Job vacancy: Operational Support Manager, Great Western Hospitals NHS Foundation Trust, Swindon

Job summary

Main area: Operational Management
Grade: NHS AfC: Band 5
Contract: Permanent
Hours: Full time - 37.5 hours per week
Job ref: 249-6804217

Employer: Great Western Hospitals NHS Foundation Trust
Employer type: NHS
Site: Great Western Hospital
Town: Swindon
Salary: £29,970 - £36,483 per annumn
Salary period: Yearly
Closing: 06/12/2024 23:59

Operational Support Manager

NHS AfC: Band 5

Great Western Hospitals NHS Foundation Trust is a unique organisation, serving as the sole integrated provider in the Bath and North East Somerset, Swindon, and Wiltshire system. Our scope extends beyond boundaries as we oversee adult community services in Swindon and provide acute care from the Great Western Hospital.

Our 5,500 staff have 1.2m patient contacts a year, with 13,000 operations carried out in our Theatres, around 4,000 babies born, and our emergency attendances are now well over 100,000 per year. Those numbers only tell part of our story about what an exciting time it is to join Great Western Hospitals.

We are cultivating a culture that fosters our ambitions, prioritising equality, diversion, inclusion, wellbeing, and leadership. We aim to create an environment where every member of our team can truly thrive.

The Trust is a Disability Confident Employer; all applicants who have a disability can opt to be considered under the guaranteed interview scheme, which means that, providing they meet the minimum essential criteria for the post, they will be offered an interview. We are also proudly accredited as a Veteran Aware organisation and have signed The Armed Forces Covenant.

If we receive a high volume of applications, we may close adverts prior to the published closing date. Therefore, we advise you to complete and submit your application as soon as possible.

Detailed job description and main responsibilities

1. To assist the Operations Manager in the achievement of all relevant performance targets, where own work is managed within defined occupational policies. Utilising external organisations / contacts where necessary.

2. To identify administrative staff training and development needs to ensure the service meets its objectives in an effective and economic way.

3. To be responsible for ensuring consistent staff cover within existing establishment for administrative teams in order to meet workload demands and to co-ordinate bank cover when required.

4. To assist the Operations Manager with recruitment and retention programmes as required and design an effective orientation programmes for new posts.

5. To be responsible for ensuring validation of patients across the admitted and non-admitted waiting lists.

6. To be responsible for ensuring investigation of patient DNA’s, cancellations and unconfirmed attendances is carried out by Outpatient staff ensuring compliance to Trust policy and guidelines and to ensure appropriate action is taken.

7. To be responsible for ensuring accuracy of the Admin Team’s written and verbal communication with patients, staff and consultant teams and monitor the effectiveness of established communication / reporting processes across the department.

8. To represent the designated services at all relevant meetings and to attend meetings in the absence of the Operations Manager/Head of Service. The recording of minutes and action points at these meetings may also be required when necessary.

9. To support on governance by providing information for complaints and incident investigations. This post will also involve carrying out audits on relevant KPIs and outcomes which influences change.

10. To ensure personal mandatory training compliance and personal development to meet the requirements of the post and participate in regular performance appraisal.

11. To follow all relevant departmental Standard Operating Procedures on all functions and tasks related to this role.

12. To take responsibility for informing your line manager, departmental managers or senior managers of any concerns regarding workload or timescales to complete your work.

13. To support the wider team with general administrative duties to ensure working hours are fully utilised.

14. Authorised signatory for small financial payments such as travel expenses, overtime payments and bank staff time sheets.

Full job description can be found attached

Person specification

Qualifications

Essential criteria

Degree level qualification or equivalent experience
IT Literate to include Microsoft Office and Spread sheets
Evidence of Continuing Professional Development in related subject
Demonstrable working knowledge of Microsoft packages (esp. Word, Excel and Outlook)

Desirable criteria

Supervisory management qualification

Experience

Essential criteria

Experience of managing a team and proven achievement of targets through team working  Experience of operational management at a senior level for at least 1 year  Prioritisation and workload management  Staff and team work management  Proven ability to problem solve  Proven ability to prioritise own workload and those of the team

Desirable criteria

Previous relevant NHS experience in a supervisory position  Project management experience  Customer focus experience, ability to deal with complaints and challenging / upset patients

Knowledge

Essential criteria

Excellent written and verbal skills  Ability to manage own workload, including delegation to meet tight deadlines  Flexibility to respond to change  Keyboard skills  Confident attitude with ability to work under pressure to meet deadlines  Persuasive, empathetic and motivational skills  Enthusiastic and quick to learn  Capable of dealing with unpredictable demands and high levels of concentration

Desirable criteria

Experience of directly managing staff performance issues  Presentational skills  Medical terminology

Thank you for expressing interest in this role. For further employer guidance, please review the attached supplementary applicant information.

Applications for this role should be written by the applicant. If artificial intelligence (AI) programmes are used, then the application may be rejected due to this document being an important part of the assessment process. This does not prevent applicants seeking appropriate support with applications should they need to for the purposes of any declared disability.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications, subject to eligibility of the role for a skilled worker visa and salary requirements. Not all roles in the Trust are eligible for sponsorship.

Eligibility for this role requires:

Current right to work in the UK, subject to verification.
Qualification of the eligibility sponsorship criteria

From 4 April 2024, UK immigration policy changes has increased minimum salary levels for skilled workers. For further information visit the UK Visas and Immigration website (Opens in a new tab).

Current employees should be aware that this position is advertised as a Great Western Hospitals position and appointment ends any TUPE protection.

Candidates are responsible for covering the cost of their own DBS check if required: £18 for a Standard DBS check, recoverable from the first pay, or £38 for an Enhanced DBS check, divided and recoverable over the initial two pay periods. Payment for DBS checks for bank posts must be settled prior to commencement. Apprentices are exempt from DBS payment.

We are committed to supporting our staff in achieving a healthy work-life balance through flexible work arrangements. Upon joining the Trust, you have the right to request flexible working, with an unlimited number of requests allowed.

Upon acceptance of a job offer, your information will be transferred to the national NHS Electronic Staff Records System. All communication regarding your application will be conducted via email; please ensure to check your junk/spam folders as emails may occasionally be filtered there.