Job summary
Diabetes Care For You has an exciting opportunity to join the award winning service as an Operational Support Officer.
The Operational Support Officer role is a split administration and business focussed management position, providing operational and project management support to the Operational Lead and Clinical Leads, including overarching leadership and supervision to the Diabetes administration team. This may include managing meetings, room bookings, rota building, data monitoring, service performance and development, audit collation, project work, complaints resolutions and action logs. The post holder will need to have excellent attention to detail, communication and organisational skills.
Please note: Due to recent changes in UK immigration and visa rules, this role is unlikely to be eligible for Skilled Worker visa sponsorship. Applicants who do not currently have the right to work in the UK may not be considered. Candidates requiring sponsorship should review the eligibility criteria on the gov.uk website before applying to assess their eligibility for a Certificate of Sponsorship for this role.
Main duties of the job
The role will involve regular monitoring of the service's Key Performance Indicators (KPI) to ensure targets are met and appropriate actions taken to ensure service delivery is maintained. It is essential that the postholder will be able to analyse data/trends and review breaches to provide a detailed narrative of escalations.
The postholder will be responsible for the administrative processes and functions of all aspects of technology pathway(s). This will involve day-to-day management and organisation of the set up and delivery of diabetes technologies for people living with Type 1 diabetes. You will be required to communicate with patients, suppliers and healthcare professionals to oversee the delivery of all related consumables to ensure continuous uninterrupted treatment to patients.
The post holder will work closely with the Operational Lead, Clinical Leads whilst being the main source of support for the Diabetes admin hub based at Moulsecoomb Health Centre. These discussions will include matters relating to service delivery, in particular activity data, HR/recruitment issues, conflict resolution, financial and staffing issues as well as strategic planning for the service
About us
We are the main provider of NHS community services across East and West Sussex, with 6,000 staff serving 1.3 million people. We deliver essential care to adults and children, helping them manage their health, avoid hospital admissions, and reduce hospital stays.
Our Trust vision is to provide excellent care at the heart of the community. We offer opportunities across medical, clinical, support, and corporate services.
Why work for us?o Positive 2024 NHS Staff Survey results, highlighting compassionate leadership and wellbeingo Varied environments: community hospitals, patients' homes, and bases across Sussexo Flexible working options: part-time, flexi-time, annualised hours, and flexi-retiremento Excellent training, development, and research opportunitieso Cost-effective workplace nurseries in Crawley, Hove, and Brightono Active EMBRACE, Disability & Wellbeing, LGBTQIA+, and Religion & Belief networkso Level 3 Disability Confident Leader and Veteran Aware Trusto Beautiful Sussex location near the South Downs and coast
Our values--Compassionate Care, Working Together, Achieving Ambitions, Delivering Excellence--guide everything we do.
We embrace diversity and encourage applications from all backgrounds, particularly from ethnically diverse, disabled, and LGBTQIA+ individuals. We aim to create an inclusive environment and support reasonable adjustments during recruitment.
This post may close early if sufficient applications are received.
Job description
Job responsibilities
To assist the Operational Lead and Clinical Leads in the operational provision of Diabetes services including service performance, development and project work.
The recruitment and overall management of Diabetes administration staff including their supervision, appraisals and employee relation issues, plus the management of BANK/agency staff when required.
Overseeing development of procedures, processes and protocols etc. within the Diabetes teams including day-to-day management of all clinical rotas and other relevant allocations e.g. logging study leave days and annual leave requests
Responsibility for supporting with all Trust Procedures including business continuity plans (BCP), emergency planning, H&S risk assessments and record keeping. Ensuring all new processes and current policies/procedures are adhered to, linking in with data-quality reporting as required
The post holder will require a high level of skills and accuracy in designing/manipulating data using spread sheets, importing and exporting data from a variety of systems, working collaboratively with colleagues across Diabetes.
Monitoring of budget statements, authorising expenditure up to specified limits and ensuring all requisitions and invoices are processed in a timely manner.
Timely management of payroll related functions such as recording team sickness, special leave, enhanced hours etc.
