Deputy Directorate Support Manager

Worcestershire Acute Hospitals NHS Trust

An exciting opportunity has arisen within the Division of Medicine & Therapies of Worcestershire Acute Hospitals NHS Trust, who are looking for 2 experienced Deputy Directorate Support Managers to support 2 of the directorates within the wider division. This will enhance the management structure within the Division of Medicine & Therapies. The post holder will provide operational and business management support to the Directorate, working closely with the Directorate Manager, Directorate Support Manager, Clinical Director, and Matrons.

This post is based at Worcestershire Royal Hospital and travel across the county is essential.

Main duties of the job

You will provide operational management alongside the Directorate Support Manager and Directorate Manager, working in partnership with the Clinical Leads and the Matron; ensuring that the Directorate and its services meet their quality, activity, and financial targets, and assist in the planning, objective-setting, and change management within both the Directorate and the Division as a whole.

You should have previous experience of managing staff, projects, complaints, performance, and budgets. You will need to demonstrate a proven record of proactive management to achieve key performance targets and experience in managing and responding to a range of operational issues. Applicants will have excellent verbal and written communication skills, the ability to build, develop, and motivate effective teams, and work to tight deadlines.

Job responsibilities

Operational Management

To assist in ensuring that the operational performance of the Directorate is effectively managed to meet agreed Trust and Divisional objectives.

The post holder will be required to work with the Directorate Support Manager to ensure achievement of the Trust in-patient, out-patient maximum waiting time targets, emergency access, and national cancer targets.

To monitor patients waiting via Trust Reporting systems, analyze information, and take relevant action to ensure that no patients breach the targets. Discussing non-routine capacity issues with Directorate Support Manager to ensure all waiting times and booking targets are met.

To monitor performance against activity targets and other service objectives.

To work with the Directorate Manager and Directorate Support Manager, Clinical Directors, Matrons, Departmental managers, and the Finance team to set and deliver the Group objectives, in line with Directorate, Divisional, and Corporate targets and strategies.

To ensure there are effective processes in the Directorate to manage the Outpatient Waiting List System and ensure all outpatient bookings are in line with the recommended Trust standards.

To contribute to the identification of cost pressures and assist in the delivery of cost savings/service efficiencies and delivering an annual cost improvement plan.

To review equipment needs and develop supporting rationales for bids for new and replacement equipment within the specialty as part of the Trust's business planning cycle.

To ensure complaints and incidents are investigated in line with the Trust complaint policy. Where appropriate, coordinate the response in liaison with the Directorate Management Team.

To ensure accurate coding systems and processes are in place within the Directorate to ensure activity is accurately recorded impacting on income streams.

To undertake project work as directed by the Directorate Support Manager, such as working up plans for waiting list initiative work including work in the private sector and weekend working.

Assisting the clinical staff with the development and updating of protocols and disseminating the information throughout the clinical area.

To ensure the Trust's Infection Control policy is fully enforced.

Management Of Staff

To be responsible for the operational management of some administrative and clerical staff within the Directorate.

To ensure staff are aware of and comply with Trust policies.

To implement HR policies as appropriate, e.g., Attendance Management, Grievance policy, Disciplinary Policy.

To manage the systems in place for monitoring of sickness and absence and annual leave of administrative staff and where appropriate organize cover.

To coordinate and undertake return to work meetings where appropriate in accordance with the Trust's attendance management policy.

To arrange and support training and development of staff as identified from the PDRS and ensuring that all staff have a personal development plan in place. Monitoring the review cycle for the staff groups.

To provide Human resources with weekly reports on agency expenditure, Admin and clerical staffing levels, sickness and maternity leave, and monthly reports on Admin and Clerical vacancies.

To undertake other duties as and when required due to changing demands of the service and department as instructed by the line manager.

Person Specification

• Knowledge of NHS management issues
• National agendas and initiatives
• Patient flow processes
• Knowledge of risk management issues
• Knowledge of the clinical governance agenda

Qualifications

• Knowledge of admin/business management policies, procedures, practices: acquired through degree level education, professional qualification or equivalent.
• or evidence of equivalent experience in a health discipline or management role
• Evidence of continued professional development

Experience

• Managing staff
• Managing projects within appropriate timescales
• Managing complaints
• Staff management
• Budget management
• Experience of leading and achieving change in a complex environment
• Experience of leading re-design or change management initiatives
• Experience of assisting negotiations involving complex, sensitive and contentious matters
• Experience of assisting service planning taking into account finance, manpower, equipment, and organisational factors
• Experience of managing a service with competing stakeholders

Skills

• Ability to build, develop and motivate an effective team
• Ability to influence/persuade others with a positive approach and respect for work colleagues
• Excellent verbal and written communication skills
• Ability to prioritize and work to tight deadlines
• Ability to analyze information and evaluate situations to draw appropriate conclusions
• Decision making and problem solving skills
• Awareness of strategic management processes and their application e.g., fiscal planning, manpower
• Understand the role of IT in delivery of an effective service
• Knowledge of the national and regional health strategies

Personal Qualities

• Self-motivated with a high drive for success
• Ability to work as a team but also on own initiative
• Adopts a flexible approach

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.

Employer name

Worcestershire Acute Hospitals NHS Trust