About this role
Job summary
As a key member of the Divisional management structure, you will play an important role in the day-to-day leadership and operational management of the Medical Administration team. Working closely with Divisional management, you will ensure the team is effectively managed, responsive to service needs, and aligned with Divisional and organisational priorities.
You will be responsible for monitoring and reviewing performance against key performance indicators, taking proactive steps to prioritise workloads, supervise staff, and ensure administrative services are delivered effectively within available resources. You will work closely with Divisional colleagues to identify pressures, address performance issues and support improvements in the delivery of Medical Administration services.
In this role, you will provide line management, leadership and ongoing development support to Medical Secretaries, Medical Support Secretaries and Administrative staff within the Division, fostering a positive, supportive and high-performing team environment.
Working both independently and collaboratively, you will develop strong working relationships with Divisional management, clinical teams and other key stakeholders. You will communicate complex information effectively, secure agreement where required, promote cooperation and support continuous improvement across the Division.
Main duties of the job
Supervise and provide day-to-day management of Medical Secretaries, Medical Support Secretaries and Administrative Support staff within the Division.
Prioritise and delegate workloads to support achievement of service and Divisional KPIs, ensuring staff have the appropriate skills and competence.
Monitor outstanding dictation on Dit3, reviewing productivity and performance and producing reports as required.
Support workforce planning, administrative cover, recruitment and supervision of staff, including insourcing staff where applicable.
Work closely with Divisional management and clinical teams to ensure Medical Administration services respond effectively to operational pressures and Divisional priorities.
Support service improvement initiatives and the effective management of resources within agreed financial constraints.
Maintain effective communication with Medical Administration staff, ensuring teams are informed of relevant organisational and Divisional developments.
Act as a key link between the Medical Administration workforce and Divisional management, supporting clear accountability and the successful delivery of the Divisional Medical Administration model.
About us
Our ambition is to deliver excellent local and specialist services, to improve the health and well being of our patients, and provide a vibrant place for staff to develop, innovate and build careers.
We aim to make the most of our skills and experiences so we can become the best we can be. As one organisation we will recruit the finest and retain more specialist staff due to more employment opportunities across our Trust.
Job description
Job responsibilities
For more information on this varied and rewarding role, please see the attached Job Description.We look forward to your application! Please be aware that we reserve the right to close the vacancy early should a high number of applications be received. Unfortunately, there is no Visa Sponsorship available for this role. Whilst we are able to employ candidates on a graduate Visa, we are unable to offer sponsorship once the graduate visa expires.
Person Specification
Experience
Essential
- Background in managing day-to-day service delivery
- Experience of monitoring performance and working to agreed targets or KPIs.
- Experience of supporting staff development, training and/or induction.
Desirable
- Experience of providing training on NHS systems including DIT3
- Experience of supporting service improvement or change initiatives.
- Experience of supporting recruitment, workforce planning and staff cover.
Skills
Essential
- Strong organisational and workload management skills, with the ability to prioritise effectively.
- Ability to supervise, motivate and support staff.
- Excellent written and verbal communication skills.
Knowledge
Essential
- Understanding of effective administrative and secretarial processes.
- Understanding of confidentiality, information governance and the appropriate handling of patient information.
- Understanding of the importance of accurate and timely documentation within patient pathways.
Desirable
- Knowledge of Referral to Treatment (RTT) requirements and Cancer Waiting Times.
- Knowledge or experience of digital dictation systems such as Dit3
- Knowledge of Lorenzo or similar patient administration systems.
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.
Employer details
Employer name
Mid and South Essex NHS Foundation Trust
Address
Broomfield
Court Road
Chelmsford
CM1 7ET
United Kingdom
Employer's website
https://www.mse.nhs.uk (Opens in a new tab)