Deputy Service Manager

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Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

1. Operational and service delivery

To support the Service Manager in the management and development of a wide service portfolio and to deputise for the Service Manager where necessary.
Provide managerial support to clinical services across the division and ensure that performance targets for these services are effectively monitored and achieved. This will include the identification of risks and actions required to mitigate such risks to ensure timely delivery of the objectives.
Provide teams with information about performance and systems and ensure that such information is clearly understood to develop ownership and commitment to service delivery.
Provide and receive highly complex, sensitive or contentious information which may require effective collaboration with others in department, division or trust to enable a positive outcome.
Maintain adequate controls on expenditure through the implementation of good budgetary practice for designated staff through effective monitoring.
General troubleshooting and dealing with departmental matters and correspondence not dealt with elsewhere.

Delegated responsibility for managing budgets on behalf of the Service Manager where appropriate.

Investigate complaints and clinical incidents within area of responsibility, ensuring that they are appropriately managed and necessary action taken, including any changes in working practices are implemented to ensure the provision of safe and effective care

Lead on Root Cause Analysis (RCA) meetings and present findings and proposed actions at Executive Review Group (ERG) meetings.
Attend appropriate meetings ensuring the views of the department are conveyed and actions are implemented. Work closely with other managers to introduce new processes and improvements within the department, division and across the Trust.

Provide cross cover for departmental DSM's as required.

Service Improvement
Identify and undertake business development projects for specific services within the directorate working with other departments to ensure service delivery and improved productivity is supported by robust business cases and options appraisals.
Support services through the production of effective systems and procedures which enable the delivery of services and reporting of activity information by operational staff, linking, where necessary with other departments to co-ordinate arrangements and continuous improvements.
To support the delivery of high-quality, cost-effective provision of these Services to the Trust.
Works within broad organisational and professional policies

Leads on implementing innovation, technology, and developing new ways of working, contributing to policy and process development. These policy and process changes will impact outside the immediate work area and impact on other teams/departments.

Develops and implements standard operating procedures within areas of responsibility, ensuring review on a regular basis to reflect current practice.

Responsible for the effective planning of the departmental workload and ensuring effective service provision. This will require complex short and mid-term plans to be drawn up but they will be subject to review and change as service requirements change.

Contributes to the development and implementation of long term plans and policies for continued development of the Clinical Oncology service.

Financial Management & Business Planning
• Holds delegated budgets.
• Authorised signatory for payments.
• Undertakes day to day budget management duties, including monitoring spend against designated budgets.
• Develops and monitors schemes and action plans to implement cash-releasing efficiency savings targets.
• Develops and advises on business cases to enable services to remain financially stable and responsive to the demands placed upon them. Performs detailed and complex option appraisals in order to inform decision making process, to include redesign of service, capital projects.
• Ensures organisational procedures are deployed across department for control of activities against budget.
• Ensures that departments work to achieve organisational effectiveness and deliver services within available resources.
• Uses and analyses financial information systems to ensure robust financial monitoring and budgetary performance, analyses complex financial queries or discrepancies in budget.

4. Human Resources Management

Line management and support of staff within immediate areas of responsibility.

Manage the administration processes for the recruitment and selection of staff (including setting up the interviews & completing the necessary paperwork for the eventual appointments) and induction process.

Manage the administration processes for temporary cover for annual leave, vacant posts and exceptional cover, for example, for sickness or maternity leave ensuring a smooth transition is maintained at all times.

To lead, supervise and manage staff to ensure that work is done effectively, efficiently and on time.

Handle any concerns of supervised staff relating to both personal and departmental matters and aim to find solutions.

Manage sickness absence in accordance with the policy for the Management of Sickness Absence; undertake return to work interviews.

Identify staffing needs necessary to support new and increasing workload of the directorate.

Regularly assess existing posts within the department, make changes when necessary to assure levels of service and implement more efficient ways of working.

5.Information Management

Assisting the Clinical Director/Clinical Service Manager with information to support reporting requirements, such as cancer targets.

To support, where necessary, preparations for external reviews and quality assurance programmes.

Co-ordinating responses to consultation documents and special initiatives

Support the development of strategic plans for the clinical development of departments

Liaise with the Information and Data Quality Team regarding patient waiting times and investigate and resolve any potential waiting time breaches.

Display effective analytical skills when making service-related decisions. There will often be a range of options and the post holder will be required to effectively analyse situations and make judgements on the appropriate course of action.

Equality and Diversity

To recognise the importance of people's rights and interpret them in a way that is consistent with Trust procedures, policies and legislation.

