Job Description

The successful candidate will have an approachable management style, excellent communication skills with the ability to develop key working relationships with all levels of staff including senior managers, consultants, junior medical staff and nurses. There will also be the opportunity to take a role in on-going development of the service and contribute towards team projects.
This is a full time post and part-time applicants will not be considered.

• The post holder will be responsible for delivering operational standards within the department.
• Specific responsibilities will include the management of the services administration team, effectively managing outpatient clinics to ensure they are in line with agreed service policies and implementing actions to ensure that the service can maintain its National and Trust referral to treatment (RTT) targets, escalating any concerns for support as required.
• The post holder will be expected to work closely with colleagues and provide support where needed including cover during periods of leave. 

Benefits include career development, flexible working and wellbeing, staff recognition scheme. Make use of optional benefits including Cycle to work, car lease schemes, and season ticket loan or membership options for onsite leisure facilities. We encourage staff to have the Covid vaccination to protect themselves, patients, other colleagues as well as the wider community. 
We are committed to equal opportunities and improving the working lives of our staff and will consider applications to work flexibly, part-time or job share.

MAIN DUTIES:

• To ensure that General Surgical clinics are managed in accordance with departmental policy and act as a point of liaison between Consultants, junior doctors and colleagues in outpatients to achieve this.
• Work with the Specialty Delivery Manager to actively support the management of 18 Weeks in identifying, reporting and resolving issues in order to achieve a high standard of data quality and completeness of data, and in the validation of pathways as required.
• The post holder must understand all aspects of a patient’s pathway from the referral into the Trust to the actual first treatment for the condition, including the following: Reading & understanding patient case-notes in order to correct and update the Cerner system validating the pathway and ensuring all data is correct
• The post holder will use their advanced knowledge of the Trust Cerner system to ensure that any incorrect data entries are amended correctly in discussion with the appropriate member of staff, also ensuring the development and learning of staff as identified.
• To attend relevant meetings across the Trust and contribute in reporting on areas that they are involved in managing, organizing meetings, taking and distributing minutes and follow up actions as required
• To collect additional data on an ad hoc basis when required by the Service Delivery Manager.
• To be responsible for regular review of own workload to ensure that issues are resolved quickly, with any outstanding issues brought to the attention of the Service Delivery Manager.
• The post holder will ensure that any data created, edited, used or recorded on Trust databases, within their area of responsibility, is accurate and recorded within Trust Policy timescales in order to maintain the highest standards of data quality within the statutory regulatory framework.
• To manage the outpatients and administration teams.
• To liaise with the Rota coordinator in order to provide cover for scheduling department during periods of leave.
• Participate in General Surgery Management team meetings/ directorate performance meeting/ elective access meeting, providing information regarding the performance of the service, escalating matters that require more senior input.
• Ensure good communication with Consultants and other key stakeholders in relation to the running of outpatient clinics.
• Communicate relevant information to other departments and stakeholders within the trust and to external parties where appropriate.
• Line manage non-clinical staff and support compliance within the service with Trust-wide people management policies and procedures
• Manage, organize and support staff effectively through work planning, team meetings, 1:1 Meetings and PDRS, including performance and productivity monitoring
• Develop team morale and motivation through effective personal leadership, ensuring views and decisions are communicated both up and down the management structure
• Take initial responsibility for local resolution of problems that arise among staff
• Act as a point of reference and escalation for queries from team members
• Responsible for assessing and identifying staff development needs
• Ensure that performance appraisal, in line with the 1-2-1 policy is fully implemented, and carried out for all staff to enhance team and individual performance. To identify development opportunities for all appropriate staff and encourage participation in such opportunities
• Manage any underperformance in line with the Trusts disciplinary or performance management policy and procedure.
• Participate in the recruitment and selection in terms of compiling suitable adverts and interview questions, shortlisting applicants, co-ordination of interviews and communication with candidates.
• Control and manage attendance and leave including sickness management.
• Ensure all staff, permanent and temporary, are appropriately inducted and have the resources and knowledge to perform their role
• Maintain up to date knowledge of trust employment policies and implement them consistently seeking advice from HR as appropriate
• Responsible for identifying own personal development and seeking opportunities to develop
• Ensure that the team is aware of relevant Trust employment policies and procedures
• Working with the Service Delivery Manager to ensure that accurate records are kept of non- clinical staff annual leave and study leave
• Take responsibility for patient/client care in terms of dealing with complex patient queries, particularly where patients are distressed and emotional.
• Responsible for patient queries referred from other staff that become too complex for them to resolve.
• Manages the department’s complex complaints investigations in accordance with the directorate’s clinical governance/ complaints guidelines.
• Lead for the department in the quick and successful resolution of PALS queries.
• Plan and order stationary using the trust procurement system.
• To be responsible for ensuring cost effectiveness is adhered to at all times and that all spending against both pay and non-pay budgets is justified.
• Support Business Manager by providing or verifying activity data as required to check against financial information.
• To ensure patient information is accurately recorded on hospital information systems as required.
• To update patient information held on hospital systems and, at every opportunity, check the accuracy of that information.
• To proactively seek to obtain data that is missing from hospital records (e.g. NHS Number, GP Details, Ethnic Origin) and enter this data into hospital information systems.
• To liaise with other Band 5 staff managers regarding data quality issues and training requirements of their staffs
• To provide cover for other roles during periods of absence as appropriate.
• Assisting in producing ad hoc reports and in project work
• Provide cover for administration/service support staff during busy periods, sickness and annual leave and where there is an imbalance of workload
• Assist in the development of systems to identify long waiters and ensure patients are booked according to clinical need and contract performance
• Undertake any other duties requested as appropriate to banding.

Required Knowledge, Skills, and Abilities