Business Manager

Job description

Job responsibilities

• Working with the Directorate Manager and Clinical Director , the post-holder will work alongside transformation projects, service and team managers to ensure administrators are integrated as valuable team members in delivering good quality care and treatment, ensuring that consistent processes and standards are in place to allow high quality service provision and effective governance. The post-holder will also be involved in work to develop an administration framework across all core services that supports CPD and career progression for our administration staff.

This will include

• providing leadership for Directorate Services Business Administrators that encourages a partnership approach to the administration support provided to clinical teams
• developing standard operating procedures and service standards for Directorate Services administration
• designing and implementing a peer support, meeting and training framework that ensures staff are equipped to meet the agreed standards
• ensuring that adequate staffing, equipment and accommodation are in place to enable admin teams to meet the agreed standards
• supporting the implementation of consistent team level performance reporting into team and locality meetings and encouraging connectivity with the HQ Admin Team that supports Senior Managers

Liaise with a wide range of stakeholders including:

• Senior Directorate Services Operational Managers and Clinical Leaders
• Service Managers
• Clinical Team Managers
• Directorate Services Administration Staff
• Workforce Business Partners and Advisers
• DPT Business Administration Manager
• Communicates business sensitive information/agreement working across all levels of staff
• Communicates highly sensitive information.
• Provide and receive complex, highly sensitive or contentious information where agreement or cooperation is required; present complex, sensitive or contentious information to large groups.
• Chair administration meetings as required.
• Develop and advise project boards and staff on new administration teams.
• Be available to give professional advice to administration staff within Directorate Services.
• Provide professional leadership, recruit to, promote and manage Directorate Services administration teams (if required).Comprehensive diary management for assigned Executive Director/s or Senior Manager/s and their associated team members. Ensuring they are briefed and prepared for meetings and appointments

• Collate and distribute reports/papers for meetings chaired by the Executive Director/s or Senior Manager/s and named team members and ensuring the agenda is sent out to report authors and attendees in advance

• Meeting administration: taking and distributing formal minutes; recording clear actions and following these up to check completion; maintaining attendance records
• Event coordination and planning as required
• Build and maintain effective and positive working relationships, internal and external to the organisation, to enable the efficient collection of data and information.
• Analysis of performance data, and capacity and demand data, assess projects, identifying areas for collaborative working.
• Make judgements on complex facts or situations which require analysis, interpretation and comparison of a range of options.
• Make judgements where there are conflicting views on projects, and where there will be a need to make decisions on complex issues.
• Prepare and develop risk assessments.
• Support other managers in the development of safe systems of work.
• Carry out regular audit and inspections to check policies and procedures are being complied with.
• Interpret and apply accurate and timely information to managers and services in a format that is easily understood and relevant to the decision making process. This will involve the receipt of complex and sensitive information to analyse, interpret and present in an appropriate form.
• Identify and correct the cause for data anomalies and validation errors that occur during the process of analysis
• Develop and implement new ways of working ensuring consistency of service for the administrative function within Directorate Services.
• Facilitate collaborative working, and capacity planning.
• Plan and Chair meetings (if required).
• Develop strategies for assessing effectiveness of meetings
• Organise own time/diary
• Organise and plan inductions.
• Plan and organise a complex and broad range of activities which will involve formulations, adjusting plans, long term strategies or programmes such as service improvement projects, refurbishments, transferring teams to different locations
• Excellent time management skills to manage their own time and that of the Executive Director/s or Senior Manager/s they support
• Develop timetables for events, committees and associated key dates to receive and analyse papers and reports.
• Providing non clinical advice to service users regarding complaints/information.
• Develop Directorate Services Business Administration roles and ensure that clinical services operate effectively.
• Propose policy or service changes which impact beyond own area
• To be responsible for the long term planning and development of administrative services within area of responsibility.
• Occasionally undertake research and development activity.
• Lead projects and undertake surveys relating to projects.
• Lead specialist on relevant projects
• Work within the broad operational policies and service specifications of the team.
• Work without direct supervision and take accountability for your own actions
• Contributes to and ensures compliance with Corporate Policies.
• Monitors budgets and is a budget holder.
• Authorise electronic staff record.
• Holds budgets for projects which are being undertaken as required
• Line Manage and direct the work of administrative staff, monitoring quality and performance levels within Directorate Services
• Day to Day line management of assigned team of administrators including:
• Monthly supervision
• Annual appraisal
• Provide immediate guidance and assistance in problem solving
• Agree/monitor absences in regard to Annual leave, flexi time, sickness
• Workload management Lead the recruitment and induction process for administration staff within Directorate Services
• Monitor the development and performance of administration staff within Directorate Services appraisals, supervision, providing counselling, advice, appropriate education and training, and support as required. Including staff absences, grievances, capability and disciplinary issues.
• To be conversant with Trust HR policies and apply them appropriately.
• Responsible for managing, maintaining and developing information systems. (Electronic and paper)
• Responsibility for the management of statistical data collection, and manipulating data into reports for Senior Managers and commissioners (e.g. Key Performance Indicator reports).
• Producing regular management / performance reports as requested
• Take, transcribe and distribute formal minutes.
• The post holder will be able to design, develop, maintain, document and test new databases and reporting systems in line with management requirements of the Directorate, DoH, NHS Commissioning organisations and other key clients.
• Participate in any research relating to the Clinical as appropriate.
• Reviews/maintains policies and practices in light of regulatory changes.
• Undertakes surveys or audits, as necessary.
• Operational lead for Administration and Clerical staff within Directorate Services, working within broad occupational policies.
• Responsible for managing own workload and to work independently or as part of a team.
• Work is managed, not supervised.
• Lead on relevant projects.
• Line Manage and direct the work of Administration and Clerical staff within Directorate Services.
• Recruit, manage and support administration staff and services within Directorate Services.
• Duty of Candour must adhere to the principles of openness, transparency and the statutory duty of candour in day to day work and conduct and encourage the same behaviours within the wider organisation.
• All employees must adhere to the policy on the protection and use of personal information which provides guidance on the use of disclosure of information.
• The Trust also has a range of policies which outline the appropriate use of computer equipment and computer generated information. All employees are expected to meet the requirements of these policies.
• Ensure building health and safety compliance procedures are in place
• Ensure team and building business continuity plans are in place
• Ensure community teams have access to appropriate champions
• Work flexibly across Directorate Services bases

