Job summary
Operational Support Manager - Trauma & Orthopaedics - 37.5 hours per week Come and join our friendly, professional team!
The post holder will deputise the management of the operational activities and staff of designated services within the Surgery, Women's and Children Division deputising for the Operations Manager as required.
You will have line management responsibilities for Administration Teams within the designated services. Working closely with the Operations Manager and Head of Service, you will contribute to the delivery of efficient theatre and clinic utilisation across the Great Western Hospital through their expertise in scheduling and resource management.
The post holder will contribute to the delivery of challenging performance targets through effective communication and liaison with Consultant, medical, nursing and administration staff across the Trust on a day-to-day basis.
As part of ensuring the delivery of performance targets, this role involves organising and analysing complex data.
Main duties of the job
1. To deputise for the Operations Manager, covering all aspects of the job as required when absent.
2. To work closely with the Operations Manager on all aspects of waiting list management, performance and administration.
3. To act as line manager to administrative teams (subject to variances across services). Within this line management, you will be responsible for the day-to-day management of 1:1s and appraisals, absence and sickness monitoring, Individual Development, Performance Reviews, training and Health and Safety issues.
4. To utilise problem-solving and analytical skills to co-ordinate all operating theatre bookings for consultant team, ensuring theatre sessions are booked in accordance with agreed guidelines and processes ensuring the efficient use of theatre and bed capacity.
5. The post holder will deal with often complex information on a daily basis and will be expected to maintain patient and staff confidentiality at all times.
6. To attend Divisional theatre scheduling meetings (Surgical Planning Group) and ensure that tasks identified as a result are completed.
7. To plan and maintain databases (these will vary between specialities) and record information such as waiting list initiative bookings, ensuring update as necessary.
About us
Our STAR values are at the heart of everything we do. You can expect to see them in the way we act and the way we treat each other. Our values make us who we are.
Service We will put our patients first
Teamwork We will work together
Ambition We will aspire to provide the best service
Respect We will act with integrity
Job description
Job responsibilities
1. To assist the Operations Manager in the achievement of all relevant performance targets, where own work is managed within defined occupational policies. Utilising external organisations / contacts where necessary.
2. To identify administrative staff training and development needs to ensure the service meets its objectives in an effective and economic way.
3. To be responsible for ensuring consistent staff cover within existing establishment for administrative teams in order to meet workload demands and to co-ordinate bank cover when required.
4. To assist the Operations Manager with recruitment and retention programmes as required and design an effective orientation programmes for new posts.
5. To be responsible for ensuring validation of patients across the admitted and non-admitted waiting lists.
6. To be responsible for ensuring investigation of patient DNAs, cancellations and unconfirmed attendances is carried out by Outpatient staff ensuring compliance to Trust policy and guidelines and to ensure appropriate action is taken.
7. To be responsible for ensuring accuracy of the Admin Teams written and verbal communication with patients, staff and consultant teams and monitor the effectiveness of established communication / reporting processes across the department.
8. To represent the designated services at all relevant meetings and to attend meetings in the absence of the Operations Manager/Head of Service. The recording of minutes and action points at these meetings may also be required when necessary.
9. To support on governance by providing information for complaints and incident investigations. This post will also involve carrying out audits on relevant KPIs and outcomes which influences change.
10. To ensure personal mandatory training compliance and personal development to meet the requirements of the post and participate in regular performance appraisal.
11. To follow all relevant departmental Standard Operating Procedures on all functions and tasks related to this role.
12. To take responsibility for informing your line manager, departmental managers or senior managers of any concerns regarding workload or timescales to complete your work.
13. To support the wider team with general administrative duties to ensure working hours are fully utilised.
14. Authorised signatory for small financial payments such as travel expenses, overtime payments and bank staff time sheets.
Full job description can be found attached
Job description
Job responsibilities
1. To assist the Operations Manager in the achievement of all relevant performance targets, where own work is managed within defined occupational policies. Utilising external organisations / contacts where necessary.
