Directorate Support Manager

STOCKPORT NHS FOUNDATION TRUST; Stockport; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading healthcare provider in Stockport is seeking a skilled administrative manager to oversee clinic operations and manage administrative staff. The ideal candidate will have strong organizational and communication skills, with responsibilities including managing staffing rotas and ensuring effective patient pathway management. Join us in delivering excellent healthcare services and promoting patient satisfaction.

Benefits

27-33 days of annual leave plus bank holidays

NHS pension scheme membership

Salary sacrifice schemes for lease cars, home electronics

Cycle to work scheme

Salary finance for debt management tips

Qualifications

• Proven experience in managing administrative teams.
• Ability to manage staffing rotas effectively.
• Demonstrated leadership and interpersonal skills.

Responsibilities

• Manage and support administrative and clerical staff.
• Oversee clinic capacity and appointment management.
• Communicate with patients and handle complaints professionally.

Skills

Communication

Organizational skills

Staff management

Problem-solving

Education

Relevant qualifications in administration or management

Job description

Overview

The post holder is required to undertake a combination of the following as part of their role:

• Waiting list and pathway management, coordinate clinic capacity, utilisation and urgent/escalated appointments.
• To manage staffing rota's (administrative and/or medical staffing as allocated/rotated).
• Operational line management of administrative and clerical staff.
• Provision of accurate information.
• To provide cross cover at times for Directorate Support Manager colleagues., + Work closely with senior staff and administrative teams to ensure appropriate monitoring, pathway management and validation of pathways in line with the 18-week Referral to Treatment national target

+ Line manage designated administrative and clerical staff + Ensure efficient use of outpatient clinics / elective list capacity through monitoring utilisation and working with the relevant booking team/s. For example, backfilling short notice cancellations. + Monitor the Outpatient Waiting List and undertake actions in line with the Trust's Access Policy to ensure patients are managed appropriately + Support the management of the Directorate medical staffing rota + Ensure urgent, escalation and cancer patients are accommodated within available capacity - this may involve negotiating with clinical staff to arrange for patients to be seen or reviewing current bookings + To provide cross cover at times for Directorate Support Manager colleagues., + Communicate information as appropriate to relevant staff in a timely manner, both written and verbal, pitching the level of information to match the level of the receiver. + Oral presentations to staff across the Directorate. + Provides feedback to other staff on their communication at appropriate time + To communicate professionally either face to face and/or on the telephone with patients + To be the first port of call for patient complaints either face to face or over the telephone, acting in a professional manner. + Respond to formal and informal complaints relating to area of work. + Initiate gathering of information relating to incidents relevant to your area of work and updating Datix, the incident recording tool. For example, incidents relating to typing of letters. + Motivating and persuading administrative and clerical staff regarding changes to procedures and current practice + Support operational managers with improvement of their services in achieving 18week RTT performance. For example, educating administrative and clerical staff in pathway management. + Review & escalate A&C staffing and/or medical rota issues daily + Administrative compilation of effective on call consultant and junior rotas, working with clinical leads and operational managers to deliver safe and cost-effective care + Assist the organisation for commencement of colleagues, including induction and relevant initial training + When requested liaise with the Trust's Temporary Staffing Team regarding the directorate requirementPlanning and organising + The post holder will be expected to plan work logically in order to complete tasks within specific projects + Monitor and initiate actions to manage 18-week Referral to Treatment and Clinical Correspondence performance targets + Implement processes to manage duplicate and/or multiple pathways + Ensure processes are enforced to monitor and action consultant to consultant referrals in line with Trust policy + Setting of clear objectives for staff, communicating responsibilities and agreed timescales + Maintenance of filing systems, updating the Directorates shared drive as appropriate + Attend regular meetings covering all aspects of 18-week Referral to Treatment pathway management + Review, plan & publish staffing rota's + Other administrative tasks as appropriate

Responsibilities for Physical and / or Financial Resources

• To assess the workload of administrative & clerical staff, ensuring equitable distribution of duties in order to obtain the best use of resources
• Approve submission of budget requests for administrative & clerical staff
• Authorize payroll information on Healthroster for administrative & clerical staff

Responsibility for Policy and Service Development and Implementation

• Anticipate improvements for processes and tasks within the post sphere of responsibility, proactively share these with colleagues and lead delivery as required.
• Review systems and practices within own area of work to ensure they support the sustained delivery of the service
• Promote robust and efficient end to end processes
• Actively manage database for delegated staff rota management.

Responsibilities for Human Resources and Leadership

• To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
• Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
• In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
• To provide cross cover at times for Directorate Support Manager colleagues.

Responsibilities for data and information resources

• To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
• Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
• In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
• To provide cross cover at times for Directorate Support Manager colleagues. The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trust's policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately. If successful this vacancy will require a Standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.

  Stockport NHS Foundation Trust There are lots of good reasons to choose to come and work at Stockport NHS Foundation Trust. A dynamic integrated Trust with integrity and vision. Exactly the same qualities you'll see in yourself. Stockport NHS Foundation Trust aims to be the organisation of choice for patients and an employer of choice for staff. In order to continually improve all aspects of our patient experience, we rely upon having a highly skilled, motivated, diverse, productive and patient focused workforce. Stockport Foundation Trust is one of four 'specialist' hospital sites in Greater Manchester. Being a 'specialist' hospital will enhance our general surgery, anaesthetics, critical care and emergency medicine for the benefit of people in Stockport, High Peak, Cheshire and across Greater Manchester. Our values 'We Care, We Respect, We Listen' are at the heart of everything we do, and come from our promise: 'Making a difference every day.' They drive the behaviour and actions for everyone in our organisation. In your application for this post, please describe how your experience and skills align with 'Our values-based behaviours' ( see additional documentation) and provide examples. Greater Manchester Continuous Service Commitment As well as recognising previous NHS service, Stockport NHS Foundation Trust is a member of the Greater Manchester Continuous Service Commitment. If you are currently employed by Greater Manchester Local Authority, Combined Authority, GMFRS, TfGM as well as other public service organisations, Stockport NHS Foundation Trust will recognise your previous service for sickness and maternity/paternity/adoption entitlement and also for annual leave purposes (providing there has been no break in service). If you currently work for one of the above organisations and successfully apply for a post with Stockport NHS Foundation Trust, please ensure the Recruitment team are aware so that this service is reflected in your contract of employment. Our Values: We Care About each other Our patients and their families The communities we serve The environment We support them and deliver on their promises We Respect Each other Our patients and their families Our partners We are kind and helpful, and we expect the same in return We Listen to Each other Our patients and their families Our partners We act and learn from what we hear, We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers. We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population., Stockport NHS Foundation Trust is committed to promoting and championing a culture of diversity, fairness and equality for all applicants and employees. Applications are welcomed from all backgrounds and we strive to reflect the community we serve in our diverse workforce. Our "two tick" kite mark guarantees a candidate with a disability, who fulfills the essential criteria, an interview at the Trust. We can make reasonable adjustments, and offer support and advice in a variety of ways on request.
  
  If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods. We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service. Benefits we offer to you: + Between 27-33 days of annual leave plus bank holidays + NHS pension scheme membership + Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further + NHS Staff discounts + Cycle to work scheme + Salary finance - for loans, savings, budget planning and tips on managing debt + Stockport Credit Union- for local financial advice