Deputy Porter Manager

Oxford University Hospitals NHS Foundation Trust; Cherwell District; On-site; GBP 23,000 - 28,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a proactive Portering Services Lead to deputise for the Porter Manager during absences and high capacity periods. You will help manage day-to-day portering operations across clinical areas, support staffing rosters, and oversee staff training, safety and incident response.

You will liaise with senior colleagues to ensure efficient patient transfers, postal services, and compliance with HR policies.

Qualifications

• Experience managing staff and coordinating rosters.
• Proficient in Excel and Microsoft Word.
• Ability to train staff and support safeguarding procedures.
• Contract management experience and liaising with contractors.

Responsibilities

• Deputise for Porter Manager during leave or capacity gaps.
• Allocate duties and shifts using rota system within budget.
• Authorize overtime or annual leave per HR procedures.
• Maintain training records and HR-related matters.
• Support day-to-day patient/materials/waste transfer across clinical areas.
• Oversee postal service logistics and franking equipment.
• Ensure safety, risk assessments and safeguarding compliance.
• Carry out staff appraisals and performance reviews.
• Engage with staff across departments to communicate policies.

Skills

Staff Management

Excel

MS Word

Training Delivery

Contract Management

Risk Assessments

Attention to detail

Tools

Microsoft Office

Job description

§ Deputise for the Porter Manager when on leave and for other periods due to operational capacity demands. § Support the management of the in-house Portering operations, including meeting the required responses for patient services, major incidents, emergencies, fire evacuations, contingencies, procedures, and training is in place. § Support the Porter Supervisors with establishing staffing rosters and changes.,

• Deputise for the Porter Manager when on leave and for other periods due to operational capacity demands. This may include stepping up to cover line management, authorising short term leave, ensuring correct payroll information is captured and submitted,
• To allocate duties and shifts using the agreed rota system, to ensure effective portering services within the allocated budget;
• Authorise staff overtime or annual leave in line with local E&F and HR procedures;
• maintaining training records and other short term Human Resources matters;
• Support the Porter Manager to manage day to day patient/materials/waste transfer in all clinical and staff areas on HGH including associated storage areas, Deputise for the Porter Manager when on leave and for other periods due to operational capacity demands. This may include stepping up to cover line management, authorising short term leave, ensuring correct payroll information is captured and submitted, maintaining training records and other short term Human Resources matters;
• Support the Porter Manager to manage day to day patient/materials/waste transfer in all clinical and staff areas on HGH including associated storage areas;
• Support the management of the internal and external postal service ensuring franking machines and associated equipment are procured and maintained in line with Trust SFI's.
• To ensure postal accounting systems are maintained by third party occupiers are charged for their post.
• To allocate duties and shifts using the agreed rota system, to ensure effective portering services within the allocated budget;
• Authorise staff overtime or annual leave in line with local E&F and HR procedures;
• Support management of staff sickness, absence, and annual leave, providing correct payroll information to the Porter Manager in accordance with Trust policies, procedures, and HR guidance;
• To carry out annual staff appraisals for each member of staff, setting robust job-related objectives with the aim of improving service performance.
• To be responsible for managing and investigating of service complaints received from the Trusts and internal and external customers
• Support the management of first line grievances, performance and conduct investigations including the discipline of staff in line with key HR policies.
• Communicate with all levels of staff across the organisation, ensuring that specialist information is communicated in an easy-to-understand way to staff who are not specialists. This would include close liaison with heads of departments, matrons, ward managers, ward clinical staff, patients, infection control team, monitoring officers, finance managers, human resources managers, estates and facilities managers and external supply contractors as part of the overall day to day service provision;
• Post relevant notices, updating staff user guide folders, ensuring safe practice systems;
• To support customer focused surveys, information and monitoring systems to ensure assurance is provided on delivery of portering services;
• Support information and monitoring systems of portering functions to ensure assurance against agreed objectives, KPIs (key performance indicators), budgets and be responsible for taking corrective action where necessary;
• To ensure the most appropriate and effective use of resources considering competing priorities and performance targets;
• To monitor the maintenance and checks of all equipment, repairs and replacements where required in a timely manner, ensuring this is in line with manufacturers requirements;
• Act on own initiative and advise senior staff of implications of issues;
• Carry out all aspects always required of the role with complete professionalism;
• Ensure all relevant Statutory Requirements, patient safeguarding and Codes of Practice for transferring patients are complied with;
• Ensure safe systems of work are reviewed and updated at least on an annual basis;
• Ensure the risks associated with the areas of responsibility are placed on the Trust's Risk Management System and are regularly reviewed and mitigated to an acceptable level;
• Act responsibly always with total awareness and appreciation of duty of care as a Trust employee and as an individual;
• Develop and maintain effective procedures relating to the portering service, promoting an ethos of continuous improvement;
• Always adhere to Trust values;
• To attend training as necessary;
• Provide training and support the development of porters with particular emphasis on patient transfer and safeguarding procedures, Manual Handling and Back Care, advice and support to junior managers and contractors;
• Ensure that all staff handling patients and materials receive the required training, statutory, mandatory, and specific to role and ensure learning portal is up to date;
• Undertake any other duties appropriate to the grade;
• The post holder will have authority and be expected to raise requisitions with relevant contractors and suppliers for services or goods;
• To participate in the out of hours on call rota if required;
• Ensure that all work is undertaken using the correct equipment, and that the post-holder has the necessary skills and competence to undertake the task;
• Use all relevant PPE (Personal Protective Equipment) and equipment within safety guidelines as necessary;
• At all times carry Trust communication devices (pagers and /or two-way radio, mobile phones) to facilitate immediate response to emergenciesExperience Managing
• Familiar with excel sheets
• Good use of Microsoft word
• Training of staff
• Risk Assessments
• Attention to detail & keeping accurate records
• Experience of identifying training needs and developing and implementing training programs. Contract management experience.
• Experience with RA
• Experience with Staff Appraisals
• Good accurate computer skills
• Experience Managing Staff

The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu Our values, standards and behaviours define the quality healthcare we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel., Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.