St Helens & Knowsley Teaching Hospitals Hiring for Associate Directorate Manager NHS AfC: Band 7 at Prescot Full Time

Main area

Administration

Grade

NHS AfC: Band 7

Contract

Permanent

Hours

Full time – 37.5 hours per week

Job ref

409-4250346

Site

Whiston Hospital

Town

Prescot

Salary

£41,659 – £47,672 Per Annum

Salary period

Yearly

Closing

24/08/2022 23:59

Interview date

30/08/2022

In the St Helen’s and Knowsley NHS Teaching Hospitals Trust family, everyone matters. Our patients come from all walks of life and so do we. We embrace people from all backgrounds, and we want you to bring our whole self to work where you feel respected and valued as an individual and part of our team. We expect kindness in everything you say and do. By committing to this, you will find a fulfilling, supportive and safe place to work at STHK.

Job overview

The Surgical Care Group at Whiston Hospital is looking to appoint an Associate Directorate Manager who will support the Directorate Manager in ensuring the efficient and effective management of all resources within the Directorates, ensuring the continuous development and delivery of a high quality administration service.

Main duties of the job

The Associate Directorate Manager will be responsible for the management of an efficient and responsive Administration Service across the St Helens & Knowsley Hospital Trust sites for both Surgical and Medical Care Groups, providing professional advice and leadership and to take responsibility for the performance of each department.

You’ll learn the following whilst working at the trust:
Build upon previous management experience to confidently lead a large administration team within the organisation.

An in depth understanding of all the roles and responsibilities involved in working within Administration Services in order to be able to support all staff groups

Knowledge of all systems used, to effectively complete your role to the highest standard at all times, ensuring that all reports and deadlines are achieved

There is a need to be able to work to tight deadlines and withstand the pressure of a busy department and it is essential that you are able to work on your own initiative.

Working for our organisation

St Helens and Knowsley Teaching Hospitals NHS Trust is the only acute Trust in Cheshire and Merseyside, and one of the few in the entire country, to achieve the title of OUTSTANDING, rated by the Care Quality Commission.

We provide a full range of acute adult services to our local population of circa 360,000 and provide tertiary services across a much wider area in the North West, North Wales and Isle of Man. We are a Major Trauma Unit and the Mersey Regional Burns Unit.

Our ‘5 Star Patient Care’ strategy is at the heart of all that we do; supporting our vision to provide world class services for all our patients by getting it right for every patient, every time.

Our latest achievements include:
Acute Trust of the Year – HSJ Awards November 2019

Trust rates Outstanding by the CQC – Inspection August 2018

Top 100 places to work in the NHS (NHS Employers and Health Service Journal)

Best acute Trust in the North West for quality of care (NHS Staff Survey 2021)

Best place to work in the North West (NHS Staff Survey 2021)

In the NHS Staff Survey 2021 the Trust scored the highest marks in the North West for the following areas;

Standard of care

Best place to work

Care of patients being the Trust’s priority

Staff engagement

Staff morale

Compassionate and inclusive

Providing a safe environment for staff

Detailed job description and main responsibilities

KEY DUTIES

The post holder will manage a complete administrative service across Medical and Surgical Care, whilst ensuring a full support mechanism for the Administration Services Co-ordinators and Team Leaders. Encouraging and motivating by allowing continual development through appropriate training and personal development

The postholder will be responsible for assisting in managing the complaints process, ensuring compliance with Trust targets and through working with the Head of Quality establish processes to ensure lessons are learned throughout the Care Group

Maintain the Trust Complaints database detailing all correspondence pertaining to the complaint whether internal or external and adhering the to Trust Complaints Policy.

