Administration Services Manager (Inpatient/Outpatient Scheduling Team)

Job description

About

A Vacancy at Liverpool University Hospitals NHS Foundation Trust.

Administration Services Manager

Band 5

X1 Permanent position  (Inpatient & Outpatient Scheduling Teams)

37.5 Hours per week

The post holder will provide support to the Deputy Head of Operations and Service Managers within the Trauma & Orthopaedics Care Group.  The post holder will manage secretarial/administrative staff and co-ordinate and manage the Medical Roster to provide an efficient and effective service.

The successful candidate will have experience of clinical administrative systems and experience of managing staff within a busy and varied work environment. A good understanding of the priorities of the NHS would be advantageous.

The Administration Services Manager will manage secretarial/administrative staff to provide and efficient and effective service.

The post holder will participate in the development of corporate objectives, policies and strategic plans.  The post holder will be expected to organise their own workload and that of the divisional secretarial/administrative teams.

Responsible for ensuring optimum use of physical capacity throughout administration teams to deliver service and to ensure robust plans are in place to develop and improve the administrative role in line with new practices.

The post holder will be expected to develop and co-ordinate the delivery of high quality training to administration teams, ensuring training delivery meets customer’s needs and is delivered professionally and effectively.

Liverpool University Hospitals NHS Foundation Trust comprises Aintree University Hospital, Broadgreen Hospital & Royal Liverpool University Hospital.

We are part of NHS University Hospitals of Liverpool Group, formed on 1 Nov 2024 from the coming together of LUHFT and Liverpool Women’s NHS Foundation Trust. The Group was born from a shared aim to improve the care we provide our patients.

UHLG is one of the largest employers in the region, with over 16,800 colleagues dedicated to caring for our communities - from birth and beyond. 

For the 630,000 people across Merseyside, we are their local NHS. We provide general and emergency hospital care, alongside highly specialised regional services for more than two million people in the North West.

Aintree University Hospital is the single receiving site for adult major trauma patients in Cheshire and Merseyside and hosts a number of regional services including an award-winning stroke facility. Broadgreen Hospital is home to elective surgical, diagnostic and treatment services, together with specialist patient rehabilitation. Liverpool Women’s Hospital specialises in the health of women and babies, delivering over 7,200 babies in the UK’s largest single site maternity hospital each year. The Royal Liverpool University Hospital is the largest hospital in the country to provide inpatients with 100% single bedrooms and focuses on complex planned care and specialist services.

 For roles at Liverpool Women’s, visit their careers page.

 

Planning and Organisational Tasks

1. The post holder will manage a complete administrative service including word

processing, audio typing composition of letters, diary management, and

appointments.

2. Prioritise incoming requests for support, using judgement, expertise of

speciality and experience to decide on service priorities.

3. Maintain close working relationships between consultants, Directorate

Management Teams and patients where appropriate.

4. Introduce and implement new practices to enhance service development.

Developing protocols and procedures for improving clinical

secretarial/administrative services.

5. Provide weekly and monthly planning reports to ensure cross cover support

arrangements are actively being monitored.

6. Develop office and administrative practices to continually improve services

7. Ensure compliance in relation to new policies including 18 week pathway,

inter provider transfer documentation.

8. Manage staffing levels and workloads across specialities, to ensure

performance standards are met.

Responsibilities for Information Resources

9. Communicate complex and sensitive information with a range of staff across

the organisation/organisations.

10. Maintain accurate, timely and legible records.

11. Maintain consistency with standards of patient care

12. Ensure contact with patients/relatives regarding non clinical advice, is

provided in a tactful and sensitive manner.

13. Record and input data onto databases and systems as required

Knowledge and Experience

14. Use knowledge of administrative procedures and software programmes to

improve service efficiency and effectiveness

15. Exercise judgement when dealing with patient enquiries, analysing and

resolving problems at source.

16. Recognise the effective utilisation of all appropriate development resources

and opportunities.

17. Promote the ethos of continuous improvement.

18. Manage the 18 week/departmental pathways, within the

secretarial/administrative teams.

19. Manage areas of change within secretarial/administrative teams which will

lead to improvements in quality and efficiency.

20. Support in the project management of changes that effect

secretarial/administrative teams.

21. Use knowledge to arrange meetings, set agenda, chair meetings and take

minutes.

Responsibilities for Human Resources

22. Be expected to provide day to day management to the

secretarial/administrative teams.

23. Conduct appraisals ensuring all staff have a Personal Development Plan.

24. Manage sickness absence for secretarial/administrative teams, taking action

as appropriate.

25. Manage performance issues accordingly

26. Manage annual leave for secretarial/administrative teams

27. Undertake lead role in recruitment and selection of staff in accordance with

Trust policies

28. Implement and communicate trust policies to the secretarial/administrative

teams.

Responsibilities for Financial Resources

29. Participate in ensuring the effective use of all financial resources providing

and delivering the service.

30. Responsible for authorisation of flexi time sheets for secretarial/administrative

teams

31. Manage ordering and delivery of goods and services for

secretarial/administrative teams

Research/Audit Responsibilities

 31 Develop internal departmental quality assurance measures to validate the

 quality of transcribed outputs.

 32 Undertake regular audits to ensure workloads are disseminated accordingly.

Responsibilities for Training

Manage new staff induction

Facilitate a learning environment to enable all members of staff to develop

Be innovative, developing, implementing and evaluating new training

materials and approaches.

To provide specialist training on procedures and software programmes for administration

teams to ensure best fit within the services.

Deliver high quality training, responsible for co-ordinating, planning and preparing training facilities and materials prior to courses, ensuring there is an adequate system in place to effectively plan courses and venues.

Ensure that learner feedback on the training delivered is collated and acted upon.

Ensure all staff attend mandatory training

Actively encourage staff to use on-line training facilities.

Provide support to other team members, demonstrating skills and techniques to staff with less experience.

Develop new packages for training

To ensure all training participants comply with Data Protection Act.

Attend department meetings to ensure collaborative working, sharing of

knowledge and to understand, support and advocate the communication and change management work stream objectives throughout the Trust.

Act as a source of advice for staff on training issues.

Bring together standardisation for secretarial/administrative teams as part of the training programmes, including writing and implementing standardised procedural documents.

* Any other duties required by line manager

This advert closes on Thursday 15 Oct 2026