Job responsibilities
Post Title: Directorate Support Manager
Pay Band: 6
Hours: Full Time - 37.5 Hours per week
Location/ Department: T&O and Vascular
Accountable to: Directorate Manager, Deputy Directorate Manager, Clinical Director and Clinical Lead
Liaises with:
Directorate Managers, Matrons, Clinical Service Leads, Clinical and Nursing staff, other Directorate support managers, Admin & Clerical staff.
Job Purpose:
The post holder will be required to undertake a wide range of duties in providing operational management support to Directorate Managers and Clinical Directors to ensure that the Directorate meets their quality, activity and financial targets. The post holder will have management responsibility for the administrative and clerical function within the Directorate.
Key Duties:
Operational Management
- To assist in ensuring that the operational performance of the Directorate is effectively managed to meet agreed Trust and Divisional objectives.
- To assist the Directorate Manager the ensure achievement of the Trust in-patient, out-patient maximum waiting time targets, emergency access and national cancer targets.
- To monitor patients waiting via Trust Reporting systems, analyse information and recommend relevant action to ensure that no patients breach the targets. Discussing non routine capacity issues with the Directorate Manager to ensure all waiting times and booking targets are met.
- To monitor performance against activity targets and other service objectives.
- To work with the Directorate Managers, Clinical Service Leads, Matrons, departmental managers and the Finance team to set and deliver the Divisional objectives, in line with Directorate, Divisional and Corporate targets and strategies.
- To ensure there are effective processes in the Directorate to manage the outpatient waiting list system and ensure all outpatient bookings are in line with the recommended Trust standards.
- To work with the Directorate Managers, Clinical Service Lead and Matrons to identify service developments and new ways of working within the specialty and develop plans for implementation for reporting to the Directorate and the Division.
- To contribute to the identification of cost pressures and assist in the delivery of cost savings / service efficiencies and delivering an annual cost improvement plan.
- To review equipment needs and develop supporting rationales for bids for new and replacement equipment within the specialty as part of the Trusts business planning cycle.
- To ensure complaints and incidents are investigated in line with the Trust complaint policy. Where appropriate co-ordinate the response in liaison with the operational team.
- To ensure accurate coding systems and processes are in place within the Directorate to ensure activity is accurately recorded impacting on income streams.
- To undertake project work as directed by the as working up plans for waiting list initiative work including work in the private sector and weekend working.
- To ensure the Trusts Infection Control policy is fully enforced.
Management of Staff
- To assist in the operational management of administrative and clerical staff within the Directorate.
- To ensure staff are aware of and comply with Trust policies.
- To implement HR policies as appropriate e.g attendance management,
- To manage the systems in place for monitoring of sickness / absence and annual leave of administrative staff and where appropriate organise cover.
- To coordinate / undertake return to work meetings where appropriate in accordance with the Trusts attendance management policy.
- Booking of agency staff in line with the Trusts agency request guidelines.
- To support the management the effective recruitment of designated medical secretaries and administrative and clerical staff within the Directorate.
- To arrange and support training and development of staff as identified from the PDRs and ensuring that all staff have a personal development plan in place. Monitoring the review cycle for the staff groups.
- To provide human resources with weekly reports on agency expenditure, A&C staffing levels, sickness and maternity leave, and monthly reports on A&C vacancies.
Medical Staffing
- To lead the Directorate administrative team and ensure that the following medical staffing tasks are completed:
- Junior Doctor compliance in relation to European Working Time Directive, working closely with Clinical Director to achieve this.
- Co-ordination and management the medical staff rotas for consultant and junior doctors
- Co-ordination in the provision of locum Medical Staff for the Division including liaising with the central booking team, In-house medical staff and consultants as availability of Locums.
- To ensure the maintenance of records for annual leave, study leave and sick leave for medical staff within the Division, maintaining accurate records and ensuring the Divisional procedure is adhered to.
- To ensure that all time sheets for locum staff are completed, coded, signed and forwarded to the agency and Finance Department.
- To maintain an up-to-date list of all medical staff in the Division.
- To link in with other Divisional medical staffing leads to share good practice, ensure policies and procedures are up to date and are adhered to and to standardise working practices.
Competence
The post holder is responsible for limiting their actions to those which they feel competent to undertake. If the post holder has any doubts as to their competence during the course of their duties then they should immediately speak to their line manager or supervisor.
Codes of conduct
All employees of the Trust who are required to be registered with a professional body, to enable them to practise within their profession, are required to comply with their code of conduct and requirements of their professional registration. Those staff who are not required to be registered with a professional body are required to comply with the Trusts codes of conduct.
Confidentiality
The post holder must maintain confidentiality, security and integrity of information relating to patients, staff and other Health Service business.
Records Management
All employees of the Trust are legally responsible for all records that they gather, create or use as part of their work within the Trust (including patient, financial, personnel and administrative), whether paper or computer based. All such records are considered public records and all employees have a legal duty of confidence to service users. Employees should consult their manager if they have any doubt as to the correct management of records with which they work.
Health and Safety
Employees must be aware of the responsibilities placed on them under the Health and Safety at Work Act (1974) and the Manual Handling Operations Regulations (1992) and all relevant Trust Health and Safety Policies and Guidance. This ensures that the agreed safety procedures are carried out to maintain a safe environment for employees, patients and visitors to the Trust.
Infection Control
Employees must accept personal responsibility and accountability for Infection Prevention and Control practice. Employees should ensure they are familiar with, and comply with, all relevant Infection Control policies for minimising the risk of avoidable Health Care Associated Infection. All Employees must undertake annual mandatory updates in Infection Control.
Risk Management
It is a standard element of the role and responsibility of all employees of the Trust that they fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards promptly. It is a contractual obligation that all employees must co-operate with any investigations undertaken.
Children and vulnerable adults
You have a responsibility for promoting and safeguarding the welfare of the children / young people / vulnerable adults that you come into contact with or are responsible for in your job role and sphere of competence.
Disclosure and Barring Service
The Trust aims to promote equality of opportunity for all, with the right mix of talent, skills and potential. Criminal records will be taken into account for recruitment purposes, only when the conviction is relevant. As the Trust meets the requirements in respect of exempted questions under the Rehabilitation of Offenders Act 1974, all applicants who are offered employment will be subject to a criminal record check from the Disclosure and Barring Service before the appointment is confirmed. This will include details of cautions, reprimands or final warnings, as well as convictions. Postholders may periodically be asked to undertake a re-check.
The Trust is legally required to check all staff against the Disclosures and Barring Services Childrens and Vulnerable Adults barring lists if they engage in what is defined as Regulated Activity or Controlled Activity: Regulated Activity is defined as working closely with children or vulnerable adults, paid or unpaid, on a frequent or intensive basis. Controlled activity is work that provides opportunities for contact with children or vulnerable adults.
Equality and Diversity
The Trust promotes policies and practices that challenge discrimination, promote equality, respect individual needs, preferences and choices, and protects human rights. The Trust has a clear commitment to equality for all in employment practices based on an applicants ability, skills and aptitude for the post. A range of equality & diversity policy initiatives are in place and all successful applicants are expected to familiarise themselves with these. It is therefore the duty of every employee to comply with the detail and spirit of these policies and the law at all times. Any issues or concerns you have should be taken up with your manager or the human resource team as soon as possible.