2. To identify administrative staff training and development needs to ensure the service meets its objectives in an effective and economic way.
3. To be responsible for ensuring consistent staff cover within existing establishment for administrative teams in order to meet workload demands and to co-ordinate bank cover when required.
4. To assist the Operations Manager with recruitment and retention programmes as required and design an effective orientation programmes for new posts.
5. To be responsible for ensuring validation of patients across the admitted and non-admitted waiting lists.
6. To be responsible for ensuring investigation of patient DNAs, cancellations and unconfirmed attendances is carried out by Outpatient staff ensuring compliance to Trust policy and guidelines and to ensure appropriate action is taken.
7. To be responsible for ensuring accuracy of the Admin Teams written and verbal communication with patients, staff and consultant teams and monitor the effectiveness of established communication / reporting processes across the department.
8. To represent the designated services at all relevant meetings and to attend meetings in the absence of the Operations Manager/Head of Service. The recording of minutes and action points at these meetings may also be required when necessary.
9. To support on governance by providing information for complaints and incident investigations. This post will also involve carrying out audits on relevant KPIs and outcomes which influences change.
10. To ensure personal mandatory training compliance and personal development to meet the requirements of the post and participate in regular performance appraisal.
11. To follow all relevant departmental Standard Operating Procedures on all functions and tasks related to this role.
12. To take responsibility for informing your line manager, departmental managers or senior managers of any concerns regarding workload or timescales to complete your work.
13. To support the wider team with general administrative duties to ensure working hours are fully utilised.
14. Authorised signatory for small financial payments such as travel expenses, overtime payments and bank staff time sheets.
Full job description can be found attached
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent experience
- IT Literate to include Microsoft Office and Spread sheets
- Evidence of Continuing Professional Development in related subject
- Demonstrable working knowledge of Microsoft packages (esp. Word, Excel and Outlook)
Desirable
- Supervisory management qualification
Experience
Essential
- Experience of managing a team and proven achievement of targets through team working ? Experience of operational management at a senior level for at least 1 year ? Prioritisation and workload management ? Staff and team work management ? Proven ability to problem solve ? Proven ability to prioritise own workload and those of the team
Desirable
- Previous relevant NHS experience in a supervisory position ? Project management experience ? Customer focus experience, ability to deal with complaints and challenging / upset patients
Knowledge
Essential
- Excellent written and verbal skills ? Ability to manage own workload, including delegation to meet tight deadlines ? Flexibility to respond to change ? Keyboard skills ? Confident attitude with ability to work under pressure to meet deadlines ? Persuasive, empathetic and motivational skills ? Enthusiastic and quick to learn ? Capable of dealing with unpredictable demands and high levels of concentration
Desirable
- Experience of directly managing staff performance issues ? Presentational skills ? Medical terminology
Person Specification
Qualifications
Essential
- Degree level qualification or equivalent experience
- IT Literate to include Microsoft Office and Spread sheets
- Evidence of Continuing Professional Development in related subject
- Demonstrable working knowledge of Microsoft packages (esp. Word, Excel and Outlook)
Desirable
- Supervisory management qualification
Experience
Essential
- Experience of managing a team and proven achievement of targets through team working ? Experience of operational management at a senior level for at least 1 year ? Prioritisation and workload management ? Staff and team work management ? Proven ability to problem solve ? Proven ability to prioritise own workload and those of the team
Desirable
- Previous relevant NHS experience in a supervisory position ? Project management experience ? Customer focus experience, ability to deal with complaints and challenging / upset patients
Knowledge
Essential
- Excellent written and verbal skills ? Ability to manage own workload, including delegation to meet tight deadlines ? Flexibility to respond to change ? Keyboard skills ? Confident attitude with ability to work under pressure to meet deadlines ? Persuasive, empathetic and motivational skills ? Enthusiastic and quick to learn ? Capable of dealing with unpredictable demands and high levels of concentration
Desirable
- Experience of directly managing staff performance issues ? Presentational skills ? Medical terminology
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).
