Business Support Manager (XN06)

Job description

Job responsibilities

JOB PURPOSE/SUMMARY

To provide management support and leadership to the Medicines Management and Pharmacy Services CSU, ensuring the provision of an efficient and effective administration service to support the delivery of quality service to patients, to agreed quality standards, in accordance with agreed activity levels.

The post holder will lead key improvements to support the delivery of key performance indicators. This will include line management responsibilities of the administration team. They will support and oversee performance development and staff deployment within the department and ensure that services are delivered effectively, efficiently and in compliance with Trust Policies and Procedures. In addition the post holder will have a supporting role in the development and implementation of the Trusts strategic aims and will maintain effective working relationships within a multi professional environment.

PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY

Responsible for the leadership and management of administrative staff within the Medicines Management and Pharmacy Services business support team including performance and appraisal development, complaints, HR processes etc. This may require frequent adjustment to plans to ensure organisational and departmental priorities are met.

Lead the recruitment and selection of administrative staff. Taking responsibility for all stages from completion and submission of ESR forms, arranging adverts on NHS jobs, short listing, interviewing and selection

To manage and support change within the organisation, being a champion of the software and encouraging and supporting others to adapt to new ways of working.

Assist in the development and monitoring of activity plans for the departments workforce, making adjustments where necessary

Leading and motivating staff in the delivery of quality care across complex clinical and business environments and services.

Participating appropriately in the investigation of complaints

5. THE LEEDS WAY VALUES

Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:

Patient-centred

Collaborative

Fair

Accountable

Empowered

All our actions and endeavours will be guided and evaluated through these values

Additionally, the following are core values which relate specifically to this post:

Ability to work under significant and sustained pressure and to highly demanding and often conflicting timescales.

Flexibility in responding to and coping with the changing requirements of the service

Ability to monitor, maintain and improve service delivery

Ability to initiate and develop projects and other activities

Excellent communication skills in person; by telephone or email; through written material, including the writing and design of complex documents; speaking to an audience.

Ability to communicate and network effectively, negotiate and influence others taking into account the multi-professional and organisational cultures

Able to build positive relationships with service users, colleagues and others

Commitment to team working with the ability to take responsibility for difficult decision making

Able to work on own initiative and prioritise work

Excellent organisational and time management skills

6. WEST YORKSHIRE ASSOCIATION OF ACUTE TRUSTS (WYAAT)

Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.

By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.

WYAAT is the acute sector arm of the West Yorkshire and Harrogate Health and Care Partnership, one of the largest integrated care systems in the country. The Partnerships ambition is for everyone to have the best possible health and wellbeing, and the work of WYAAT, and each individual trust, supports that ambition.

7. INFECTION CONTROL

The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.

8. HEALTH AND SAFETY / RISK MANAGEMENT

All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed security and safer working procedures, and reporting incidents using the Trust Incident Reporting system

9. EQUALITY AND DIVERSITY

The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.

10. TRAINING AND PERSONAL DEVELOPMENT CONTINUOUS PROFESSIONAL DEVELOPMENT

The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.

11. COMMUNICATION & WORKING RELATIONSHIPS

The post holders principle working relationships will be with colleagues in the Medicines Management & Pharmacy Services team and managers within CSUs. Regular liaison will also be required with colleagues across all CSUs and support services. The post holder will encounter a wide range of staff in the course of their duties and of particular significance will be the need to develop and maintain effective working relationships. Medicines Management and Pharmacy Services is a busy environment with a range of challenges and there are likely to be situations where the post holder is required to resolve conflict between individuals.

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12. SPECIAL WORKING CONDITIONS

i) PHYSICAL EFFORT:

Spends much of the working day working at PC or on the telephone and in, or travelling to, meetings. Regular use of VDU and display screen equipment.

ii) MENTAL EFFORT:

Must be able to cope with large and diverse workload

Need ability to concentrate on work whilst coping and multitasking with frequent operational interruptions on a daily basis e.g. to deal with urgent ad hoc requests for information.

iii) EMOTIONAL EFFORT:

Regular staff engagement in often complex matters including disciplinary processes and conflict management.

Regular contact with patients in often challenging situations relating to sensitive information.

Occasionally has to impart unwelcome news to patients e.g. when cancer patient has appointment cancelled.

iv) WORKING CONDITIONS:

There are no health and safety concerns regarding the working conditions that the post holder will be working in.

Annual health and safety controls assurance are completed of the working environment.

Person Specification

Skills & Behaviours

Essential

• Ability to perform and deliver under pressure of circumstances.
• Ability to prioritise work of self and team effectively.
• Evidence of ability to deal appropriately with conflict and resistance to change
• The ability to assimilate, analyse and disseminate information effectively
• Excellent organisational skills.

Experience

Essential

• Experience of developing & implementing change
• Day-to-day people management including appraisal and objective setting, recruitment and retention
• Knowledge and application of key policies and procedures ie HR guidance, attendance management and Health and Safety
• An understanding of good practice and workforce planning, with the ability to apply knowledge to operational situations.
• Development, promotion and documentation of methodologies and standard operating procedures.

Qualifications

Essential

• Educated to degree level in a Business Management subject or management experience in an NHS environment.
• Continued professional development

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

Leeds Teaching Hospitals

Address

St. James's University Hospital

Beckett Street

Leeds

LS9 7TF

Employer's website

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