To challenge behaviour that infringes the rights of others.

To identify and take action where necessary to address discrimination and oppression.

Health & Safety

Monitor and maintain health, safety and security of self and others in own work area

Identify and assess potential risks in work activities and help others in how to manage these risks appropriately.

Act a role model and work within legislation and Trust procedures on risk management.

Take immediate and appropriate action including supporting others to manage risks in relation to adverse incident reporting via hospital incident reporting system.

Identify training needs in health and safety whilst identifying appropriate resources .

7. Education, Training, Audit, Research and Development

Ensures training and development plans are in place across all services and those training needs analyses are regularly reviewed in order to determine optimum staff to deliver present and future service.
Takes responsibility for personal continuing professional development.
Participates in and leads projects and audit, including trust-wide audit.

8. General

Participates in management on-call rota

The above indicates the main duties of the post which may be reviewed in the light of experience and developments within the service. Any review will be undertaken in conjunction with the post holder.

Person specification

Qualifications

Essential criteria

• Post graduate/masters level qualification equivalent management experience.

Experience

Essential criteria

• Experience of working in a management role within an NHS trust
• Track record of achieving performance targets
• Leadership of service development
• Experience of working across departmental and organisational boundaries to deliver specific targets and to improve services for patients
• Evidence of organisational awareness
• Experience of working under pressure and managing conflict
• Ability to develop effective working relationships across organisations and professional groups.
• Analytical and problem solving skills

Skills

Essential criteria

• Able to motivate a team.
• Ability to negotiate at senior level
• Computer literacy
• Excellent communication skills
• Collating data for audit and monitoring purposes
• Presentation skills
• Able to share expert knowledge and practice with others to meet individual and service needs.
• Ability to implement and manage change.

Knowledge

Essential criteria

• Participate in personal development
• Has insight into strengths and development needs.
• Identifies training and development needs for self without prompting.

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

Other

Essential criteria

• Team player
• Flexible to meet the needs of the role and the service.
• Effective communicator.
• Approachable.
• Responds positively to constructive criticism.
• Uses reflection to improve personal and professional performance.
• Punctual and reliable

The closing date for this post may be extended if there are insufficient applicants or brought forward if there is a high volume of applicants.

We want to ensure that everyone who works at the Christie or uses our services is welcomed, valued and treated with dignity and respect. The Christie values diversity and is committed to ensuring equal opportunities for all and fair representation across the organisation at all levels. In support of these commitments, we particularly welcome applications from Black, Asian and other ethnic minority people and people with disabilities for this post. Appointment will be only on merit.

We are committed to creating a balanced and diverse workforce. As such we welcome and encourage applications from people of all backgrounds. Together we will foster inclusion and tackle inequity and health inequalities in cancer care.

As users of the disability confident scheme, we guarantee to interview all disabled applicants who meet the minimum criteria for the vacancy.

The Christie NHS Foundation Trust is committed to the highest standards of ethical conduct and integrity in all our activities. We have a zero-tolerance approach to modern slavery in any of its forms, including slavery, servitude, forced or compulsory labour, and human trafficking. We are fully committed to acting ethically and with transparency in all our business dealings and relationships, and to implementing and enforcing effective systems and controls to ensure modern slavery is not taking place anywhere in our organisation or supply chains.

All positions within the Christie are subject to the receipt of satisfactory written references, medical clearance and evidence of your Right to Work in the UK. Some roles will require a Disclosure & Barring Service (DBS) check. Please note if you are successfully appointed to a post with this Trust, you will be required to pay for your own DBS Disclosure.

By applying for this post you are agreeing to The Christie NHS Foundation Trust transferring the information contained in this application to its preferred applicant management system. If you are offered a job information will also be transferred into the national NHS Electronic Staff Records system. Please note, all communication regarding your application will be made via email, please ensure you check your junk/spam folders as emails are sometimes filtered there.

If you have not heard from us within four weeks of the closing date, I regret that on this occasion your application will have been unsuccessful.

The Inter-Authority Transfer (IAT) process is a critical and beneficial component of ESR and will form part of the recruitment process. In the event that you are successful following interview your previous NHS employment data, if applicable will be transferred from your current / most recent employer.

Overseas candidates wishing to apply for this position and who would require immigration sponsorship, may wish to self-assess the likelihood of obtaining a Certificate of Sponsorship for the post on the UKVI website.

You should be aware the Trust operates a No Smoking Policy and therefore employees are not permitted to smoke at work.

Employer certification / accreditation badges

Documents to download

• JD & PS (PDF, 202.2KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)