Assistant Service Manager - Women's & Neonates (cross site)

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Detailed job description and main responsibilities

• Provide hands-on operational management to designated areas of the Directorate, ensuring the delivery of services in line with expected service standards.
• Support clinical teams to deliver high-class Maternity and Neonatal care at both hospital sites
• Be accountable through the Deputy General Manager for the monitoring and delivery of key quality, productivity and performance targets.
• Undertake appropriate projects identified by the Deputy General Manager
• Support your counterpart Assistant Service Manager as required with developing new administrative processes and procedures in their areas.
• Promote excellent customer service throughout all areas of responsibility, taking remedial action to correct poor and unresponsive service.
• Work closely with the clinical Divisional management teams to ensure the effective delivery of a responsive and efficient administration service that supports the patient's pathway whilst delivering departmental and organisation KPIs.
• Lead on the investigation and co-ordination of complaints that are predominantly administrative related within the directorate working closely with nurses, medical staff and with the Patient Advisor Ensure corrective action is taken in response to patient feedback.
• Be responsible for effective communication systems within areas of administration responsibility including regular team and departmental briefing.
• With support of the Deputy General Manager participate in business planning and ensure that the administrative function supports and enables the delivery of clinical within the divisions and Outpatients.
• Assist the Service Manager in the production, implementation and revision of operational policies throughout the Directorate and Division, instigating the changes to or implementation of policies and procedures.
• Attend internal and external meetings and provide feedback to staff as relevant, particularly on new initiative.
• Work closely with the Information and clinical coding departments to ensure better capture of information and higher standards of data quality.
• Keep up to date with new IT initiatives and all PAS developments and other Trust systems as they affect clinical administration services.

Management of people

• Support the Service Manager within the Directorate to co-ordinate annual leave and study leave in order that cover is always maintained and agency expenditure is minimised.
• Manage the on-call Rota for all junior staff.
• Line Manage and support staff allocated to you within the Directorate.
• Ensure close working relationships are maintained with the clinical professionals on all matter relating to patient care within the service.

Financial Management

• Play an active role in identifying areas within the service where expenditure can be reduced and/or income generated.
• Be involved under the General Managers instruction in the business planning process, producing capital and revenue business cases and proposals for service development.
• Support your counterpart Assistant Service Manager and Service Manager in monitoring and managing relevant devolved budget
• Undertake detailed information analysis of specific projects/reports requiring high levels of analysis.
• Contribute to management of performance information, taking a lead for specific projects and be responsible for the budget for the project.
• Provide information for the bank and agency expenditure for the team.

Technology

• Take an operational lead for existing technologies within the Division including transcription services and Electronic Document Management.
• Take a lead role in projects involving the introduction of new technologies.
• Work with the Trust IT department and external providers, ensure the above systems operationally function on a day to day basis to support hospital outpatient and inpatient activity.
• Plan staff training on new systems (clinical and administrative).
• Report to the Service Manager any deviation from agreed standards by the contracted provider.

Please see attached job description and person specification to this advert for further details.

Person specification

Education and Qualifications

Essential criteria

• Educated to degree level or equivalent experience
• Qualification in Management such as First Line Managers Diploma or equivalent experience
• ECDL (or equivalent qualification/experience)

Desirable criteria

• Diploma in specialist subject such as management, information systems or Institute of Health Records and Information Management (IHRIM)/ or willingness to study for this

Experience

Essential criteria

• Demonstrable management experience (people and processes)
• Significant NHS experience with sound knowledge of acute hospital processes
• Knowledge of Patient Administration System and other relevant Trust system
• Intermediate use of MS Excel or other spreadsheet packages
• Experience of working within customer-driven service
• Experience of working on and leading projects
• Experience of managing change
• Experience of NHS acute Outpatient processes, medical records, waiting list management, capacity planning.

Desirable criteria

• Experience of leading a project
• Experience of using Cerner, Lilie, Lastword or other relevant Trust systems

Skills and Knowledge

Essential criteria

• Excellent oral and written communication skills
• Knowledge of business management policies, procedures, practices acquired through education, professional qualifications or experience
• Good organisational skills in order to plan and priorities workload
• Information analysis skills and knowledge of using data to improve services.
• Ability to manage own time and balance completing demands.
• Evidence of ability to identify ways of improving systems
• Willing to learn new systems
• Awareness of new developments in the NHS
• Project management skills
• Able to deal with conflict management and problem solving
• Able to defuse situations involving verbal abuse, bullying, harassment and crisis Management.

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 and Personal Specification (PDF, 704.3KB)
• Functional Requirements (PDF, 390.8KB)
• Guidance for applicants (PDF, 85.4KB)
• Policy Statement (PDF, 144.5KB)
• Staff Benefits and Wellbeing (PDF, 196.5KB)
• Recruitment Pack (PDF, 2.8MB)