Deputy Manager

Job responsibilities

Determine quality standards Trust wide in line with national requirements in respect of recruitment, training, deployment, professional and health and safety issues relating to temporary staff.

Performance monitoring of the temporary staffing service for compliance with national standards.

Analyse trends and demand forecasting of temporary staffing requirements and assist in strategic planning to meet demand.

Ensure systems are in place to provide relevant management reports to locality managers, other senior managers and the Trust Board as and when required.

The post holder will be required to analyse and make judgements on competing and conflicting demands and formulate actions to ensure that the service is delivered and resourced effectively.

The post holder is responsible for the provision and further development of a Trust wide flexible and responsive temporary staffing service. The service will provide temporary staffing solutions across a range of professional and non-professional disciplines to assist in the maintenance of safe and appropriate staffing numbers in both clinical and non-clinical services.

The maintenance of an effective e-roster system including the training of Trust staff in its use and the collation of data associated with the system to assist organisational strategy and planning is a key objective within this role.

They will be accountable for the leadership of the temporary staffing and bed capacity team and for ensuring that this team works in accordance with Trust values, objectives, targets, quality standards and budgetary constraints. The service runs seven days per week.

They will take a lead role in partnership with key colleagues from the Trusts Procurement Department in the negotiation of service level agreements and contracts to maintain the provision of high quality and effective temporary staffing services.

They will provide effective communication links with internal departments and external agencies to ensure the Trust obtains maximum value from all expenditure which will be a key objective for this role.

As deputy manager of the service the post holder assumes responsibility for performance monitoring of the service in line with national and Trust wide temporary staffing standards.

To co-ordinate allocation of beds if no beds available in the Learning Disability Unit (ASU).

To work in conjunction with senior clinicians and managers to identify regular resource, timescales and review establishment.

To oversee individual bed management for adult, older adult units - both organic and functional.

Liaise closely with Crisis Resolution Home Treatment services.

Authorise and report of PICU use.

Co-ordinate safety and timely reports from private beds allocation.

Provide, enhance and expand the existing temporary staffing services throughout the Trust in consultation with the Senior Management Team.

Manage all aspects of the service provision including all temporary staffing service level agreements, contracts and related activities.

In conjunction with the Business Directorate colleagues take the lead role for the Trust when required, in negotiating new service level agreements or contracts to secure a suitable, cost effective supply of quality temporary staff.

Actively support the resolution of patient delayed transfers of care and that all delays and their duration are kept to a minimum in liaison with continuing care panel processes.

Contribute to the development of resources that assists in making available a degree of choice that meets the needs of the local population.

Liaises and work closely with other teams within the Trust and Voluntary, Statutory and independent sectors to ensure effective discharge planning which incorporates implementation of key success criteria for NICE guidance. To work in collaboration with the wards with regards to Mental Health Act and capacity Act and exceptions to this.

To monitor any instances where people are admitted to inpatient units that are not the most appropriate to meet their needs and proactively follow up.

To ensure that safe staffing levels are facilitated in conjunction with CQUIN targets and that appropriate monitoring is in place, reporting exceptions through Directorate and Corporate governance

To be responsible for the effective delivery of the safer staffing within the Trust in conjunction with other senior clinicians and managers;

Provision of support to wards with complex and challenging patients to determine and agree the most appropriate, safe clinical setting/treatment plan for them, i.e. agreement for Psychiatric Intensive Care Unit (PICU), dependant on assessment of clinical presentation or specialist placements with support with Individual Patient Placement (IPP). Ensure decisions and discussions are recorded in a persons care notes.

Liaise with service managers to ensure allocation of care coordinators if a person does not already have one, to ensure timely and effective discharge planning.

Support the wards to ensure safe staffing in line with clinical acuity and any exceptions to any planned safer staffing establishments.

Provide a link with those people admitted to external bed providers to ensure they are appropriately placed, receiving the most appropriate care to their needs, support/prevent delays in their discharge pathway.

Receive clinical updates on those in private beds.

Support HTT teams when there are no beds in a persons locality, undertake clinical conversations with the wards to determine bed availability or if home treatment is an option that could be considered with potential of additional support.

Provide a link with liaison teams for those potentially requiring transfer from an acute bed.

Ensure effective use/access of step-down bedsto provide/facilitate effective care pathway from inpatient towards community.

Undertake clinical conversations with senior ward clinicians and managers regarding appropriate inter ward transfers, also repatriation of those outside of DPT to ensure provision of correct support care provision.

To escalate and provide input to Trust wide Blue Light policy meetings.

The post holder will be required to lead on service development for a given area which may include the development of policies relating to temporary staffing, bed management and CQUIN protocols developing and implementing policy for that area. E.g. develop temporary workers policy and procedures, electronic roster systems.

