of numerical skills.
- Evidence of continuous personal and professional development.
Desirable
- Business administration or Management qualification
Qualification- Academic
Essential
- IT literate with advanced skills in Microsoft Excel, Word, Powerpoint.
Desirable
- RSA Typing Qualification/ECDL/
- Knowledge of NHS national data sets
- Knowledge of NHS performance agenda
Experience
Essential
- Excellent organisation and interpersonal skills
- Experience of working in an administrative/secretarial role
- Ability to multi task, deal with conflict and demanding priorities
- Excellent written and verbal communication skills
- Highly numerical and good analytical skills
- Experience in supervising or leading teams
Desirable
- Previous experience of working in a healthcare environment
- Experience of performance monitoring and management
- Experience of working relationships including GP's, CCG's, Health and Social Care Services, Voluntary Organisations and Patient and Carer Representatives.
personal qualities
Essential
- Positive, reliable and flexible approch with practical problem solving abilities.
- Works well under pressure, plan and manage workload, analytical, team player
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.
Certificate of Sponsorship
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).
Employer details
Employer name
Oxford Health NHS Trust
Address
Warneford Hospital
Oxford
OX3 7JX