Promote and coordinate smooth procurement and delivery of all diabetes technology pathways e.g. Hybrid Closed Loop (HCL) pathway for Type 1 patients
Lead and support the delivery of operational and administrative services across the Diabetes teams, working with relevant team leads to ensure robust, efficient and effective administrative support is in place. This may include service development, collation of data for reports, report writing, setting up meetings, recording minutes or action points, information gathering for business cases; complaints resolution. Must have excellent organisational and planning skills to be able to keep projects on track and to oversee project and task and finish working parties
Provide line management and leadership to Diabetes administration staff including their supervision, appraisals and any performance matters
Lead and support the coordination of all new starters and service leavers service following Trust Recruitment Guidelines e.g. maintain a comprehensive induction booklet, systems overview and timetable(s) as required
Lead specific projects, reviews and investigations, as directed by the Operational and clinical leads, in order to assist with the planning and development of service delivery
Monitor the administrative workflow into the service and discuss and/or escalate any delays or concerns with appropriate staff and seek solutions
Create, manage and maintain systems for booking of all clinics to ensure there is optimal use of space in DCFY Hubs and non SCFT accommodation e.g. rooms in GP surgeries, community venues etc.
Be responsible for managing shared drive folders, e.g. version control, archiving etc. Maintain and update trackers of contact information, mandatory and statutory training, professional registration, annual leave cards, assignment numbers, supervisors etc.
To liaise with IT and Communications team to keep internet and webpages up to date and amend information as necessary. To also assist with the creation and updating of literature, leaflets, flow charts and documentation as required
i) Work with Admin team to ensure all incoming and outgoing invoices are authorised; to use the procurement system to ensure timely management of ordering; setting up PO numbers; Call off orders and invoicing of external clients
j) Establish efficient ordering and associated financial processes for patients in receipt of HCL treatment. Adapt processes as the number of referrals to the programme increases and patients require ongoing management under the HCL diabetes technology pathway. Provide comprehensive administration and database management to ensure timely ordering and delivery of technologies to patients.
Act as the main point of contact for SCFT teams e.g. Telecommunications, Estates and I.T. for all operational queries or concerns
l) Be responsible for keeping all policies and procedures updated. Provide regular periodical checks and implement changes e.g. keep an updated record of Information Assets following Trust Governance procedure
Job description
Job responsibilities
To assist the Operational Lead and Clinical Leads in the operational provision of Diabetes services including service performance, development and project work.
The recruitment and overall management of Diabetes administration staff including their supervision, appraisals and employee relation issues, plus the management of BANK/agency staff when required.
Overseeing development of procedures, processes and protocols etc. within the Diabetes teams including day-to-day management of all clinical rotas and other relevant allocations e.g. logging study leave days and annual leave requests
Responsibility for supporting with all Trust Procedures including business continuity plans (BCP), emergency planning, H&S risk assessments and record keeping. Ensuring all new processes and current policies/procedures are adhered to, linking in with data-quality reporting as required
The post holder will require a high level of skills and accuracy in designing/manipulating data using spread sheets, importing and exporting data from a variety of systems, working collaboratively with colleagues across Diabetes.
Monitoring of budget statements, authorising expenditure up to specified limits and ensuring all requisitions and invoices are processed in a timely manner.
Timely management of payroll related functions such as recording team sickness, special leave, enhanced hours etc.
Promote and coordinate smooth procurement and delivery of all diabetes technology pathways e.g. Hybrid Closed Loop (HCL) pathway for Type 1 patients
Lead and support the delivery of operational and administrative services across the Diabetes teams, working with relevant team leads to ensure robust, efficient and effective administrative support is in place. This may include service development, collation of data for reports, report writing, setting up meetings, recording minutes or action points, information gathering for business cases; complaints resolution. Must have excellent organisational and planning skills to be able to keep projects on track and to oversee project and task and finish working parties
Provide line management and leadership to Diabetes administration staff including their supervision, appraisals and any performance matters
Lead and support the coordination of all new starters and service leavers service following Trust Recruitment Guidelines e.g. maintain a comprehensive induction booklet, systems overview and timetable(s) as required
Lead specific projects, reviews and investigations, as directed by the Operational and clinical leads, in order to assist with the planning and development of service delivery
Monitor the administrative workflow into the service and discuss and/or escalate any delays or concerns with appropriate staff and seek solutions
Create, manage and maintain systems for booking of all clinics to ensure there is optimal use of space in DCFY Hubs and non SCFT accommodation e.g. rooms in GP surgeries, community venues etc.
