Job summary
Lambourn House is seeking to recruit a dynamic, innovative, and conscientious Performance and Business Manager who will develop and facilitate the local performance framework, ensuring timely and accurate data collection and submission.
In the low-secure stream of the Thames Valley Forensic Mental Health Provider Collaborative, Lambourn House is one of the few services in England that offers mixed-gender open forensic pre-discharge care.
Please note this Vacancy/Job Description is subject to Job Evaluation/Banding.
Main duties of the job
As the Performance and Business Manager you will co-ordinate the secretarial and administrative support to the wards. You will develop and facilitate the local performance framework ensuring timely and accurate data collection and submission.
You will also support the Ward Managers and Matrons in the routine management of staff sickness, annual leave, training, and performance management.
About us
Oxford Health NHS Foundation Trust provides physical, mental health and social care for people of all ages across Oxfordshire, Buckinghamshire, Swindon, Wiltshire, Bath and North East Somerset.
Our services are delivered at community bases, hospitals, clinics and people's homes, delivering care as close to home as possible
Our vision is that no matter who you are or where you are, you will tell us that you receive:"Outstanding care delivered by an outstanding team"
Our values are:"Caring, safe and excellent"
At Oxford Health we offer a wide range of benefits designed to support your career and wellbeing. These include:
- Excellent opportunities for career progression
- Access to tailored individual and Trust wide learning and development
- 27 days annual leave, plus bank holidays, rising to 33 days with continuous service
- NHS Discount across a wide range of shops, restaurants and retailers
- Competitive pension scheme
- Lease car scheme
- Cycle to work scheme
- Employee Assistance Programme
- Mental Health First Aiders
- Staff accommodation (please note waiting lists may apply)
- Staff networking and support groups hosted by our Equality, Diversity & Inclusion team
Job description
Job responsibilities
- Responsible for the production, analysis and presentation of a range of routine and ad hoc performance and business reports for the team, ensuring that information provided is timely, relevant and accurate.
- Develop regular audits of data quality and works with colleagues within Workforce to address data quality issues with a focus on continuous improvement.
- Ensure KPIs are monitored rigorously, as per the financial plan for productivity and efficiencies, and where this isnt possible, to flag this at the earliest opportunity to the relevant senior managers.
- Ensure discretion is always maintained as s/he will be privy to several confidential meetings and discussions at a senior level in the service.
- To be responsible for building the electronic ward rota for nursing staff, ensuring appropriate skill mix, and considering requests, planned training and flexible working patterns.
- To identify and provide analysis of hotpots/trends in the budget associated with rota and resources. Together with the ward manager, identify and implement mitigation for the future based on identified issues.
- To oversee the use of annual leave and practices around time-owing, identifying, and escalating any patterns and trends to Ward Manager. Prompting individuals to remain within annual leave guidelines and ensuring time-owing accrued/owing does not exceed limits agreed with Ward Manager.
- To line manage the ward administrator, ensuring ward managers and teams are provided with comprehensive, efficient, and effective administrative support.
- To be responsible for the recruitment and induction of new administrative staff into the wards.
- To oversee and ensure the completion of induction objectives for all ward staff including the reading of policies.
- To manage clinical record keeping systems (existing paper based and electronic records) and ensure that there is a robust communication to support changes, user notices, enhancements, and system fault management.
- To maintain and develop the systems for managing electronic and paper filing, personnel records, and communication within the team, including the maintenance of local spreadsheets for audit purposes.
- Work with system providers and internal stakeholders to scope workforce system data cleansing, support and guide other users in data capturing and cleansing activities.
- To be a central point of communication for the Ward Managers and Matrons, using own initiative to deal with phone calls and emails with appropriate actions and urgency. To also carry out ad hoc tasks as requested by the Ward Managers and Matrons.
- Responsible for procurement and approval of items received, receipting and invoicing as appropriate to level of signatory (e.g., e-expenses and e-procurement)
- Attendance at team meetings, acting as a meeting organiser and secretary.
- Support the hospital in managing, tracking, and escalating existing equipment helpdesk calls.
- Identify own training and development needs and undertake appropriate training / education as required.
- Participate in an annual individual performance review process where objectives will be agreed, performance monitored, and personal development needs discussed.
- Act responsibly in respect of colleagues health, safety and welfare following safe work practices and complying with the Trusts Health and Safety Policies.
- Adhere to all Trust Policies as applicable.
Job description
Job responsibilities
- Responsible for the production, analysis and presentation of a range of routine and ad hoc performance and business reports for the team, ensuring that information provided is timely, relevant and accurate.
- Develop regular audits of data quality and works with colleagues within Workforce to address data quality issues with a focus on continuous improvement.
- Ensure KPIs are monitored rigorously, as per the financial plan for productivity and efficiencies, and where this isnt possible, to flag this at the earliest opportunity to the relevant senior managers.
- Ensure discretion is always maintained as s/he will be privy to several confidential meetings and discussions at a senior level in the service.
- To be responsible for building the electronic ward rota for nursing staff, ensuring appropriate skill mix, and considering requests, planned training and flexible working patterns.