The post holder will be responsible for managing/preventing and reporting of cancelled operations. Liaising with Theatre Staff, Clinicians and Capacity Manager to prevent cancellations or rearrange suitable alternative theatre sessions

To be responsible for the development of policies and procedures for the department in line with national guidance and local requirements. Ensure all standards, policies and procedures are implemented and maintained

Develop and be responsible for effective business standard operating procedures and processes thereby ensuring streamlined delivery

Work with Clinical staff, Directorate Managers and Administration Services Co-ordinators to identify capacity and demand risk areas and discuss resolution

To lead the development, implementation and maintenance of any administration IT Systems (e.g. EPR, EDMS, Digital Dictation and Speech Recognition). To liaise with Clinical Staff, Administration Staff and IT Department in ensuring good communication channels are open

In conjunction with the Directorate Managers the post holder will monitor activity and access targets, providing weekly updates/reports and monitor agreed actions to ensure delivery

The post-holder will lead on ensuring targets are achieved and will take forward agreed projects to improve service delivery and patient experience. They will be required to lead on key areas of performance and activity as directed

To lead on up to date information reassurance data for PTL Meetings highlighting potential problem areas by speciality to the relative Directorate Manager

The post holder will support capacity and business planning for the service group, with the Directorate Managers sharing knowledge to develop business cases for new services

Responsible for achieving the E-Correspondence Contract Standard Monitoring (Previously CQUIN) for Clinical Letters to GP Practices, ensuring monthly reports are produced

Communicating complex and sensitive information to patients and relatives with empathy and reassurance

Develop and sustain good relationships and work closely with other directorates / departments

Responsibility for all records (including patient health, financial, personal and administrative) that they gather or use as part of their work within the Trust. The records may be paper, electronic, microfiche, audio or x-ray images

Take part in the bed rotation supporting colleagues within Surgical Care.

HUMAN RESOURCES RESPONSIBILITIES

To manage the departments full process of recruitment and selection of staff, and provide training to Administration Service Co-ordinators and Team Leaders for first line recruitment

The post holder will act independently within Human Resources guidelines, ensuring all areas are compliant (Attendance Management Policy, Disciplinary and Grievance). Supporting Administration Service Co-ordinators and Team Leaders in delivering first line with Human Resource

The post holder is 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

Manage performance and behavioural issues accordingly when escalated by Administration Service Co-ordinators or Team Leaders, ensuring there is effective monitoring and full documentation available

Adhere and promote Trust policies, procedures and guidelines and maintain the Professional Code of Conduct

Manage and support Administration Service Co-ordinators in delivering KPI’s

Be responsible for own actions and that of other administration staff, using own initiative and using discretion within difficult situations

To ensure all HR policies are communicated widely and implemented.

TEACHING & TRAINING RESPONSBILITIES

Post holder must have a full knowledge of administrative procedures and software programmes and their application to improve service efficiency and effectiveness. To manage the process and availability of training for all staff included throughout administration teams, including systems training, mandatory training etc

Provide full on the job training for any new Administration Services Co-ordinator

To monitor that all Administration Services Co-ordinators are compiling with Trust Local Induction programme for each new employee and necessary documentation completed

To develop, implement and maintain a local training package for all levels of staff who wish to develop within administration teams with support of Learning and Education. Recognise the effective utilisation of all appropriate development resources and opportunities available

To develop, implement and maintain all local standard operating procedures for administration services, with regular review and ensuring they are always up to dat

Manage areas for change within the Administration Teams which will lead to improvements in quality and efficiency within specialties.

Recognise and accept responsibility for own personal development. Understanding of all Trust IT systems to ensure a delivery of an effective servic

To take the department lead for any health & safety matters of staff, patients and visitors ensuring a systematic review is undertaken

To undertake training as part of the Trust Mentoring Programme to support and facilitate staff development.

LINE MANAGEMENT/SUPERVISORY RESPONSIBILITIES

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

Attending Trust monthly Team Brief sessions and ensure that information is cascaded appropriately throughout administration teams

Carrying out weekly 121 meetings with Administration Service Co-ordinators and managing concerns / issues

Chairing and leading on weekly Administration Meeting with Administration Service Co-ordinators and Team Leaders, identify issues, find resolution and provide opportunity for two-way feedback

Ensuring weekly workload meetings take place to ensure that the backlog of typing is being maintained in line with Contract Standard Monitorin

Ensure management of staff is consistent with Trust’s HR Policies to the achievement of equality, equity and optimum performance.

