Divisional Secretariat Manager

The Walton Centre NHS Foundation Trust; West Kirby; On-site; GBP 32,000 - 39,000; Full time

Job summary

The Walton Centre NHS Foundation Trust is seeking a Divisional Secretariat Manager for Neurology. The role leads the Neurology Secretariat workforce, ensuring delivery of performance standards and KPIs across the division.

Based at Fazakerley, Liverpool, you will develop managerial capability, supervise staff, and drive continuous improvement in secretariat services. As part of a forward-looking team, you will manage performance, training, and change initiatives while maintaining high standards

Qualifications

• Educated to Degree level or equivalent experience.
• ECDL certificate or equivalent.
• Relevant management or leadership training / qualification.
• IHRIM qualification or relevant experience.

Responsibilities

• Provide daily support and guidance to staff in the department.
• Oversee workload, rosters and cover to ensure service continuity.
• Ensure staff have current PDRs, objectives, development plans and mandatory training.
• Monitor sickness absence and manage annual leave per policy.
• Lead recruitment, induction and training of new staff, including IT access and mandatory training.
• Manage overtime, flexible working requests, and changes in working practices as directed.
• Support implementation of changes and improve divisional processes.
• Organise monthly team meetings and maintain communications across teams.
• Ensure accuracy of records, performance data and reports for KPI tracking.

Skills

Staff management

Data entry & reporting

NHS targets knowledge

Customer concerns handling

Change management

Medical terminology

Team communication

SVL completion

Education

Degree level or equivalent

ECDL certificate

Management/leadership training

IHRIM qualification/experience

Tools

iCS PAS user

Digital Dictation systems

Job description

An excellent opportunity has arisen for a dynamic and motivated individual to join our team as a Divisional Secretariat Manager for Neurology at The Walton Centre.

At The Walton Centre we are committed to recruiting staff who demonstrate the core values and behaviours of the trust, and who are committed to the delivery of high quality services for our patients and their families.

This post is an ideal opportunity for someone who wishes to progress in their career as a Divisional secretariat manager and will enable you to develop strong managerial and leadership skills in a supportive environment.

Main duties of the job

The Division of Neurology is responsible for a wide range of clinical and non-clinical services, including a comprehensive Neurological outpatient service at The Walton Centre and a range of satellite services in district general hospitals (DGHs) across Merseyside, Cheshire and North Wales.

The post holder will be responsible for the day to day management of the Neurology Secretariat workforce and service function, including the delivery of all performance standards and Key Performance Indicators.

About us

The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People. We invest in people and we invest in wellbeing standards and have been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.

With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.

Job responsibilities

Staff: Provide advice and support for staff on a daily basis. Manage the teams workload to ensure the smooth and effective running of the department. Oversee work schedules and rotas to ensure appropriate cover is provided. Oversee staff workloads to ensure a fair and even distribution of duties. Ensure all staff have a current PDR, objectives and a personal development plan. Ensure all staff are up to date with mandatory training to include: H&S, Fire, Safeguardingand E-Learning Competencies. Monitor sickness absence, complete return to work and informal sickness meetings andmake referrals to Occupational Health as required in line with Trust policies. Manage requests for special leave to include: Carers, Bereavement and Other. Manage requests for annual leave ensuring the needs of the service are maintained

Monitor completion of staff annual leave & sickness records. Complete departmental Staff Variation List (SVL) and return to the Payroll Department.Manage the Recruitment & Selection process of new staff, including recruitment ofagency/bank staff ensuring Trust policies and procedures are adhered to. Take responsibility for induction and training of new starters to include IT network access,smart cards, access swipe cards, car parking, PAS training and mandatory training etc. Authorise time sheets for agency/bank staff as required. Authorise and monitor overtime, additional hours and lieu time as required in agreementwith the Divisional Operational Manager. Consider any requests for flexible working in agreement with the Divisional OperationalManager. As directed by the Divisional Team, manage the implementation of change which may affectworking practices and help staff to adjust to such changes. Manage initial performance, capability and disciplinary issues relating to staff, escalating tothe Operational Services Manager as required. Organise monthly team meetings and develop good communication within the teams andbetween the teams. Feedback to the Trust monthly Team Brief meetings. Promote the values outlined in the Walton Way. Ensure good communication is maintained locally, across the Trust and its Satellites, topromote teamwork with other staff whom they contact during their daily duties. Be able to communicate complex information to a variety of people including, clinicians,management teams, patients and members of the public.