Deputy Budget holder for the safer staffing and bed capacity team, ensuring budget is monitored and controlled in line with Trust policies and procedures and financial regulations;

Authorised signatory for private and PICU beds, including holding a budget purchase card to approve the provision of temporary accommodation;

Responsible for the E-Roster Information management programme on implementation;

The post holder will need to identify where cost savings can be made around temporary staffing; in conjunction with Directorates (considering existing plans) and work with Finance to predict cost savings and finances.

Actively work with inpatient ward managers and HTT CTLs and their teams to minimise the financial pressures of delayed transfers of care through ensuring patient flow is in line with local guidance and individual patients clinical priorities.

Deputy Management and leadership of the Trust Safer Staffing and Bed Capacity Service team, including:

o Provision of regular and planned supervision of direct reports and formal appraisals in line with Trust policy.

o A strong network of regular and informal communication and contacts at all levels.

o Compliance with Trust HR Policies and collective agreements with the staff side organisations and professional associations.

o The post holder will take responsibility for recruitment, selection, deployment and retention of staff with their team;

Manage the team leaders and administrator ensuring regular supervision and appraisal is completed for other staff within temporary staffing team.

A key element of the role is the provision of support in complex and challenging situations and environments.

The post holder is aware of the Directorate workforce plans that may impact on the ability to safely staff services on a consistent basis.

Ensure that processes are developed and implemented to ensure that temporary workers (bank and agency) have completed an induction checklist.

Ensure that the Agency Workers Regulations are adhered to.

Ensure that the Working Time Directive is adhered to be developing systems for recording and monitoring extra hours worked by existing staff.

Works closes with the Workforce lead, visiting Universities to improve recruitment to the Trust;

Participate in the Tier 1 on-call rota

Undertake tasks as assigned by line manager.

Professional Accountability

Adherence to the NMC code of conduct

Ensure that you remain professionally competent by participating in your own clinical supervision and continuing professional development and updating as part of Revalidation process

Skills and Experience

Essential

• Essential
• Excellent verbal, written and presentation skills.
• Ability to work collaboratively.
• Ability to manage conflict.
• Ability to build and sustain relationships in challenging situations.
• Able to produce comprehensive and well written reports.
• Proven leadership skills and abilities.
• Ability to successfully negotiate at all levels within the organisation to achieve required outcomes.
• Ability to negotiate successfully within a commercial environment.
• Managing discrete elements of work independently
• On a daily basis, able to analyse complex statistics and real time information which will guide the decision making regarding the best use of resources
• Experience of analysing highly complex data to identify optimum solutions
• Ability to analyse and understand a range of complex data to enable solutions to be implemented
• Ability to understand financial information and make informal decisions
• Ability to work autonomously and use judgment and initiative where appropriate.
• Knowledge & use of project management software tool, technique & methodologies.
• Ability to provide regular and informative updates to all operational and strategic leads that require this information.
• Ability to deliver within pre-determined timescales.
• Mobility to travel across sites.
• A *Standard / Enhanced DBS Check will be required for this role.

Experience

Essential

• Management of change.
• Knowledge of managing inpatient rotas
• Local Admissions and Discharge Protocols and Escalation policies
• Awareness of community structures and social care options and processes
• Significant knowledge of managing work streams and delivering on target
• Significant knowledge and understanding of National and local strategies in relation to temporary staffing
• Highly developed understanding of current and forthcoming legislation concerning the employment of temporary workers.
• Evidence of successful delivery of solutions and outcomes within a temporary staffing environment

Desirable

• Essential
• Experience of Operational Management / ward management.
• Extensive experience of managing complex inpatient admissions / discharges.
• Experience of managing staff.
• Experience of devising and successfully implementing organisational change programmes across a large complex organisation or large complex business unit.
• Substantial experience of working as an operational manager in a large complex organisation.
• Skilled and competent in the use of IT packages and equipment.
• Experience of managing complex budgets.
• Experience of achieving significant organisational change following challenging negotiations.
• Ability to analyse and continually improve processes.
• Leading and motivating a team to deliver against targets and manage performance within a rapidly changing environment.
• Ability to manage resources effectively to achieve successful outcomes.
• Ability to establish and maintain credibility across a wide range of professional groups.

Qualifications

Essential

• Registered Nurse (RMN Sub Part 3 of the N&MC Register)
• Professional/qualification to degree level or ability to demonstrate equivalent level of knowledge
• Management qualification
• Training to level 3 in Safeguarding Adults: roles and competencies for Health Care staff
• Budget responsibility and delivery of objectives within budget
• High level of IT skills including Microsoft office, Rostering systems and ESR.

Desirable

• Project management knowledge to masters level or equivalent
• Post graduate qualification relevant to specialism

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).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).