Business Support Manager - Therapies

Job description

Job responsibilities

• Attend identified meetings across the organisation related to regulatory compliance and track and monitor patterns for quality assurance.
• Track, monitor and plan for mandatory training compliance to be maintained, producing and distributing relevant training / information materials to ensure consistency of advice / guidance.
• Track and monitor sickness and annual leave across the team to provide overview to the Director.
• Lead on updating Risk Registers, working in partnership with Directors and managers to support the review of progress, tracking and actions.

• Develop and maintain effective working relationships with colleagues in own team, across site and with external contacts.
• Lead on the coordination, implementation and monitoring of NHS job planning across the therapies directorate.
• Ability to coordinate comprehensive policies, monitoring the policy register, liaise with critical readers ahead of appropriate committee ratification. Ensure policies are on the correct template and format.
• Support with external visitors and event coordination.
• Diary management & organisation.
• Draft documents on behalf of Director (such as power point decks/ committee papers) as required.
• Undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time.
• Work in partnership with the Business Support Managers to establish and embed the roles of Business Support Managers across the organisations.

The role will have three main areas of focus.

Therapy Staffing

• Acting as the key partner to the Recruitment & Compliance Lead to support the recruitment process for Allied Health Professional roles, helping to shortlist, screen, arrange interviews and support the candidate journey.
• Oversee the therapies international recruitment programme on behalf of the Director and Heads, working with the recruitment and compliance team.

• Working in partnership with the People Team and Heads of Service, to research and understand trends in retention to create and manage the action plan to improve retention.
• Liaise with the internal communications team on recruitment campaigns and drives, providing information when required.
• Monitor staff absence (both vacancy and sickness) liaising with appropriate third parties to get the bank/ locum/ agency support.

• Manage the therapies apprenticeship programme liaising with relevant universities and internal stakeholders.
• Coordinate the schedule of students and work experience placements etc.

• Supporting Heads of Service with therapy team sickness.
• Management of induction programmes for all new staff into the departments.

• Manage therapy bank staff, including recruitment, training, and deployment.
• Oversee all training requirements for all staff in the department, maintaining accurate staff records and ensuring all staff are up to date with their training.

Budgets and Establishment

• Monthly management of all budgets reporting headlines to Director of Therapy, pulling out trends, overspend and amending forecasts.
• Working with the Establishment Manager, reviewing monthly changes and forecasts, ensuring all therapy teams have the right number of staff in place to deliver the agreed bed numbers and NHSE contract.
• Monitoring agency and locum spend, against budget.

Management Information

• Working in partnership with the Lead Analysts to review monthly department statistics.
• Helping to drive the Directorate quality agenda forward including reviewing incidents and complaints on our reporting systems and support compliance.

• Co-ordinate and maintain record of risk assessments that involve the Therapies Team and report trends to Director of Therapies.
• Support the Therapies team in ensuring departmental audits are completed and forwarded to Clinical Governance.

• Track, monitor and report patterns for compliance & quality assurance reporting to therapy leadership
• Ability to gather, analyse and report data ensuring this is accurate, up to date information, which is available, made secure yet accessible and complies with data protection / confidentiality.
• Has the ability to identify via incidents the appropriate corrective action, learning and improvements that are required to be put into place.

Communication

• Strict confidentiality at all times, only releasing information to those acting in an official capacity and with appropriate authority.
• Ensuring there are strong and positive lines of communication with all internal and external stakeholders.
• Ability to communicate well (both orally and in writing) for a broad range of internal and external stakeholders at all levels. Messages heard / sent are accurately received.
• Ability to communicate with emotional intelligence and control when required.

Professionalism

• Takes action and raises concerns.
• Adhere to the policies and procedures of The Childrens Trust.
• Maintain professional boundaries and professionalism at all times.
• Committed to demonstrating the organisations values and behaviours at all times.

Health and Safey

• Adheres to all Health and Safety guidelines, principles, and regulations to perform your role and comply with The Childrens Trust policies and procedures.
• Adhere to manual handling procedures and complete mandatory manual handling training.
• Promotes the health and safety of others.
• Uses the incident reporting and risk assessment system (IRAR), to identify and report risks and incidents/actions if directed.
• Responsible for identifying and mitigating risk within the work environment.

Wellbeing and Emotional Resilience

• Maintains a positive approach and outlook when dealing with change and overcoming challenges and problems.
• Recognises own limitations, develops realistic goals, and uses support network resource when or if necessary.
• Treats challenges and problems as a learning experience.
• Remains organised and focused when under pressure.
• Responds appropriately and effectively to all constructive feedback.
• Motivates self and other.

Person Specification

Knowledge

Essential

• Strong I.T. skills, including advanced skills in MS Office suite particularly Outlook, Word, and Excel.

Desirable

• Charity sector.
• Background in health environment, in either an operational or support capacity.

Personal Qualities

Essential

• Commitment to the vision and values of The Childrens Trust.
• Flexible and can do attitude to competing commitments in workload.
• Highly motivated and reliable.
• Ability to cope working in a demanding environment.

Experience

Essential

• Minimum of 3 years administrative experience in similar level roles, and business level operational support.
• Experience in preparing for and supporting senior management, including writing papers, briefings, scoping documents and financial information.
• Practised at handling sensitive and confidential materials with absolute discretion.

Qualifications

Essential

• GCSE (or equivalent) English and Maths or relevant experience.
• A qualification in project management or equivalent relevant experience.

Desirable

• Undergraduate degree or A-level English (or equivalent).

Skills & Abilities

Essential

• Ability to understand the business drivers for change and the business impacts resulting from change. Can develop an understanding of programme content and ability to ensure plans and the delivery approach reflect these impacts.
• Ability to build and manage relationships at all levels, particularly with Senior Leaders.
• Adept at managing multiple tasks and competing deadlines.
• Strong communication skills, both verbal and written.
• Detail oriented with excellent organisational skills, resilience, self-motivated, proactive, and delivery-focused with an ability to multitask and prioritise.
• Strong skills in critical thinking and analysis, meeting facilitation, verbal and written communications, and interpersonal interactions.
• Proven decision-making skills with the ability to resolve issues and conflicts (conflict management) and provide practical and pragmatic solutions where necessary.
• Excellent attention to detail and an ability for catching and solving things before they become an issue.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

The Children's Trust

Address

The Childrens Trust

Tadworth Court

Tadworth

Surrey

KT20 5RU

Employer's website

https://www.thechildrenstrust.org.uk/jobs (Opens in a new tab)