Job summary
Two exciting opportunities have arisen within the Dental Directorate for Assistant Service Manager role . This is a full time 37.5 hour per week role and is based at Guys Hospital. The positions are within the Oral Surgery Outpatient Department, and the New Patient Referral Unit. Both roles are permanent, full-time and on-site.
This is an exciting and challenging role in which the post holder would have an opportunity to make a direct positive impact on patient experience within the Trust. The post-holder for Oral Surgery Outpatient would manage a dynamic and busy outpatient service that includes outpatient surgical treatments and managing the Acute Dental Centre in a patient-facing role. The post-holder for the New Patient Referral Unit would be responsible for managing a team that processes all referrals and books all new patient appointments for the directorate in a non-patient facing role. Both services are open between 7:30am and 8:00pm daily, so the post-holder would need flexibility in terms of working hours.
The post holder will be responsible for supporting the Service Manager in the daily operational delivery of the services.
Candidates who are successfully shortlisted will be invited to a short test via Microsoft Teams prior to interview
Proposed interview date is currently 5th January and this will be face-to-face. This is subject to change.
Main duties of the job
The Assistant Service Manager will be responsible for managing an administrative team and liaising with clinical staff to provide a service for the department. These are the New Patient Referral Unit and Oral Surgery Outpatient department. All applicants will be considered for both positions.
The post holder is supported in the management of these services, by a team leader and Service Manager.
The role requires an individual with excellent prioritization skills and problem solving abilities to ensure the smooth and efficient running of a busy service.
We are looking for someone with a proven track record in managing in a busy and demanding environment with experience and knowledge in staff management including HR processes and policies and excellent data management and analytical skills.
About us
Guy's and St Thomas' NHS Foundation Trust comprises five of the UK's best known hospitals - Guy's, St Thomas', Evelina London Children's Hospital, Royal Brompton and Harefield - as well as community services in Lambeth and Southwark, all with a long history of high quality care, clinical excellence, research and innovation.
We are among the UK's busiest, most successful foundation trusts. We provide specialist care for patients including heart and lung, cancer and renal services as well as a full range of local hospital and community services for people in Lambeth and Southwark.
We have a long tradition of clinical and scientific achievement and - as part of King's Health Partners - we are one of England's eight academic health sciences centres, bringing together world-class clinical services, teaching and research. We have one of the National Institute for Health Research's biomedical research centres, established with King's College London in 2007, as well as dedicated clinical research facilities.
We have around 22,700 staff, making us one of the largest NHS Trusts in the country and one of the biggest employers locally. We aim to reflect the diversity of the communities we serve and continue to develop new and existing partnerships with local people, patients, neighbouring NHS organisations, local authorities and charitable bodies and GPs.
Job description
Job responsibilities
Operational Management
- Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the work load and staffing availability.
- Exercise delegated authority on behalf of clinicians to resolve day-to-day management issues within the service.
Policy Development and System Management
- Develop and write policies and procedures within own work area.
- Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
Financial Management
- Authorised signatory.
- Manage and monitor performance of the administrative support to ensure that the service meets its financial and operating targets.
Staff Management
- Day-to-day managerial responsibility for all administration and secretarial staff within the medical secretarial service or others as agreed.
- Recruit and induct A&C staff in line with Trust policies and procedures.
- Anticipate staff shortages and problem areas and take action to minimise the impact of these on service delivery.
PA/ Secretarial Responsibilities
- Monitor clinical secretarial correspondence to set and maintain appropriate quality standards.
- Arrange, plan and take comprehensive and accurate minutes at meetings.
- Support consultants by preparing PowerPoint presentations and preparation of research articles.
Communication
- Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary.
Job description
Job responsibilities
Operational Management
- Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the work load and staffing availability.
- Exercise delegated authority on behalf of clinicians to resolve day-to-day management issues within the service.
Policy Development and System Management
- Develop and write policies and procedures within own work area.
- Manage the implementation and overall management of office systems, control processes and risk management arrangements to ensure effective delivery of service.
Financial Management
- Authorised signatory.
- Manage and monitor performance of the administrative support to ensure that the service meets its financial and operating targets.
Staff Management
- Day-to-day managerial responsibility for all administration and secretarial staff within the medical secretarial service or others as agreed.
- Recruit and induct A&C staff in line with Trust policies and procedures.
- Anticipate staff shortages and problem areas and take action to minimise the impact of these on service delivery.
PA/ Secretarial Responsibilities
- Monitor clinical secretarial correspondence to set and maintain appropriate quality standards.
- Arrange, plan and take comprehensive and accurate minutes at meetings.
- Support consultants by preparing PowerPoint presentations and preparation of research articles.
Communication
- Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary.
Person Specification
Knowledge
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Desirable
Skills
Essential
- Leadership and influencing skills
- Strong verbal and written skills
- Highly motivated and ability to work independently
- Ability to respond to changing demands
Desirable
- Financial management and analysis skills
Experience
Essential
- Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues
- Have significantly contributed to meeting operational objectives
- Experience of delivering Administrative and Clerical Outpatient Services
- Experience of managing the delivery of an effective service
Desirable
- Have significantly contributed to meeting strategic objectives
Person Specification
Knowledge
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Desirable
Skills
Essential
- Leadership and influencing skills
- Strong verbal and written skills
- Highly motivated and ability to work independently
- Ability to respond to changing demands
Desirable
- Financial management and analysis skills
Experience
Essential
- Significant experience of staff supervision/ staff management including recruitment/ retention /appraisal /first line disciplinary and knowledge of budget management issues
- Have significantly contributed to meeting operational objectives
- Experience of delivering Administrative and Clerical Outpatient Services
- Experience of managing the delivery of an effective service
Desirable
- Have significantly contributed to meeting strategic objectives
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.
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).
Additional information
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.
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).
