Job summary
- Main area
- Dental SMT Paeds & orthodontics
- Grade
- Band 6
- Contract
- 12 months (Fixed term)
- Hours
- Full time - 37.5 hours per week (between 8:00 - 20:00)
- Job ref
- 820-6347927-DEN
- Employer
- Birmingham Community Healthcare NHS Foundation Trust
- Employer type
- NHS
- Site
- Birmingham Dental Hospital
- Town
- Edgbaston
- Salary
- £35,392 - £42,618 per annum
- Salary period
- Yearly
- Closing
- 23/07/2024 23:59
Employer heading
Band 6 Specialty Manager
Band 6
Job overview
We currently have a secondment opportunity for an effective and experienced manager to lead a diverse, hard-working team in a fast-paced environment.
The Specialty Manager reports to the Service Manager and leads the operational management and the effective and efficient delivery of services provided within Specialty Management Groups within Dental Services. The post-holder has the following responsibilities:
- Responsible for the day-to-day service management of the respective Specialty Management Groups within the dental services, with responsibility for patient access to outpatient and inpatient care
- Lead the admin teams to provide high quality administration service to all patients accessing the Dental services, their carers and referring practitioners.
- To support the Service Manager and General Manager (Business & Performance) in ensuring effective co-ordination and management of pathways including the delivery of performance targets, especially RTT targets.
- Managing and developing patient pathways to ensure continuous improvement.
The successful candidate will need to be motivated, hard-working and have a can-do attitude. You will display excellent organisational and communication skills, demonstrate strong leadership qualities and effectively support your team.
Main duties of the job
The post holder will work closely with Service Manager and General Manager (GM) (Business & Performance) on the strategic development of the services, supporting plans to expand /change their service as appropriate.
The post holder will manage clinic capacity whilst booking patients according to clinical priority and booking policies in line with local and national targets, proactively preventing two-week rule and 18-week breaches. They will request additional clinics as necessary, liaising directly with the clinical team, to arrange availability of staff.
The post holder will be responsible for achievement of service and teaching activity targets within specialties on a monthly basis. This will include accurate mapping of clinical activity to support service line reporting (SLAM). This will also involve attending weekly performance meetings to monitor activity and DNA rates, clinic utilisation, capacity, forecasting and breach analysis.
The post holder will be responsible for the weekly and ad hoc validation of waiting list data and reporting performance against 18-week access targets and clinical prioritisation. The post holder will also need to lead with 18-week targets, tracking of cancer patients and validation across Specialty Management Group.
Working for our organisation
BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people, and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe’s leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.
If you want to ‘Be Part of Our Team’ and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.
IMPORTANT
- Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process
- Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address
Detailed job description and main responsibilities
The post holder will work closely with Service Manager and General Manager (GM) (Business & Performance) on the strategic development of the services, supporting plans to expand /change their service as appropriate.
The post holder will manage clinic capacity whilst booking patients according to clinical priority and booking policies in line with local and national targets, proactively preventing two-week rule and 18-week breaches. They will request additional clinics as necessary, liaising directly with the clinical team, to arrange availability of staff.
The post holder will be responsible for achievement of service and teaching activity targets within specialties on a monthly basis. This will include accurate mapping of clinical activity to support service line reporting (SLAM). This will also involve attending weekly performance meetings to monitor activity and DNA rates, clinic utilisation, capacity, forecasting and breach analysis.
The post holder will be responsible for the weekly and ad hoc validation of waiting list data and reporting performance against 18-week access targets and clinical prioritisation. The post holder will also need to lead with 18-week targets, tracking of cancer patients and validation across Specialty Management Group. They will take responsibility for completing actions to ensure patients are fast tracked through their pathway to prevent non-compliance with local and national targets and also escalate trends to the Service Manager and General Manager.
To lead on ensuring that demand and capacity of service clinics are revised in accordance with the agreed processes and that requests for changes to clinics do not breach clinic rules and agreed processes
Identify areas of inefficiency by undertaking regular reviews of processes and from feedback from patients, carers and staff, working with clinical and administration teams to redesign and re-engineer services and processes as required to provide a seamless service.
To lead on the creation and management of clinical sessions within the Patient Administration System (PAS) together with dealing with requests for blocking, opening and other timetable amendments.
To lead on validation and authorisation for cancellation of clinical sessions for dental services, ensuring patients are communicated with effectively and rebooked
appropriately to minimise patient complaints.
Monitor closely performance contracts and targets to enable pro-active and timely actions, working independently to take appropriate action / corrective measures.
Interpretation, manipulation and analysis of complex data sets and clinical records
Educate and develop leadership within operational team in order to access timely and accurate information to support the delivery of all key performance indicators.
Produce and analyse performance reports on an ad hoc basis ensuring any relevant recovery/action plans are formulated and undertaken as appropriate.
Audit performance against the internal and national targets and present this at service/departmental meetings as required.
Produce and distribute performance, activity and contract data on a regular basis to ensure performance management and compliance with targets.
Where required, manage relevant staff within other Specialty Management Groups/ areas in such a way that contracts and targets are delivered.
To manage, co-ordinate and monitor Specialty Management Group leave and co-ordinate rotas to fulfill operational requirements.
Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.
To have overall accountability for recruitment, selection and management of all Patient Services Administrators and Team Leaders within the Patient Services Department, in accordance with Birmingham Community Health NHS Trust Personnel Policies and Procedures i.e. sickness/absence, lateness, disciplinary and monthly turnaround documents.
Anticipate staff shortages and take action to minimise the impact of these on service delivery.
To support the Service Manager and deputise for them in their absence as appropriate.
In conjunction with a GM, implement effective systems, control processes and risk management arrangements for the Specialty Management Group.
Person specification
Qualifications
Essential criteria
- Degree or equivalent professional qualification or experience.
- Relevant leadership and management qualification or significant experience managing a patient / customer service / contact centre environment.
- Evidence of continuous professional development.
Experience
Essential criteria
- Significant operational management experience in a patient / customer service / contact centre environment.
- Significant experience in first line management.
- Experience of leading change projects in large complex environments.
- Experience of managing complex forecasting and staff scheduling.
Skills/Knowledge
Essential criteria
- Excellent communication skills both written and verbal.
- Excellent interpersonal skills.
- Diplomacy and negotiation skills.
- Analytical skills and basic finance knowledge.
- Excellent IT skills including knowledge of Microsoft Office applications i.e. word, excel and outlook.
- Knowledge of waiting list management and patient administration systems.
- Knowledge of business planning, performance management and staff management through experience and/or formal qualification.
- Awareness and understanding of national policy concerning patient care and developments within the NHS including current developments concerning national plans
Personal Qualities
Essential criteria
- Ability to prioritise own work in an environment of changing and sometimes conflicting priorities.
- Ability to support and deliver cost improvement programmes.
- Ability to work independently and as part of a team
- Paying attention to detail.
Employer certification / accreditation badges
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Documents to download
Further details / informal visits contact
- Name
- Jai Islaam
- Job title
- Service Manager
- Email address
- [email protected]
- Telephone number
- 07813848466
- Additional information
Jai Islaam
Service manager
0121 466 5109
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