Job summary
We are delighted to be able to offer this position in the GMS Directorate as an Endoscopy Assistant Service Manager. Successful candidates will be based at St Thomas' site (Westminster/Waterloo) with regular visit to Guy's site too.
Endoscopy is responsible for 5 procedure rooms at St Thomas' site and 1 on the Guys site with a high patient throughput exceeding 350 procedure a week.
A brief overview of the expected jobs include:
o Operational Management
o Policy Development and System Management
o Staff Management
o Clinic management
The role is to provide support to the Service Managers in the development of the service as well as day to day management. Candidates must must be able to work autonomously with minimal supervision. The role often requires working under pressure with multiple competing demands , therefore good organisation skills, delegating appropriate tasks and problem solving are essential for this role.
Successful applicants will be able to lead and motivate a team, and must have knowledge of the Trust's IT systems as well as experience in managing data.
There are many development opportunities within this role including opportunities to lead on recruitment programmes, leading scheduling meetings, presenting performance data to key stakeholders and much much more.
Main duties of the job
The post holder will be responsible for supporting the service manager with the day to day running of the service. This includes, but is not limited to:
- Building good working relationships with key stakeholders,
- Ensuring administrative processes are completed to a high standard
- Supporting with troubleshooting any on the day issue including maintenance issues and staffing issues.
- Supporting with Scheduling Meetings.
- Line management responsibilities for the Endoscopy Team Leaders and Endoscopy Administrators.
- Supporting the Endoscopy nursing teams with administrative tasks
- Supporting with the ordering of general stationary items.
- Creating internal processes and updating current processes whereby a gap is identified.
There may be times were cross site support is required.
If you feel that you could rise to the challenge, we would love to hear from you.
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 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
- Support the Service Manager in managing various sections of service, e.g., out-patients, day case admissions or bookings. This will require working autonomously to understand and drive operating targets, budget controls, and relevant HR management.
- Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service that may be performance related.
- 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.
- Manage the analysis of data so consultants and registrars have access to timely and accurate information on all key performance indicators.
- Plan and organise clinics and reception services within the department, setting the goals of the patient access coordinators in order to fit in with the demands of the clinical timetables.
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.
- To investigate complaints, as delegated by the Service Delivery Manager, in line with Trust Policy. This may involve handling sensitive interpersonal situation.
- To contribute to the modernisation of patient services delivered by the medical secretaries service
- Sit on departmental working groups to contribute to future strategies and development
Financial Management
- Manage and monitor performance of the administrative support to ensure that the service meets its financial and operating targets.
- Manage a delegated no-pay budget within the service ensuring that expenditure is within agreed limits. This would include signatory responsibility for requisition and authorising signature for ordering, up to the amount of £500.
Staff Management
- Day-to-day managerial responsibility for all administration and access staff.
- Set objectives and review performance of service staff, identifying individual training and development needs and promote continued personal and professional development.
- Manage annual leave, sickness, disciplinary and performance issues in line with Trust policies and the effective delivery of service.
- Ensure all staff comply with relevant Trust policies and standing financial instructions.
- 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.
- Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the service.
- Ensure that all staff adhere to the appropriate legislation when dealing with patient material and that suitable filing and booking systems are effectively managed
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.
- Liaise with other departments and members of the Trust to ensure the smooth running of the office and to assisting the functioning of the team.
- Influence, motivate and involve individuals and teams within the service to achieve necessary performance targets.
- Deal with telephone calls related to the service, ensuring that customers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.
- Handle confidential patient information and material in a sensitive and discrete fashion, in compliance with Trust policy and procedure.
Job description
Job responsibilities
Operational Management
- Support the Service Manager in managing various sections of service, e.g., out-patients, day case admissions or bookings. This will require working autonomously to understand and drive operating targets, budget controls, and relevant HR management.
- Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service that may be performance related.
- 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.
- Manage the analysis of data so consultants and registrars have access to timely and accurate information on all key performance indicators.
- Plan and organise clinics and reception services within the department, setting the goals of the patient access coordinators in order to fit in with the demands of the clinical timetables.
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.
- To investigate complaints, as delegated by the Service Delivery Manager, in line with Trust Policy. This may involve handling sensitive interpersonal situation.
- To contribute to the modernisation of patient services delivered by the medical secretaries service
- Sit on departmental working groups to contribute to future strategies and development
Financial Management
- Manage and monitor performance of the administrative support to ensure that the service meets its financial and operating targets.
- Manage a delegated no-pay budget within the service ensuring that expenditure is within agreed limits. This would include signatory responsibility for requisition and authorising signature for ordering, up to the amount of £500.
Staff Management
- Day-to-day managerial responsibility for all administration and access staff.
- Set objectives and review performance of service staff, identifying individual training and development needs and promote continued personal and professional development.
- Manage annual leave, sickness, disciplinary and performance issues in line with Trust policies and the effective delivery of service.
- Ensure all staff comply with relevant Trust policies and standing financial instructions.
- 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.
- Support conflict resolution from patients, staff, suppliers, other internal and external service providers and partner organisations in the service.
- Ensure that all staff adhere to the appropriate legislation when dealing with patient material and that suitable filing and booking systems are effectively managed
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.
- Liaise with other departments and members of the Trust to ensure the smooth running of the office and to assisting the functioning of the team.
- Influence, motivate and involve individuals and teams within the service to achieve necessary performance targets.
- Deal with telephone calls related to the service, ensuring that customers are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently.
- Handle confidential patient information and material in a sensitive and discrete fashion, in compliance with Trust policy and procedure.
Person Specification
Qualifications
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Previous 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
Skills/Knowledge/Ability
Essential
- Leadership and influencing skills
- Strong verbal and written skills
- Highly motivated and ability to work independently
- Ability to respond to changing demands
- Excellent interpersonal, presentation and written communication skills
Desirable
- Financial management and analysis skills
Person Specification
Qualifications
Essential
- Educated to HNC/Equivalent Diploma/equivalent experience
- GCSE Maths & English
- Track record of significant continuous professional and management development
Previous 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
Skills/Knowledge/Ability
Essential
- Leadership and influencing skills
- Strong verbal and written skills
- Highly motivated and ability to work independently
- Ability to respond to changing demands
- Excellent interpersonal, presentation and written communication skills
Desirable
- Financial management and analysis skills
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).
