Job responsibilities
The
post holder has line management responsibilities for the admin teams in the
business unit and leads initiatives and support offered by this team across
the Leeds Teaching Hospitals Trust. The post-holder works closely with the
Business Manager for the Business Unit and other relevant departments to
ensure efficient delivery of an administrative service to the Leeds Teaching
Hospitals Trust.
The
post holder will take the lead in co-ordinating the delivery of
administrative services in conjunction with senior medical staff, to ensure
effective systems and process for monitoring and validating activity. The
post holder will monitor outpatient waiting list size, as well as capacity
and demand on a weekly basis to ensure patients are treated within timeframes
defined by the Elective Access Policy.
Manage the business and
administrative function and associated staff of the Business Unit.
To support the CSU Business Manager
and Service Manager, Consultants and staff to ensure the effective management
of the service.
To manage the performance of the
service within agreed targets
To support new service
developments/projects within the CSU.
Assist the Business Manager in the
management of budgets.
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Lead the CSU Administration Team,
taking responsibility for the work produced through the offices.
Devise, develop and implement staff
reviews and other manpower planning strategies.
Ensure key objectives are met as
agreed.
Facilitate regular administration
team meetings to maintain effective communication.
Agree with each member of staff
personal objectives following an annual appraisal and organise training where
appropriate.
Monitor individual progress against
these objectives, offering direction and support where necessary.
Ensure accurate records are kept in
the service area.
The post holder will be responsible
for managing sickness, attendance, conduct, performance and any disciplinary
issues and taking these to hearings within Trust Policies.
Ensure that the appropriate
recruitment and selection of staff takes place.
Be responsible for collating
personnel information on the team and submit personnel data as required.
Ensure that staff within their
responsibility undertake and maintain mandatory training as indicated within
Trust Policy.
There is a requirement for cross
site working.
Monitor the departmental budget,
pay and non-pay for all non-clinical
services
as delegated by the Business Manager for the Business Unit
Purchasing and authorising
expenditure on non-clinical items where required.
Authorise and process expenses for
medical staff in the department.
Help plan, evaluate and recommend
the use of resources within the department.
Monitor and use
administrative/non-clinical resources appropriately.
Authorise team members time
sheets/holidays as required.
Oversee and monitor the
non-clinical supplies ordering and procurement as delegated ensuring value
for money.
Operational
Management
Assist in non-clinical risk
management working within the risk management policy. Undertaking annual audits and making
improvements where required.
Evaluate, prioritise and review
demands of the service and monitor capacity to deliver making changes to the
processes where necessary.
Work within Trust policies,
procedures and guidelines.
Working with Human Resources to
ensure that the appropriate recruitment and selection of medical staff takes
place. Monitoring medical staff
sickness developing a reporting mechanism for Salaries & Wages.
Help to develop, monitor, evaluate
and review service delivery working collaboratively with the CSU Manager,
Service Manager, Business Manager, Matrons, Theatre Managers and senior
medical colleagues.
Work closely with centralised
support CSUs to ensure the delivery of a safe and efficient service.
Maintain the link between this team
and other CSUs.
Strategic
Management
Undertake reviews of the service as
required to ensure the most appropriate pathway is adopted.
With the Service Manager and
Business Manager undertake service development and support the senior team in
planning support for corporate aims and objectives.
Identifying opportunities in
conjunction with the CSU Managers to improve service delivery.
Make recommendations to raise
standards of service delivery
Communication
Develop and maintain communication
between EMS and other CSUs
Establish systems to ensure that
the dissemination of information flows freely between service users.
Work closely with the Medical team,
developing a cohesive strategy for communicating to all relevant staff across
the Trust.
Produce data/activity and
statistical reports to a high standard as required by the manager.
Ensure high standards of
administrative record keeping in the department.
Produce data for the performance
and management of activity.
Be responsible for providing
reports on a variety of issues pertaining to service delivery and presenting
these at relevant meetings as required.
Collate information and disseminate
as required.
Ensure that the administration
systems are kept up to date and that the information is accurate.
Participate in Corporate Access
Meetings.
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:
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.
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
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.
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.
COMMUNICATION
& WORKING RELATIONSHIPS
The
post holder will display a high level of communication skills with members of
the Surgical Oncology Team establishing appropriate processes to ensure the
effective and smooth running of the team. The post holder will also be
expected to establish effective systems of communication across the trust
management divisions and beyond the trust, crossing organisational boundaries
to enable a co-ordinated approach to the delivery of the service.
SPECIAL
WORKING CONDITIONS
i)
PHYSICAL EFFORT:
Sitting at work station for long
periods of time
Accuracy
in data entry and document production
ii) MENTAL
EFFORT:
The post holder is expected to
report on many surgical related issues. This can mean prolonged concentration
for report writing, two or three times a week at least. Participating in key meetings (one or
more/week on average) also requires considerable mental effort.
Frequent
mental effort is required in managing multiple priorities.
Risk
assessments
Resolving
rota and scheduling problems requiring prolonged and intense concentration to
identify solutions.
EMOTIONAL
EFFORT:
As
a manager of a team of staff who is also professionally responsible there is
the possibility that they may be required to lead personnel discussions
etc. Carry out staff consultations due
to the re-configuration of services which may require support staff during
the transition.
Direct
management of staff dealing with conflict, staff moral, conduct and
discipline.
iv)
WORKING CONDITIONS:
Regular
use of a keyboard and VDU while being subjected to constant interruption.
Exposure
to infrequent episodes of aggression and over assertive behaviour from
service users.
The
post holder may be required to travel between hospital sites.