Be responsible for managing shared drive folders, e.g. version control, archiving etc. Maintain and update trackers of contact information, mandatory and statutory training, professional registration, annual leave cards, assignment numbers, supervisors etc.
To liaise with IT and Communications team to keep internet and webpages up to date and amend information as necessary. To also assist with the creation and updating of literature, leaflets, flow charts and documentation as required
i) Work with Admin team to ensure all incoming and outgoing invoices are authorised; to use the procurement system to ensure timely management of ordering; setting up PO numbers; Call off orders and invoicing of external clients
j) Establish efficient ordering and associated financial processes for patients in receipt of HCL treatment. Adapt processes as the number of referrals to the programme increases and patients require ongoing management under the HCL diabetes technology pathway. Provide comprehensive administration and database management to ensure timely ordering and delivery of technologies to patients.
Act as the main point of contact for SCFT teams e.g. Telecommunications, Estates and I.T. for all operational queries or concerns
l) Be responsible for keeping all policies and procedures updated. Provide regular periodical checks and implement changes e.g. keep an updated record of Information Assets following Trust Governance procedure
Person Specification
Qualifications
Essential
- Degree level qualification and/ or relevant management experience
- Management qualification or willingness to undertake
Desirable
- Knowledge about HR processes (legislation around recruitment) as well as legislation around information governance and Health and Safety
- Evidence of continuing professional development
Other requirements
Essential
- Must be a driver, have access to a car for work purposes and be willing and able to travel between sites, potentially at short notice
Experience
Essential
- Significant experience of managing a team or other relevant managerial experience
- Knowledge and experience in using various IT systems
Desirable
- Experience of managing a multi-professional team/collaborative working
- Demonstrable success in delivering change and performance with teams by engaging them in development & delivery plans, establishing clear work priorities, delegating effectively and ensuring capability to deliver by monitoring performance and providing feedback
Skills and Knowledge
Essential
- Ability to work as an autonomous individual and manage and deliver deadlines within teams/resources
- Good numeracy and literacy skills
- IT literate with the ability to use all Microsoft office applications
- Demonstrates excellence in communication skills with an ability to negotiate and manage conflict
- Current knowledge of local and national policies informing health and social care
- Demonstrate ability to reflect and learning from situation. Identifies difficulties as challenges and work with others to find solutions
- Demonstrate self-awareness, able to identify personal limitation and show openness to address them. Maintains professional boundaries and responsibilities
- Strong sense of personal and team accountability alongside well developed leadership to motivate teams performance and priorities
- Ability to work across multiple systems and think tactically in the face of competing demands to provide efficient solutions and address issues
Desirable
- Knowledge of clinical governance, clinical audit and supervision
- Knowledge of safeguarding adults and staff safety policies
Person Specification
Qualifications
Essential
- Degree level qualification and/ or relevant management experience
- Management qualification or willingness to undertake
Desirable
- Knowledge about HR processes (legislation around recruitment) as well as legislation around information governance and Health and Safety
- Evidence of continuing professional development
Other requirements
Essential
- Must be a driver, have access to a car for work purposes and be willing and able to travel between sites, potentially at short notice
Experience
Essential
- Significant experience of managing a team or other relevant managerial experience
- Knowledge and experience in using various IT systems
Desirable
- Experience of managing a multi-professional team/collaborative working
- Demonstrable success in delivering change and performance with teams by engaging them in development & delivery plans, establishing clear work priorities, delegating effectively and ensuring capability to deliver by monitoring performance and providing feedback
Skills and Knowledge
Essential
- Ability to work as an autonomous individual and manage and deliver deadlines within teams/resources
- Good numeracy and literacy skills
- IT literate with the ability to use all Microsoft office applications
- Demonstrates excellence in communication skills with an ability to negotiate and manage conflict
- Current knowledge of local and national policies informing health and social care
- Demonstrate ability to reflect and learning from situation. Identifies difficulties as challenges and work with others to find solutions
- Demonstrate self-awareness, able to identify personal limitation and show openness to address them. Maintains professional boundaries and responsibilities
- Strong sense of personal and team accountability alongside well developed leadership to motivate teams performance and priorities
- Ability to work across multiple systems and think tactically in the face of competing demands to provide efficient solutions and address issues
Desirable
- Knowledge of clinical governance, clinical audit and supervision
- Knowledge of safeguarding adults and staff safety policies
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.
