Assistant Service Manager

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Detailed job description and main responsibilities

DUTIE

Managing Demand and Capacity

To monitor clinic capacity and demand using Trust Information systems including Trust Information Systems and Data Quality Dashboards. Assisting the Service Manager in ensuring that all available clinic capacity is utilised effectively.

Work with Outpatient nursing teams to support with room and clinic utilisation, service improvement. Manage room booking requests from Childrens Services and other departments.

Work with CNSs to monitor and track nurse led clinic

Work with Consultants to plan clinics and rota's for acute cover.

RTT

To be responsible for monitoring the Referral to Treatment targets, to co-ordinate actions for long waits and report on RTT targets. Work with Consultants, CNSs, Outpatients, Imaging and Medical Secretaries.

To represent Children's Services at the weekly RTT meeting, record actions agreed at these meetings and track progress, liaising with staff as necessary to ensure actions are being carried out within agreed timeframes. To present and provide weekly RTT compliance reports. Contact parents/carers when needed.

Performance Reporting

To provide service performance monitoring information in response to requests from Clinicians and Managers for both regular and ad-hoc reports, utilising the tools in use for analysis and presentation. This will include staff/ clinic utilisation, pay, rota structure, leave tracking and vacancy control.

To provide reports to both divisional and Trust meetings/ Executive boards as required.

Medical workforce Co-ordination

Work closely with rota co-ordinator to develop rotas, ensure early escalation of potential significant staff shortages and to develop appropriate action plans to rectify problems.

Ensure that all leave and sickness for all medical workforce is appropriately recorded and applied for according to due process, monitor allocations.

Act as point of contact for medical staff who are unexpectedly absent from work, and support clinical supervisors by providing information and case tracking return to work interviews, supporting the education of junior staff on break entitlements and expected practice and escalating concerns regarding working hours.

Support the development of e-rostering across the division for medical staff at such a time as this becomes available.

Prepare and present analysis of leave taken and forecast, agency usage, pay spend versus budget, delivery against annualised performance objectives for consultants.

Vacancy and agency staffing management

To support the Medical Workforce recruitment officer and divisional management in co-ordinating recruitment panels and providing forward forecast of expected vacancies and demand; ensuring that recruitment is completed in a timely manner to minimise length of vacancy.

Be responsible for the sourcing of appropriately experienced and qualified temporary staff where necessary.

Application of knowledge

At all times the post holder should use their judgement, knowledge and experience to assess, plan, evaluate and monitor the appropriate interventions
• Demonstrate proficiency in the use of a variety of software including Microsoft Office (Word, Excel, Access).
• To demonstrate a wide knowledge base and be proficient in the use of the iPM system.
• Keep abreast of new information and developments published both locally and nationally regarding medical workforce planning and reporting requirements. To update relevant policies and procedures to reflect this and to ensure it is communicated effectively to relevant staff groups

See Full JD attached

Person specification

Qualifications and Experience

Essential criteria

• Degree.
• Ability to use Microsoft and write reports, use spreadsheets
• Hospital Experience

Desirable criteria

• Staff management
• Outpatient planning
• Ability to speak to patients/carers/ fservice users

Communication skills

Essential criteria

• Clear concise application, report writing skills

Desirable criteria

• Good written and verbal communication skills

Staff management

Essential criteria

• People management; appraisal, sickness monitoring

Desirable criteria

• Performance Management

It is an exciting time to join the newly formed Bedfordshire Hospitals NHS Foundation Trust. We run two busy hospital sites in Bedford and Luton. Our 7,500 staff provide high quality care for a growing population of around 700,000 across Bedfordshire and the surrounding areas.

You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career. Travel between hospital sites may be required. We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.

All new staff will be subject to a probationary period covering their first six months in post.

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

• Job Description Assistant Service Manager (PDF, 264.4KB)
• Person Specification Assistant Service Manager (PDF, 40.5KB)
• Functional Aspects (PDF, 152.4KB)
• Disclosure & Barring Information and Recruitment of Ex-Offenders (PDF, 78.5KB)
• Staff Diversity Network (PDF, 140.3KB)
• Information for Disabled Applicants (PDF, 98.7KB)
• Staff Benefits (PNG, 1.6MB)