Deputy Service Manager

at  Nottingham University Hospitals NHS Trust

This is an exciting opportunity in the Family Health Division for a permanent Deputy Service Manager who will provide support and leadership to the gynaecology administrative services; who cover gynaecology services within Nottinghamshire.
We are committed to providing excellent patient care to the women of Nottingham and are made up of a dedicated team or surgeons, specialist nurses and administration staff.
The role of the Deputy Manager is to ensure that these services are streamlined and out administrative team are supported.

JOB REVISION

This job description should be regarded as a guide to the duties required and is not definitive or restrictive in any way. The duties of the post may be varied from time to time in response to changing circumstances. This job description does not form part of the contract of employment.
Service Review
A strategic review of all Trust services is taking place, as a result of which some services, or parts of some services, may transfer from one campus to the other. This will be decided in accordance with the most appropriate way to provide the best healthcare for patients in the future and all staff will be fully consulted on about the impact of any such decisions

KEY JOB RESPONSIBILITIES

Communication
Communicate, present and explain complex information, concepts or ideas in a concise and clear manner
Initiate ideas, anticipate and overcome barriers to communication.
Use effective communication to build proactive teams and relationships at all levels.
Participate in Service, Directorate and strategic meetings to update progress against agreed targets, objectives new initiatives etc, taking minutes and making reports as required.
Regularly meet with staff and colleagues to receive and disseminate information.
Personnel Management
Take line management responsibility of administrative and clerical teams within the Service evaluating, monitoring and implementing staff resources appropriately whilst improving service delivery and quality. · Ensure appropriate systems are in place to communicate, implement and monitor the application of all Human Resources/Organisational Development Policies and Procedures within Service.
Organisational Development, Planning and Project Management
Participate in the development of the Service’s response to the objectives and specific targets in NHS and Trust strategies.
Monitor and evaluate service capacity and future needs, negotiating financial and human resources as required.
General Management Responsibilities
Support the Head of Service, and Assistant General Manager in managing the Service and act as a management resource for staff within the Service.
With over 19,000 staff, we are one of the biggest employers in the city with a central role in supporting the health and wellbeing of our local population. We play a leading role in research, education and innovation.
Come and join our wonderful team at NUH. We are big believers in diversity and welcome new ideas to help develop our team in order to deliver world class healthcare to the vast patient populations we serve. With endless personal development opportunities available, at NUH we will endeavour to turn your job into a career!
We particularly welcome applications from people who identify as Black, Asian and Minority Ethnic, or Disabled, as we are striving to be better represented at NUH.

KEY JOB RESPONSIBILITIES

Communication

• Communicate, present and explain complex information, concepts or ideas in a concise and clear manner
• Initiate ideas, anticipate and overcome barriers to communication.
• Use effective communication to build proactive teams and relationships at all levels.
• Participate in Service, Directorate and strategic meetings to update progress against agreed targets, objectives new initiatives etc, taking minutes and making reports as required.
• Regularly meet with staff and colleagues to receive and disseminate information.

Personnel Management

• Take line management responsibility of administrative and clerical teams within the Service evaluating, monitoring and implementing staff resources appropriately whilst improving service delivery and quality. · Ensure appropriate systems are in place to communicate, implement and monitor the application of all Human Resources/Organisational Development Policies and Procedures within Service.
• Conduct annual appraisals for all administrative and clerical staff within the Service. Agree annual personal development plans. Agree, set and performance manage achievable goals in accordance with Trust policies and procedures.
• Organise cover for absences of administrative and clerical staff to ensure the clinical service is run efficiently.
• Lead and motivate teams to develop administrative systems and processes.
• To work with speciality PA’s to ensure the delivery of a high quality and consistent administration support to specialities. This will involve monitoring performance against agreed standards, identifying areas for improvement and initiating improvement measures.
• Monitor sickness absence, attendance and performance, and take action in accordance with Trust policies and procedures

Organisational Development, Planning and Project Management

• Participate in the development of the Service’s response to the objectives and specific targets in NHS and Trust strategies.
• Actively promote a quality service for patients, addressing complaints and issues to achieve a satisfactory outcome.
• Monitor and evaluate service capacity and future needs, negotiating financial and human resources as required.

General Management Responsibilities

• Support the Head of Service, and Assistant General Manager in managing the Service and act as a management resource for staff within the Service.
• Participate in appropriate cross-Directorate working groups and committees to represent the Service, as necessary.
• To maintain confidence and composure in difficult or stressful circumstances.

Financial Management

• Monitor and control expenditure relating to Service administrative services and staff.
• Report actual or potential deviations from budget and provide solutions consistent with service/organisational objectives and policies. Service Delivery
• Take responsibility for alerting the divisions to any changes to policy or ICT software which will impact on the delivery of targets, and prepare detailed capacity, demand and activity information where required to assist in predicting the impact of such changes
• Ensure that administration staff undertake appropriate action to amend, initiate and cancel clinics in accordance with the patient access policy
• Ensure that A&C staff are training to process referral letters in accordance with patient access policy, and trained to use the current IT systems to organise appointments, track results within optimum time scales, in order to reduce delay and provide the most effective flow of accurate and timely information for each patient episode.
• Participate in planning initiatives to increase capacity where required. Take responsibility for coordinating initiative clinics, including liaison with Consultants and departments, the organisation of clinic space, staffing and patient appointments
• Provide cover for Service Manager if absent

GENERAL DUTIES

In addition to the key job responsibilities detailed in this job description all employees at Nottingham University Hospitals NHS Trust are expected to comply with the general duties detailed below:
Infection Control
To maintain a clean, safe environment, ensuring adherence to the Trust’s standards of cleanliness, hygiene and infection control.
For senior/clinical managers the following statement must also be included
The post holder is accountable for minimising the risks of infections and for the implementation of the Code of Practice for the Prevention and Control of Healthcare Associated Infections as outlined in the Health Act 2006. This includes receiving assurance of risk and embedding evidence based practice into daily routines of all staff.
Safeguarding children, young people and vulnerable adults
Nottingham University Hospitals is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. All staff and volunteers are therefore expected to behave in such a way that supports this commitment.
Information Governance
All staff have an individual responsibility for creating accurate records of their work and for making entries into and managing all NHS records effectively in line with the Health Record Keeping Policy and other Health Records and Corporate Records Management policies and procedures in order to meet the Trust’s legal, regulatory and accountability requirements.
Health and Safety
To take reasonable care to prevent injury to themselves or others who may be affected by their acts or omissions.
To co-operate fully in discharging the Trust policies and procedures with regard to health and safety matters.
To immediately report to their manager any shortcomings in health and safety procedures and practice.
To report any accidents or dangerous incidents to their immediate manager and safety representative as early as possible and submit a completed accident/incident form.
To use protective clothing and equipment where provided.
Whilst the aim of the Trust is to promote a co-operative and constructive view of health and safety concerns in the organisation, all staff must be aware that a wilful or irresponsible disregard for safety matters may give rise to disciplinary proceedings.
Governance
To actively participate in governance activities to ensure that the highest standards of care and business conduct are achieved.
Health and Wellbeing
Employees are expected to take all reasonable steps to look after both their physical health and mental health. To support employees to achieve this NUH offers a wide range of health and wellbeing activities and interventions. The full programme can be viewed at on the staff intranet.
Line managers are expected to encourage and support staff to look after their health and wellbeing, including the release of staff to attend health and wellbeing activities and interventions .
General Policies Procedures and Practices
To comply with all Trust policies, procedures and practices and to be responsible for keeping up to date with any changes to these.