Deputy Service Manager

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Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES

• To support the Service Manager in the management and development of a wide service portfolio and to deputise for the Service Manager where necessary.
• To support the delivery of high-quality, cost-effective provision of these Services to the Trust.
• 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.
• 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.
• 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.

• Ensure robust systems for medical leave and rota management, providing leadership to the Assistant Service Manager and Rota Co-ordinator to effectively manage medical staffing provision and effective clinic management.

• 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.

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

Human Resource 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.

Policy and service development

• 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 Haematology and TYA services.

Information Management

• To manage all PTL performance information, assisting the Clinical Director/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

Additional Requirements

• In the absence of the Service Manager, attend meetings, deputising as required, ensuring divisional views are conveyed on appropriate matters, such as clinical governance, risk management meetings and ensure issues are brought back to the directorate and division for further discussion.

• Follow Trust risk management procedures at all times including the identification, assessment and management of risk within the division.

• Inclusion on the trust Duty Manager rota.

• To abide by all Trust policies and procedures

• To be responsible for own professional /personal development.

Person specification

Qualifications

Essential criteria

• Postgraduate/masters level qualification or 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

• Understanding of confidentiality
• 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.

Application Information - 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.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

Pre-Employment Checks - To confirm your suitability for the role, we will carry out pre-employment checks in line with NHS Employment Check Standards. These include:

• Identity verification
• Right to work check
• Disclosure and barring service (DBS)/Criminal record check (dependent on role, payment of this will be the applicants responsibility)
• Professional registration and/or qualification check
• Occupational health assessment
• Employment history and reference validation

All applicants external to The Christie NHS Foundation Trust will be required to provide their HMRC employment history to cover the most recent three years employment. This information will used to validate employment history and references.

If you require sponsorship, we will assess your eligibility based on current government guidance. If the role is not eligible and you cannot demonstrate your right to work, your conditional offer may be withdrawn.

✓ If You're Offered the Role - you will be 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.

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.

Sponsorship Information - We are an approved sponsoring organisation. Applications will be considered from applicants requiring sponsorship alongside all other applications. Please be aware, not all roles are eligible for sponsorship. You can review the list of eligible role and requirements on the government website.

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

Additional Information - 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.

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 Person Specification (PDF, 618.5KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)