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Detailed job description and main responsibilities

To manage administrative support teams within the service ensuring there is continual monitoring of the administrative processes.

Ensure appraisal and mandatory training requirements are provided for all staff within areas of responsibility.

To monitor performance of allocated specialities ensuring that the Trust and Monitor Standards are understood and achieved. Producing performance reports for all specialities as required.

To participate in the review existing pathways and processes across all specialities as required and implement changes to improve turnaround, access, to ensure divisional / Trust targets are met.

To ensure that safe staffing levels are maintained within budget on wards and department.

Support the governance and health and safety arrangements within the division including audit, complaints, incidents, risk and health and safety.

To be responsible to the General Managers for financial performance relating to delegated budgets and operational performance of the division.

Represent the General Manager as required.

To lead on the management of junior doctors rosters for designated areas ensuring wards/out patients have appropriate and safe allocation.

Key Working Relationships

Division management team, including General Manager, Associate Medical Director and Matrons.

Associate Director of Operations Family Health Division Services.

Clinical Service Leads for Division and the service multi-professional teams., ward managers.

Risk and Complaints Managers.

Medical secretaries, ward clerks and other administrative support teams within the service / Division.

Patient Access Team.

Admissions team Outpatient appointment centre.

Information department.

Divisional Human Resources Manager, medical staffing managers and divisional recruitment team.

Divisional Finance Analyst, Divisional Accountant and department staff.

Clinical coding department.

Values

The post-holder is expected to promote South Warwickshire NHS Trust’s vision: To provide high quality, clinically and cost effective local healthcare services that meet the needs of our patients and the population that we serve

The post-holder is expected to work in a way that observes the Code of Conduct for NHS Managers as well as following the Trust’s world class care standards of behaviour.

Performance Management

Support the infrastructure which measures performance within the services (including RTT reports, waiting lists, outpatient new to follow up ratios and follow ups over threshold, diagnostic treatment status). Ensure data validation is completed to achieve required national and local RTT targets and milestones.

Work across the division to ensure that the emergency access standards are consistently met for all patients.

Support the investigation of patient complaints, analysing the issues and identifying any faults in procedures, processes or the treatment of patients and making appropriate recommendations to the General Manager and others to avoid future occurrences.

Work with the General Managers to monitor activity levels including outpatients, diagnostics and inpatients across allocated specialities. Develop improvement plans to achieve performance against targets and other imperatives impacting on the Trust.

Ensure that all activity is accurately and fully coded thereby ensuring income is maximised and outpatient treatment status recorded for RTT measurement.

Participate in monitoring and maintaining compliance with relevant CQC standards.

Communication

Communicate clearly and effectively with staff to ensure they are kept up to date with divisional business plans and operational requirements.

Provides highly complex information regarding performance in a motivational manner which encourages collaborative working in order to deliver against targets.

Staff Management

To manage designated groups of staff within the specialities as required.

Manage timely and effective recruitment and retention of staff in conjunction with the Human Resources department as required.

Ensure appraisals are carried out for all staff and targets are achieved.

Work with the General Managers to manage absence across the specialties.

Participate in the management of leave requests affecting direct clinical care sessions.

Ensure optimal use of staffing resources and review workforce requirements as required.

Ensure staff are aware of and implement Trust policies and procedures and establish and implement local guidelines, policies and procedures as appropriate.

Ensure that the Trust's policies on conduct and performance are adhered to and communicated effectively to all staff.

Ensure that all staff are working to maintain a healthy and safe working environment.

Participate in disciplinary investigations within the service.

Support medical staff colleagues on recruitment of temporary and permanent medical staff.

Operational Management

To be responsible for the day to day management of delegated areas of responsibilities.

To consider reports from the information team, ensuring problems are identified and action taken to improve performance.

To manage the daily flow of patients through specialities ensuring local/ national targets are achieved eg inpatient diagnostics within 24hrs.

Financial Budgetary Management

To manage delegated budgets effectively and within the resource constraints agreed during budget setting.

Support the use of service line reporting to support and inform financial management.

Support the service teams to ensure that sustainable and recurrent CIP plans are in place and delivered.

Quality/Governance Corporate and Clinical, Patient Feedback

Participate in monitoring and maintaining compliance with relevant CQC standards.

Contribute to the achievement of CQUINs relevant to the division.

Support the divisional risk and governance team to investigate, plan and implement response to incidences and complaints.

Advise on changes to Procedures following patient complaints, which may impact on other areas.

Promote the corporate and clinical governance frameworks within the division.

Represent the General Manager

To represent the General Manager as required.