About this role
Job summary
An exciting opportunity has become available to join the Directorate Management team in ENT, OMFS and Dermatology. We are looking for an enthusiastic, reliable and positive team member to join the team
The role requires leadership of the whole admin team and has overall responsibility in ensuring patient needs are met by achieving both internal and external NHS objectives.
The post holder will work closely with consultants and the directorate management team to co-ordinate clinical activities, ensuring patients are seen in a timely manner, in line with national targets and also take independent action when necessary.
The post holder will support operationally with capacity and flow across the clinical areas.
12 month fixed term or secondment opportunity to cover Maternity leave.
Main duties of the job
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.
Manage the ENT and OMFS Doctor rota.
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 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.
About us
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is more than 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us. Our values, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Being open and honest
Ensuring people feel cared for
Showing respect to everyone
We are committed to developing a culture of continuous improvement by embedding the principles of our Improvement System.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
DBS Checks and Costs
Any applicants who are offered posts requiring a DBS check as part of their employment check will have the cost of this check (at the current rate) deducted from their salary. Please see link in Supporting Information section for more details on DBS checks and costs.
Job description Job responsibilities
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.
Person Specification
Qualifications Essential
GCSE or equivalent in English and Maths Sound education background with evidence of continued personal development
Experience Essential
Administrative experience working at a senior level, supporting senior managers Previous managerial experience within the NHS Previous clerical or secretarial experience within the NHS, particularly developing and maintaining office systems Previous experience of dealing with relevant stakeholders including patients, Consultants, administrative staff etc. Experience using patient administration systems Experience using Microsoft Office
Desirable
Previous analytical experience / assessment of processes
Skills Essential
Ability to build, develop and motivate an effective team Ability to influence/ persuade others with a positive approach and respect for work colleagues Excellent verbal and written communication skills Ability to work prioritise and work to tight deadlines Computer literate Ability to analyse information and evaluate situations to draw appropriate conclusions Decision making and problem solving skill
Desirable
Awareness of strategic management processes and their application e.g. fiscal planning, manpower Understand the role of IT in delivery of an effective service Knowledge of the national and regional health strategies
Knowledge/understanding Essential
Knowledge of NHS management issues: National agendas and initiatives Patient management issues Patient flow processes Knowledge of risk management issues Knowledge of the clinical governance agenda
Personal Qualities Essential
Self-motivated with a high drive for success Ability to work as a team but also on own initiative Adopts a flexible approach
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 Worcestershire Acute Hospitals NHS Trust
Address Charles Hastings Way
Worcester
Worcestershire
WR5 1DD
Employer's website https://www.worcsacute.nhs.uk/ (Opens in a new tab)