- To identify and provide analysis of hotpots/trends in the budget associated with rota and resources. Together with the ward manager, identify and implement mitigation for the future based on identified issues.
- To oversee the use of annual leave and practices around time-owing, identifying, and escalating any patterns and trends to Ward Manager. Prompting individuals to remain within annual leave guidelines and ensuring time-owing accrued/owing does not exceed limits agreed with Ward Manager.
- To line manage the ward administrator, ensuring ward managers and teams are provided with comprehensive, efficient, and effective administrative support.
- To be responsible for the recruitment and induction of new administrative staff into the wards.
- To oversee and ensure the completion of induction objectives for all ward staff including the reading of policies.
- To manage clinical record keeping systems (existing paper based and electronic records) and ensure that there is a robust communication to support changes, user notices, enhancements, and system fault management.
- To maintain and develop the systems for managing electronic and paper filing, personnel records, and communication within the team, including the maintenance of local spreadsheets for audit purposes.
- Work with system providers and internal stakeholders to scope workforce system data cleansing, support and guide other users in data capturing and cleansing activities.
- To be a central point of communication for the Ward Managers and Matrons, using own initiative to deal with phone calls and emails with appropriate actions and urgency. To also carry out ad hoc tasks as requested by the Ward Managers and Matrons.
- Responsible for procurement and approval of items received, receipting and invoicing as appropriate to level of signatory (e.g., e-expenses and e-procurement)
- Attendance at team meetings, acting as a meeting organiser and secretary.
- Support the hospital in managing, tracking, and escalating existing equipment helpdesk calls.
- Identify own training and development needs and undertake appropriate training / education as required.
- Participate in an annual individual performance review process where objectives will be agreed, performance monitored, and personal development needs discussed.
- Act responsibly in respect of colleagues health, safety and welfare following safe work practices and complying with the Trusts Health and Safety Policies.
- Adhere to all Trust Policies as applicable.
Person Specification
Qualification & Knowledge Requirements
Essential
- Educated to at least Degree Level or equivalent with evidence of numerical skills.
- Evidence of continuous personal and professional development
Desirable
- Business Administration or Management qualification
Professional Skills
Essential
- IT literate with advanced skills in Microsoft Excel, Word, PowerPoint.
- Data management, analysis and interpretation
Desirable
- RSA Typing Qualification/ECDL. Knowledge of NHS national data sets. Knowledge of NHS performance agenda
Job Related Aptitude and Skills
Essential
- Excellent organisational and interpersonal skills
- Excellent written and verbal communication skills
- Highly numerical and good analytical skills
- Ability to multitask, deal with conflict and demanding priorities
- Ability to develop effective systems and procedures
Experience
Essential
- Experience of working in an administrative/secretarial role.
- Experience and evidence of analysing, interpreting and presenting information
- Experience of the development of administrative systems and procedures
- Experience of supervising or leading teams
- Experience of performance monitoring and management
Desirable
- xperience of working relationships with mental health services
- Experience of working relationships including GP's, ICBs, Health and Social Care Services, Voluntary Organisations and Patient and Carer Representatives.
Personal Qualities
Essential
- Positive, reliable and flexible approach with practical problem-solving abilities
- Works well under pressure and team player
- Ability to plan workload and manage competing priorities and tight deadlines
- Motivated and proactive. Analytical
Contractual Requirements or other requirements
Essential
- To be able to travel across Oxfordshire NHS FT sites
- Commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
Person Specification
Qualification & Knowledge Requirements
Essential
- Educated to at least Degree Level or equivalent with evidence of numerical skills.
- Evidence of continuous personal and professional development
Desirable
- Business Administration or Management qualification
Professional Skills
Essential
- IT literate with advanced skills in Microsoft Excel, Word, PowerPoint.
- Data management, analysis and interpretation
Desirable
- RSA Typing Qualification/ECDL. Knowledge of NHS national data sets. Knowledge of NHS performance agenda
Job Related Aptitude and Skills
Essential
- Excellent organisational and interpersonal skills
- Excellent written and verbal communication skills
- Highly numerical and good analytical skills
- Ability to multitask, deal with conflict and demanding priorities
- Ability to develop effective systems and procedures
Experience
Essential
- Experience of working in an administrative/secretarial role.
- Experience and evidence of analysing, interpreting and presenting information
- Experience of the development of administrative systems and procedures
- Experience of supervising or leading teams
- Experience of performance monitoring and management
Desirable
- xperience of working relationships with mental health services
- Experience of working relationships including GP's, ICBs, Health and Social Care Services, Voluntary Organisations and Patient and Carer Representatives.
Personal Qualities
Essential
- Positive, reliable and flexible approach with practical problem-solving abilities
- Works well under pressure and team player
- Ability to plan workload and manage competing priorities and tight deadlines
- Motivated and proactive. Analytical
Contractual Requirements or other requirements
Essential
- To be able to travel across Oxfordshire NHS FT sites
- Commitment to safeguarding and promoting the welfare of children, young people and vulnerable adults.
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).
