For your information sponsorship for this role is not available.
Job Advert
General TSMM Admin Manager (Theatre/Stores/Materials Management)
Salary A12 £37,362.66
Base Warwick Hospital – Heritage House
Permanent
Job Summary
The successful candidate will be joining us at an exciting period of the delivery and development of the Materials Management team and Stores.
To provide a comprehensive range of administrative support to the Assistant Head of Stores and Supply Chain; with and overview of Materials Management/Stores and Theatres Stores, ensuring that capacity is maximised and waiting deliver times are met. The post holder will be key member of the specialty and divisional management team and will be required to complete a range of duties as directed by the Assistant Head of Stores and Supply Chain. The post holder will be providing cover for the Assistant Head of Stores and Supply Chain and Theatre Admin Manager.
The role requires liaison with all stakeholders involved in the delivery of Stores related activity including working with internal and external providers. Regular attendance and participation at meetings will be required.
SWFT Clinical Services is a wholly owned subsidiary of the South Warwickshire University NHS Foundation Trust (SWFT). The company provides a number of services such as outpatient pharmacy facilities at Warwick, Stratford upon Avon, George Eliot, University Hospital of Coventry and Warwickshire and St Cross (Rugby) hospitals; estates and facilities management at Warwick, Stratford upon Avon and Ellen Badger hospitals, Acorn House and Lillington Health Hub; private patient service and consultancy services to NHS Trusts.
Subject to the Company and individual’s performance, an annual discretionary bonus will be awarded.
There is automatic enrolment to the Company pension scheme, with the Company contributing 5%.
A benefits package is available to the appointed candidate upon successful completion of the six month probationary period. This gives access to benefits such as a car lease scheme; Home & Electronics scheme; discounted leisure and travel; retail discounts and a cycle to work scheme.
There is also access to a 24/7, 365 days a year Employee Assistance Programme to support colleagues who may be facing some tough times or they need extra support with their mental well-being.
Co-ordinator Duties:
Arrange short notice cover within the management team sickness and communicate changes to relevant personnel. Reallocating specific duties as required maintaining service cover.
Provide a full range of administrative provision to the Assistant Head of Stores and Supply Chain. Assist in the management of complaints, reported incidents, Trust wide audits and monitoring for governance and responses to freedom of information requests as appropriate.
Attend daily/weekly corporate meetings and other meetings as instructed on behalf of the Assistant Head of Stores and Supply Chain.
Organise meetings as required, producing agendas, notifying attendees, taking notes and distributing information. Support action plans and ensure appropriate follow up.
Working closely with the Procurement Department and Theatres department.
Human Resources :
Co-ordinate departmental recruitment processes liaising with recruitment as necessary.
In conjunction with recruitment ensure all new starters receive an appropriate company induction and co-ordinate departmental orientation.
Ensure all Human Resources policies and procedures are adhered to and to take informal and formal action where necessary
Undertake staff appraisals and support professional and personal development, in particular seeking opportunities for leadership development
General Duties and Responsibilities:
To support the Assistant Head of Stores and Supply Chain to resolve urgent issues regarding covers across sites within the teams.
Proficient in producing reports, analysing data and displaying within meetings.
Any other reasonable duties required by the Assistant Head of Stores and Supply Chain.
Report to the Assistant Head of Stores and Supply Chain on key performance indicators.
Liaising with Procurement around products, catalogues and trials.
Strategy & Business Planning:
Lead the co-ordination the departments regarding planning, liaising with stakeholders as required. Attending departmental team meetings.
Manage own workload independently, addressing issues, concerns and problems as appropriate.
Understand National and departmental speciality specific policies, procedures and requirements, and to make appropriate judgements and allocations accordingly.
Take part in divisional planning events as instructed by the Assistant Head of Stores and Supply Chain, working to help deliver trust and divisional targets such as CIP targets and specialty level of objectives.
Skills and Training :
Support in the development of SOPs, operational policies and business cases to promote standardisation of practice, service development and changes in service delivery.
Demonstrate self-awareness and acknowledgement of own limitations. Lead the administration teams and promote and facilitate personal and career development opportunities for staff.
Design and prepare reports and monitoring tools as required using electronic programmes as appropriate.
Policies and Procedures:
On-going review and updating of the policies and procedures.
Implements changes to policies and procedures which impact across a range of administrative and clerical services.
Communications :
Internal : Liaison with Clinicians, General Managers, Assistant General Managers, Recruitment team, Workforce Information Officer/ESR Manager, Human Resources Managers, Postgraduate Medical Education staff, Switchboard, Support Services, Estates staff, Payroll Services, Occupational Health, Medical Secretaries, booking staff, Project teams, IT Department, Information Department, Supplies Department and Finance as required.
External : Suppliers, George Eliot Hospital, Wye Valley Hospital, and others within the Group.
Ability to present and explain complex and conflicting information in a clear and concise manner which is appropriate for the audience and easily understood.
The ability to diffuse and mediate with clinical and Non-Clinical staff as required. Escalate to the Head of Operational Facilities or Assistant Head of Stores and Supply Chain when appropriate.