Person Specification

Qualifications

Essential

• Business/professional qualification to degree level or equivalent knowledge and experience.
• For example: Managerial knowledge, project monitoring, supervisory, workload management, acquired through a degree, or equivalent training and substantial experience.
• NVQ4 in administration or equivalent level administrative knowledge and experience
• GCSE English or equivalent
• Evidence of continuing professional and personal development
• Excellent understanding of NHS performance targets
• Excellent understanding of clinic systems
• Excellent knowledge of all software applications particularly use of Word, Excel and PowerPoint preparation
• Working knowledge of a range of administrative procedures including diary management and room booking systems
• Experience or understanding of creating electronic records, electronic filing systems
• Electronic data base management.
• Ability to manage diverse workload whilst dealing with frequent interruptions
• Ability to meet deadlines and to work under pressure
• Exceptional organisational skills and ability to prioritise
• Ability to work both independently and as part of a team
• Knowledge of our business and how it supports patient care
• Knowledge of fire safety policies, procedures and practices; acquired through specialist training in fire safety and management
• Excellent organisational skills.
• Experience of managing administration staff
• Experience of co-ordinating multi-disciplinary teams
• Previous NHS experience of working in a Healthcare or Social Care administrative setting
• Experience working as part of a team
• Experience of dealing with confidential and complex information
• Excellent interpersonal and communication skills both written and verbal
• Able to deal confidentially and tactfully with people at all levels.
• Ability to take and convey clear messages
• Experience in dealing with people in distress in a calm and confident manner
• Willingness to embrace new ways of working/changes
• Ability to recognise when other communication methods may be needed
• Understanding and respect of confidentiality in the workplace
• Ability to work under pressure
• Able to plan, organise, prioritise, coordinate and work flexibly
• Ability to exercise initiative operating within procedural guidelines
• Ability to work without direct supervision on a day to day basis
• Attention to detail/quality
• Able to deal with difficult situations
• Effective organisational skills. Prioritise own tasks, exercising a degree of independence, initiative and judgement without direct supervision
• Ability to schedule and manage complex tasks in advance
• Able to plan own workload
• Organised and methodical
• Ability to work under pressure and meet dead lines
• Excellent organisational skills
• Self-motivated and proactive
• Advanced Keyboard skills
• Advanced experience in the use of IT packages, manipulating data etc.
• Adaptable in continuous change and able to learn quickly.
• Demonstrate initiative and enthusiasm
• Confident and operates effectively in stressful situations.
• Self-motivated and proactive
• Ability to work flexibly
• Ability and willingness to travel across the Trust on a frequent bases
• Positive attitude towards mental ill health and disability

Desirable

• ECDL (European Computer Driving Licence)
• Project Management qualification, PRINCE 2 or equivalent
• Excellent understanding of lean methodology
• Experience of security management issues
• Experience of building management including health and safety and security and fire safety

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

Devon Partnership NHS Trust

Address

Wonford House

Dryden Road

Exeter

Devon

EX2 5AF

Employer's website

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