Support Manager

This job is brought to you by Jobs/Redefined, the UK's leading over-50s age inclusive jobs board.

Detailed job description and main responsibilities

DUTIES AND RESPONSIBILITIES
• Be able to manage own workload in a fast-paced office environment where the workload and work patterns are often unpredictable.
• Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Assistant Service Managers/Service Managers in a timely manner.
• Works within defined SOP's, protocol and policies but has autonomy to plan and manage their own workload.
• Have excellent planning and organisational skills to be responsible for workload planning and delegation for all administrative staff. This will require adjustment of plans to cope with changing demands as well as staffing issues.
• You will use and trust systems such as Epro to implement action plans to resolve workload inequalities generated through service developments / changes to work practice. Develops information systems to enable and improve the working practices within the department.
• Required to oversee changes to working practice and implement projects which will require the development of plans to ensure deadlines are met. These projects could be complex in nature and require adjustment as the process develops.
• Working in conjunction with the Assistant Service Manager for admin staff recruitment and selection in accordance Trust Recruitment Policy.
• Line management responsibility for a number of staff with responsibility for the management of annual performance development reviews, work allocation and conduct and capability matters for all administrative and clerical staff within the department.
• Co-ordinate staff absence and record attendance - Co-ordinate and sanction annual leave for all staff under your hierarchy, ensuring adequate cover is maintained. Conduct return to work interviews on staff returning to work following sickness leave.
• Be able to deal with complex information where negotiation and cooperation is needed such as when dealing with other NHS organisations and/or departments.
• Contribute to the regular review of working practices, offer feedback on existing processes, and contribute ideas for the development of new ways of working.
• Review policy and highlight and implement any changes necessary.
• Use developed analytical skills to review performance data and identify issues which need to be addressed and make judgements on the correct course of action where there may be more than one possible option.
• Responsible for the induction and training of new staff, and using the Trust ESR system to identify ongoing training needs of administrative and secretarial staff within the Division.
• Use NHS Supply Chain to manage the requisition of supplies for the administration service, ensuring adequate levels are always maintained and responsible for reporting on supplies to the budget holder (Assistant Service Manager).
• Ensure all admin staff are up to date with their essential training and attend mandatory training sessions where necessary. Develop and implement systems for monitoring and reviewing attendance. Ensure all staff are aware of and adhere to existing, updated and new Trust policy and procedure.
• Attend risk management training and undertake risk assessment audits as required.
• Respond to PALS concerns and Complaints and suggest any appropriate action. Implement required changes in collaboration with the Assistant Service Manager and Service Manager
• Investigate and respond to incidents raised on the trust Datix reporting system and suggest any appropriate action. Implement required changes in collaboration with the Assistant Service Manager and Service Manager
• Deputise for Assistant Service Managers as necessary.
• Act in line with the Christie behaviours, to provide effective leadership and motivation to all admin staff, creating a positive working environment in which staff are valued and respected.
• Ensure effective systems of communication are implemented within the specialty / department and operate at all times. Establish and chair regular admin staff meetings, ensuring staff have a formal route to raise issues and receive information.
• Working with the Assistant Service Manager in identifying and managing all issues relating to staff performance in accordance with Trust policy. Seek guidance and support from Human Resources and Occupational Health as required.
• Strong analytical skills will be required to assist with monitoring information from 104/62 day and 18 week cancer pathways and prioritise and oversee any actions required from the team to ensure these targets are met.

ADDITIONAL REQUIREMENTS
• Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
• To abide by all Trust policies and Procedures.
• To be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.

This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification

Person specification

Qualifications

Essential criteria

• Degree Level or equivalent experience

Experience

Essential criteria

• Office management and supervisory experience
• Proficient in all aspects of Microsoft Office 2000
• Adept at managing a busy and diverse workload
• Very good office administration skills

Desirable criteria

• Working knowledge of NHS performance targets, i.e. 18 weeks

Skills

Essential criteria

• Excellent verbal and written skills
• Excellent typing skills
• Frequent requirement for concentration whilst work pattern is unpredictable
• Able to work autonomously as well as part of a team
• Able to prioritise work and meet deadlines
• Manages difficult and often emotional staffing matters.
• Very well organised Personable Enthusiastic, calm and confident
• Willingness to develop the role Proactive Professional and confidential manner

Desirable criteria

• Proven interpersonal and communication skills to work with clinical and management colleagues at all levels across the organisation

Knowledge

Essential criteria

• Knowledge of methods for managing a group of staff

Desirable criteria

• Knowledge of clinical governance
• Knowledge across a range of clinical areas, the NHS and changes within it.

Values

Essential criteria

• Ability to demonstrate the organisational values and behaviours

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, 144.1KB)
• The Christie Values and Behaviours (PDF, 919.5KB)
• Strategy Brochure (PDF, 1.0MB)
• Travel to The Christie (PDF, 3.8MB)