Divisional Operational Manager

Job description

Job responsibilities

To provide management support across a broad range of day to day operational activities within the Division of Neurology. Supporting the Operational Service Managers in the delivery of divisional objectives and performance targetsr. Provide support, advice, guidance to The Patient Access Centre Management team.

Provides proactive operational management support to the OSM ensuring resolution of day to day issues within specific areas of responsibility.

Assists the OSM in the modelling, projecting, monitoring and management of national targets and priorities relevant to the Division. This will involve negotiating with senior medical staff, allied health professionals and analysing and interpreting complex issues and information.

Management and coordination of outpatient clinic templates for the Division

Management and coordination of RTT validation within the division

Management and coordination of bookwise including outpatient room allocation for the Divisional clinical staff

Development and implementation of Consultant oncall rota

Management of the IVIG agenda, covering compliance, governance and future planning.

Management and ownership of the Divisional Mandatory training compliance, including liaising with staff to ensure compliance is achieved

Provide divisional support to the Patient Access Centre management team

Management of the orthotics service ensuring effective delivery and cost effectiveness by ensuring appropriate review and management of invoices received.

Management of the INNS community service delivery model

To support service review and development as required. This will involve process mapping/review, patient and staff involvement.

Support the governance arrangements within the division including audit, complaints, incidents, risk and health and safety

Communicate clearly and effectively with staff to ensure they are kept up to date with operational requirements.

Deputise for the OSM as requested or required

Responsible for authorising expenditure and is accountable for allocated budget for specific departments.

Contributes to the delivery of Divisional cost improvement programme targets.

Identifies opportunities to deliver more efficient and cost effective ways of providing administrative and operational services.

Direct line management of the Neurology and Rehab Secretariat, including shortlisting, interview and appointment of new members. Training and checking the work of such new employees.

Direct line management of the Divisional administrative team, ensuring responsibilities and objectives are met and delivered.

Ensure electronic systems and spread sheets are in place and maintained to ensure all medical and if appropriate, other staff leave is recorded and suitable cover in place as appropriate.

Liaise with Operational Service Manager and Medical Human Resources Manager in order to obtain locum cover as required.

Line management of identified staff, including shortlisting, interview and appointment of new members.

In conjunction with the relevant Heads of Department, ensure that new policies and procedures are documented throughout the Division and that they are adhered to.

Undertaking appraisals for appropriate staff in line with Trust procedure.

Conducting return to work interviews in respect of appropriate staff and support clinical managers in ensuring similar processes are followed for medical staff in accordance with the Trusts Sickness and Absence policy.

Ensure sufficient administration cover is in place to cover sickness, leave and absence.

Work on own initiative to introduce improvements to the operational effectiveness of the Division.

Develop and implement general management processes to ensure smooth running of all administrative aspects of the Division.

Communicate sensitive information to staff, gaining agreement to act as required.

Develop own solutions to day to day operational service delivery issues.

Provide credible direction to all staff.

Deputise for the OSM at meetings and other appropriate management roles, representing the Division as required.

Support delivery of improvement plans for Patient Access Centre and the Secretariat

Oversee the coordination and management of the complaints process for the Division.

In partnership with the Patient Experience Team, provide assistance in the handling of complaints to the Division, endeavouring to diffuse distressing situations, reassure and advise complainants and remedy problems at an early stage. This will involve communicating highly sensitive, complex and contentious information either in person, by telephone or in writing to patients, families and staff in an empathetic and reassuring way and dealing with potentially verbally aggressive, highly emotional and challenging behaviour.

Where appropriate and in partnership with the relevant Heads of Department, management of incidents and risk within the Division.

Sustain divisional systems for complaints, incidents and risk where necessary.

Responsible for developing, managing and maintaining departmental databases and electronic filing systems.

Person Specification

Qualifications

Essential

• Educated to Degree level or equivalent experience
• Relevant management or leadership training / qualification
• Evidence of recent, applicable CPD

Desirable

• IHRIM qualification or relevant experience

Experience

Essential

• Experience of working in a patient care environment at a supervisor or management level
• Experienced iCS PAS user
• High level knowledge of various NHS targets
• Knowledge of appointment booking systems, process, data definitions and standards
• Awareness of NHS governance processes and agenda (including litigation, complaints process and risk management)
• Good knowledge and understanding of the NHS Data quality and Information governance agenda
• Experience of successful leadership and ability to develop good and effective employee relations
• Experience in managing a diverse range of staff groups
• Experience of negotiating and consulting with individuals Knowledge and understanding of HR policies and procedures.
• Experience of change management
• Highly developed time management skills
• Proven ability to achieve deadlines
• Highly developed planning and organisational skills
• Excellent ability to continually review and prioritise workload
• Excellent communication and interpersonal skills. Showing an ability to motivate and influence teams and individuals
• Able to develop good working relationships and build credibility with a wide range of professionals
• Ability to analyse complex, sensitive and contentious data
• Excellent communication and presentation skills to provide and receive highly complex, highly sensitive and contentious information at a wide range of levels
• Ability to work as part of and lead multi-disciplinary teams
• Self-motivated professional possessing a high level of personal integrity
• Innovative and creative approach
• Ability to understand budget statements
• Ability to deliver whilst working under pressure
• Ability to maintain confidentiality
• Excellent IT skills

Desirable

• Experience in delivering complex organisational service change using specialist knowledge
• Experience in completing time sheets or SVLs
• Effective interpersonal skills with the ability to deal with complainants and aggression face to face

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Employer details

Employer name

The Walton Centre NHS Foundation Trust

Address

The Walton Centre

Lower Lane

Liverpool

L9 7LJ

Employer's website

https://www.thewaltoncentre.nhs.uk/ (Opens in a new tab)