Associate Directorate Manager

Mersey and West Lancashire Teaching Hospitals NHS Trust

Responsible for supporting the Directorate Manager in delivery of performance for the Developmental Paediatrics, Children's Community Nursing & Continence Nursing services and all related support/admin services. Liaising with relevant departments, staff and clinicians to manage capacity and demand, elective patient flow and ensure delivery of key performance indicators for their services.

Responsible for delivering an efficient and responsive clinical, administration and support service across their areas, providing professional advice and leadership and responsibility for the performance of each service, ensuring all work within the Trust's policies and procedures to support Trust and government targets.

Participate in the development of strategic and operational objectives, policies and plans along with having budgetary responsibility. To contribute to the development of effective Clinical Governance, Risk Management and Controls Assurance Systems ensuring procedures are embedded into the culture of all administration across their services.

Responsible for assisting in managing the complaints process across their services, ensuring compliance with Trust targets and establish processes to ensure lessons are learned.

Have strong communication skills, the ability to problem solve as appropriate and develop and implement lasting solutions in conjunction with clinical and administrative colleagues.

Main duties of the job

1. Manage their services, encourage/motivate, allowing continual development through appropriate training & personal development.
2. Manage service complaints process, ensuring compliance with Trust targets to ensure lessons learned.
3. Develop policies/SOPs in line with national/local guidance, ensuring they are implemented/maintained.
4. Work with Clinical staff, Directorate Manager and colleagues to identify/resolve capacity and demand risk areas.
5. Develop, implement and maintain any admin IT Systems.
6. Monitor activity/access targets, provide monthly/weekly updates/reports (internal & external) and agreed actions to ensure delivery.
7. Ensure targets achieved/developing projects to improve service delivery/patient experience.
8. Work with Dep Div Dir Ops/Directorate Mgr to ensure compliance with national/local access targets as outlined within Patient Access Policy.
9. Lead on up-to-date info reassurance data for PTL Meetings highlighting potential problems/mitigation.
10. Support capacity/business planning, sharing knowledge to develop business cases for new services.
11. Manage outpatient capacity to reduce/maintain waiting list backlog in line with DoH guidelines.
12. Communicate complex/sensitive info to families with empathy & reassurance.
13. Develop/sustain good relationships and work closely with other depts/external agencies.

About us

Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9000 dedicated and skilled staff across 21 sites.

We strongly believe that the communities we serve should all have access to Five Star Patient Care.

Job responsibilities

HUMAN RESOURCES RESPONSIBILITIES

1. Support the departments full process of recruitment and selection of staff where appropriate.
2. Act independently within Human Resources guidelines, ensuring all areas are compliant (Attendance Management Policy, Disciplinary and Grievance).
3. Supporting clinical and administration staff in delivering first line with Human Resources.
4. Responsible for ensuring that all areas of administration are compliant with Human Resource Key Performance Indicators, including Annual and Interim Appraisals with set objectives and development plans and Bi-Annual Mandatory Training.
5. Manage performance and behavioural issues accordingly when escalated by service leads, ensuring there is effective monitoring and full documentation available.
6. Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct.
7. Manage and support in delivering KPIs.
8. Be responsible for own actions and that of other administration staff, using own initiative and using discretion within difficult situations.
9. To ensure all HR policies are communicated widely and implemented.

TEACHING & TRAINING RESPONSIBILITIES

1. Have a full knowledge of patient access and operational performance and software programmes and their application to improve service efficiency and effectiveness.
2. To manage the process and availability of training for all staff included throughout clinical and administration teams, including systems training, mandatory training etc.
3. Support and monitor that all new staff are compliant with Trust Local Induction programme for each new employee and necessary documentation completed.
4. Develop, implement and maintain a local training package for all levels of staff who wish to develop within administration and clinical teams with support of Learning and Education.
5. Recognise the effective utilisation of all appropriate development resources and opportunities available.
6. Support the management of the 18 week pathway within specialties.
7. Attending clinics where necessary to raise awareness with colleagues, clinical staff ensuring correct pathways attached to ensure 18 week target to be achieved and maintained throughout to Admission.
8. Ensuring compliance in relation to policies i.e. inter provider transfer documentation, choose and book administration and patient choice bookings. Training staff where necessary.
9. Manage and support areas for change within the clinical and administration teams which will lead to improvements in quality and efficiency within specialties.
10. Recognise and accept responsibility for own personal development.
11. Understanding of all Trust IT systems to ensure a delivery of an effective service.
12. Take the department lead for any health & safety matters of staff, patients and visitors ensuring a systematic review is undertaken.
13. Undertake training as part of the Trust Mentoring Programme to support and facilitate staff development.

LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES

1. Ensure that an effective communication network exists within the department and that all staff are aware of corporate and directorate aims and objectives and their contribution in achieving these.
2. Attending Trust monthly Team Brief sessions and ensure that information is cascaded appropriately throughout teams.
3. Carrying out weekly 121 meetings with clinical and administration service leads and managing concerns / issues.
4. Ensure management of staff is consistent with Trusts HR Policies to the achievement of equality, equity and optimum performance.
5. Ensure that colleagues are treated fairly. Behave in a non-discriminatory way and challenge the discriminatory behaviour of others.
6. Be supportive of colleagues or service users who wish to raise issues about discriminatory practice or experience.
7. Work within the Code of Conduct for NHS Managers.
8. Continuously review the managerial and organisational effectiveness of the department and develop operational plans for implementing the changes where necessary.
9. Ensure departments are compliant with governance framework managing risk and incidents appropriately within their areas, ensuring all health and safety aspects have been covered.
10. Provide training and guidance to Administration Service Co-ordinators.

FINANCIAL RESPONSIBILITY

1. Contribute to the achievement of the Trusts business and strategic goals.
2. Responsibility for supporting and managing, maintaining and delivering the service budget within financial constraints.
3. Looking at areas that can deliver a CIP across specialities.
4. Identify forecasts, trends and predictions within services providing reports for Directorate Managers or Deputy Directorate Managers when required.
5. Manage service changes that impact and which have financial implications.
6. Support manpower planning within annual budget setting directly with Division Management Accountant.
7. Manage and authorise all stationery requests for all areas within remit.
8. Ensure all delegated budgets adhere to Trust standing financial instructions and standing orders.
9. That activity is delivered in the most cost effective and efficient way, to minimise the need for premium rate work and thereby manage cost down.

RESEARCH & AUDIT

1. Support department and service quality assurance measures to validate the quality of outputs and undertake audits as required to ensure key performance indicators are achieved accordingly.
2. Develop and implement research programme and survey with Learning and Education in order to assess staff requirements for development and training needs.
3. Liaise with other internal departments to ensure best practice is delivered.

Person Specification

Qualifications

• Educated to degree level or equivalent level qualification or significant experience of working at a similar level in specialist area.
• Qualification in management and leadership or in the process of working towards qualification.
• Evidence of personal and professional development.

Knowledge

• Demonstrated experience of co-ordinating projects in complex and challenging environments.
• Experience of managing risks and reporting.
• Knowledge of Financial Systems e.g. monitoring budget management, processing invoices and procurement.
• Experience of setting up and implementing internal processes and procedures.
• Experience of leading and implementing re-design or change management initiatives.
• Understand the role of IT in delivery of an effective service.
• Clear detailed understanding of access targets, booking, choice.
• Managing, assessing and planning workload for others.
• Mentoring and developing others.
• Previous NHS experience of at least 3 years supervisory level.
• Good understanding of the financial composition of the NHS.
• Aware of strategic management processes and their application e.g. fiscal planning, manpower.

Skills

• Significant experience of successfully working in a sensitive environment.
• Ability to work effectively in a team with strong interpersonal skills with the ability to maintain positive and productive relationships at all levels.
• Ability to use Microsoft Word, Excel, Powerpoint and Email.
• Ability to use problem solving skills.
• Ability to write letters and written reports to a range of the people within the organisation and externally.
• Ability to prioritise and quickly identify the core issues in a situation.
• Ability to analyse complex information to support decision making.
• Ability to negotiate with others in the organisation.

Other

• Demonstrated capabilities to manage own workload.
• Ability to work under pressure and maintain high quality work.
• Able to work flexibly across both sites.

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.

Address

Lowe House Community Hub St Helens/Whiston Hospital/Millenium Centre, St Helens