Ensure that colleagues are treated fairly. Behave in a non-discriminatory way and challenge the discriminatory behaviour of others. Be supportive of colleagues or service users who wish to raise issues about discriminatory practice or experience.

Work within the Code of Conduct for NHS Manager

Continuously review the managerial and organisational effectiveness of the department and develop operational plans for implementing the changes where necessary

Responsible for completion of Risk Assessments within department, ensuring all health and safety aspects have been covered. Provide training and guidance to Administration Service Co-ordinators.

FINANCIAL RESPONSIBILITY

Contribute to the achievement of the Trust’s business and strategic goal

Responsibility for managing, maintaining and delivering the administration service budget within financial constraints. Looking at areas that can deliver a CIP across all specialities

Manage and authorise TRAC, variations, termination forms, expenses for Administrative teams, ensuring the effective use of all financial resources providing and delivering the service.

Identify forecasts, trends and predictions within Administration providing reports for Directorate Managers when required

Manage service changes that impact and which have financial implications

Manage Manpower planning within annual budget setting directly with Care Group Management Accountant

Manage and authorise all stationery requests for all areas within administration.

Ensure all delegated budgets adhere to Trust standing financial instructions and standing orders

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

To co-ordinate and monitor compliance with the Trusts Cancelled Operations Policy

Develop internal departmental quality assurance measures to validate the quality of transcribed outputs and undertake audits bi-monthly to ensure workloads are disseminated accordingly

Develop and implement research programme and survey with Learning and Education in order to assess staff requirements for development and training needs

Liaise with other internal departments to ensure best practice is delivered.

Person specification

Qualifications

Essential criteria

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 and Experience

Essential criteria

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 significant years supervisory level

Knowledge of the role of Personal Medical Secretaries / Medical Secretaries /Clerical Administrators and Ward Administrators

Desirable criteria

Awareness of strategic management processes and their application e.g. fiscal planning, manpower

Good understanding of the financial composition of the NHS

Skills

Essential criteria

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

Essential criteria

Demonstrated capabilities to manage own workload

Ability to work under pressure and maintain high quality work

Able to work flexibly across both sitesvv

Transitional arrangements are in place for EU,EEA and Swiss Citizens following the UK’s withdrawal from the EU. Should you this apply to you, you are advised to familiarise yourself with these arrangements to ensure you continue to have right to work in the UK and how to evidence that right in the future. Please see the document attached to this vacancy. This requirement does not apply to Irish citizens, who can continue to freely enter, live and work in the UK.

The Trust is a non-smoking site. Failure to follow this rule could lead to disciplinary action.

Please be aware, that we may close a vacancy earlier than stated, should a sufficient number of applications be received from which a shortlist can be confirmed therefore you are advised to apply at your earliest convenience. The Trust may contact you during the recruitment process for your feedback on your experience.

We are committed to diversity and inclusion, welcome applications from everyone, and value the contribution of diverse talent, knowledge, experience, and skills. At STHK you will find supportive staff networks for Black and Minority Ethnic staff, LGBT+ staff, Disabled staff, Carers, Menopause and Veterans.

As a Disability Confident Leader, we generally offer an interview to disabled people who meet the minimum criteria for the job. If you wish to apply under this Disability Confident interview scheme, there is an opportunity to indicate this on the online application form. It is important to note that in certain recruitment situations such as high-volume, seasonal or high-peak times we may wish to limit the overall numbers of interviews offered to both disabled and non-disabled people.

Any monitoring information gathered during the application process relating to protected characteristics as defined by the Equality Act 2010, is gathered for statistical purposes only and is not made available to recruiting managers at any stage of the recruitment process

If you are having difficulty completing an online application, or require reasonable adjustments to the application process, please contact Recruitment@sthk.nhs.uk