Performance & KPIs Manage the digital dictation system to ensure all typing is completed and filed in an accurateand timely manner in line with trust turnaround times. Ensure all pending investigations and investigation results are managed in line with Trustpolicies and procedures. Ensure all appointments are booked in line with the requirements outlined in the PatientAccess Policy. Monitor the RTT PTL and Waiting List reports and ensure all staff are managing theseappropriately. Monitor the suspended outpatient lists and ensure all staff are managing theseappropriately. Monitor the unfinished appointments and unfinished cancelled outpatient lists and ensurecompletion in line with cut off dates. Identify any issues, i.e. where a shortage of capacity could lead to potential breaches andflag to the Divisional Operational Manager and Divisional Management teams. Ensure provision of adequate and appropriate secretariat support to clinicians as required.Other Duties Ensure divisional processes relating to clinicians annual leave are followed and necessaryactions to cancel and re-schedule appointments are carried out. Ensure patients and colleagues receive a polite and courteous service and investigate faceto face and telephone complaints regarding the service. In the event that a patient attends without an appointment due to an error made by one ofthe team, liaise with clinicians in the outpatient department/bed managers to resolve thesituation. Respond to requests for information/validation from the information and EPR departments. Propose changes to policies and procedures as required for inclusion in the SecretariatGuidance & Procedure Manual. Manage the secretariat shared folder to ensure all documentation is relevant and up to date. Liaise with the IT Manager regarding any system developments as required. Ensure maintenance of filing systems in line with the Records Management NHS Code ofPractice. Ensure completion of departmental assessments as required to include: Risk assessments,Work station assessments, Environmental assessments, and Equality Impact assessmentsetc. Report any maintenance issues to the Estates or IM&T help desk as appropriate. Attend Team Brief and Divisional Management meetings. Ensure adequate stocks of stationery are maintained for the department. Identify and manage departmental improvements in line with F2E both within thedepartment and throughout the Trust. Identify and carry out audits to test the effectiveness of departmental procedures. Work with the PAS & DQ team to ensure the best use of the PAS system within thedepartment. Complete Datix forms as required. Provide information to staff in other departments regarding the role of the MedicalSecretariat. Provide advice and guidance to clinicians on the Trust Digital Dictation system and escalateany equipment failures and IT software issues to the relevant department.

Person Specification

Qualifications

• Educated to Degree level or equivalent experience.
• ECDL certificate or equivalent
• Relevant management or leadership training / qualification
• IHRIM qualification or relevant experience

Knowledge & Experience

• Experience of working in a patient care environment at a supervisor or management level
• Experienced iCS PAS user
• Experience of accurate and timely data entry and producing reports
• High level NHS target knowledge
• Knowledge of Patient Access targets
• Knowledge of appointment booking systems, process, data definitions and standards.
• Experience of dealing with patient or customer concerns and complaints
• Knowledge of waiting list management
• Good knowledge and understanding of the NHS Data quality agenda
• Knowledge of Digital Dictation systems
• Knowledge of HR policies and procedures
• Experience of change management
• Experience of working in a medical secretariat environment
• Knowledge of SVL completion
• Extensive knowledge and experience of Digital Dictation systems
• Experience of managing Patient Tracking Lists
• Understanding of Medical Terminology

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.

£32,073 to £39,043 a yearper annum pro rata