Directorate Support Manager – Internal Medicine

Job description

Job responsibilities

1. Communications and Relationship skills - (Factor 1)

• Develop networks and liaise with other hospital professional groups and outside agencies as required on behalf of the division.
• Actively support the (CGM) /ACGM in the escalation process by informing wards / departments and medical staff of the situation and by providing operational assistance to the general management team as requested.
• Respond to any general queries with varying levels of complexity from the Teams and direct them to alternative information sources if appropriate.

• Provide close support for Team member/s responsible for organising meetings and conferences

• Respond to frequent enquiries from managers, stakeholders, professionals and, less frequently, the general public, offer support and guidance including using written, verbal and face-to-face communication. Using empathy, tact, sensitivity and judgement to deal with all queries in a professional, confidential and sensitive manner, especially where there are barriers to understanding.
• Manage and dealing with complex, sensitive, confidential and continuous information.
• Take accurate telephone messages, collect relevant information, and deal with difficult callers, including members of the media in a confident and friendly manner.
• Liaise with staff and managers over a range of issues.
• Provide diary management for the Teams, including arranging meetings and booking appointments on request or based on precedent, giving apologies where appropriate and finding a suitable deputy.
• Prepare agendas from previous minutes, collate documents and meet deadlines, once agreed.
• Take notes when required and distribute after approval. Provide other administrative support to a variety of meetings when required.
• Proof-read documents for spelling, punctuation, format and grammar. Reformat documents as needed.

1. Analytical and Judgemental skills - (Factor 3)

• Co-ordinate all aspects of the services risk management and governance activities in conjunction with the (CGM) /ACGM
• Actively involved in producing reports relating to governance issues and actively involved in the analysis of clinical and information governance incidents that will contribute to the improvements in clinical and administrative practice.
• Actively involved in the embedding of risk management processes and support the co-ordination and maintenance of the service and Divisional Risk Register
• Analysis of business performance information of varying levels of complexity, decisions on meeting business targets, highlighting gaps and issues in performance information.
• Participate in validation of patient pathways to ensure RTT & Diagnostic pathways (DM01) compliance / completion
• Using initiative and judgement to raise issues with Line Manager or members of the Teams when

1. Planning and Organisational skills - (Factor 4)

• Use initiative to prioritise own workload some of which can be of a complex nature, exercising discretion as to the degree of urgency, importance and confidentiality required
• Multi-task, and plan work for short- and medium-term. Plan straightforward, and occasionally complex tasks and activities.
• Actively involved in the development of the annual capacity and demand planning
• Actively involved in the development of cost improvement plans

• Support the (CGM) /ACGM in setting up meetings as required by the CGM /ACGM and for taking notes at meetings.

• Check clinics daily for capacity and ensure all slots are filled in a timely manner and arranging the setting up of additional clinics as able.
• Check two week rule capacity sheet and escalate through Line Management if clinics are required.
• Organise dates and venues for appraisals and mandatory training of secretaries within the Care Group Team, type up notes and store in Divisional Management drive.
• Provide a flexible workforce to arrange for maximum secretarial and administrative and clerical support within the division, especially durng periods of leave and sickness.
• Co-ordinate any bank staff requirements and minimise bank and overtime costs.
• Share best practice and document processes.
• Undertake specific projects and tasks as requested by the Teams.
• Ensure deadlines are met and take appropriate action to make sure work is completed to given timescales.

1. Patient/ Client Care - (Factor 6)

• Check clinics daily for capacity and ensure all slots are filled in a timely manner and arranging the setting up of additional clinics as able
• Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care

1. Policy and Service Development Implementation - (Factor 7)

• Utilising service improvement techniques including process mapping, capacity and demand modelling, development of integrated business and service plans and improvement cycles support the teams to provide services in new and innovative ways.
• Implements policies, proposes changes to practices, procedures for own area
• Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care.
• An integral part of the Divisional team that supports the Trust in delivering its strategic direction and objectives surrounding the Patient First programme
• Work closely with CGM/ACGM to ensure that services are compliant with all national and local targets such as Referral to Treatment, Cancer Waiting Times and national and local CQUINS.

Please see attached Job Description for full details.

Person Specification

Qualifications

Essential

• 5 GCSE A-C grades (or equivalent) including English & Maths
• GCSE A-C grade (or equivalent) including English & Maths. Advanced/Higher Level Education/Vocational or Business and Administration qualification or equivalent experience
• Advanced/Higher Level/Vocational or Business and Administration qualification or equivalent experience
• Knowledge & demonstrable Experience of co-ordinating, supervising or managing staff and processes in the acute or primary NHS setting
• Knowledge and experience of Medical Terminology
• Ability to deal with difficult/conflicting situations and resolve by defusing with flexibility and adaptability to challenging and changing situations
• Experience of managing a complex a varied workload, reviewing and looking ahead to develop processes in line with current and future demands
• Demonstrates behaviours and attitudes that supports the Trust's Vision of "We Care"

Desirable

• Managerial qualification or equivalent experience
• Vocational or Business and Administration qualification
• Medical Terminology qualification
• Microsoft Excel qualification or equivalent
• Validation Experience
• HR Experience, Appraisal Training, Recruitment/Selection experience
• Experience of managing staff rostering systems

Equality, Diversity, and Inclusion

Essential

• Evidence of having championed diversity in previous roles (as appropriate to role).
• Evidence of having undertaken own development to improve understanding of equalities issues

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

University Hospitals Sussex NHS Foundation Trust (279)

Address

SRH

Spitalfield Ln

Worthing and SRH

PO19 6SE

Employer's website

https://www.uhsussex.nhs.uk/ (Opens in a new tab)