Oxford University Hospitals NHS Foundation Trust

Assistant Service Manager

This job is now closed

Job summary

This post is responsible for the ensuring the day-to-day smooth running of the Oxford Eye Hospital alongside other Heads of Service. This individual is responsible for supporting the Medical Ophthalmology service manager in ensuring local and national processes and targets are fulfilled. They will have overall oversight of the administrative function within the department and will work with various service units to deliver high-quality, sustainable delivery of all services through efficient and effective patient pathways.

Main duties of the job

This role will encompass all elements of Service Management, including but not limited to; management of activity against annual targets, management of service performance and oversight of waiting lists, financial management, collaborating on cost efficiency initiatives and more widely, leading and implementing innovative service improvements.

There will be an expectation to work collaboratively with others; be able to motivate and influence the wider teams.

About us

Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. For more information on OUH please view OUH At a Glance by OUHospitals - Issuu

Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community.

We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence.

These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel.

Date posted

06 August 2024

Pay scheme

Agenda for change

Band

Band 6

Salary

£35,392 to £42,618 a year PER ANNUM PRO RATA

Contract

Fixed term

Duration

12 months

Working pattern

Full-time

Reference number

321-NOTSS-6516186-B6

Job locations

John Radcliffe Hospital

Headley Way

Oxford

OX3 9DU

Job description

Job responsibilities

Main Tasks and Responsibilities

Build rapport, maintain strong working relationships with and work closely alongside colleagues across the department, including colleagues in administrative, nursing and medical functions.

Act as a representative of the Ophthalmology Directorate at wider divisional and Trust meetings.

Review existing processes and pathways; develop more efficient and effective systems.

Lead, implement and deliver sustainable change with the support of the Medical Ophthalmology Service Manager.

Line manage and support Medical Ophthalmology Team Leaders; ultimate line management responsibility for wider administration team, including the Outpatient booking, patient pathway and reception teams. This includes ensuring all staff are appraised appropriately and lead recruitment and retention. Acting in accordance with Trust HR policies; including those related to performance and sickness management.

Act as a role model to these admin teams; provide day-to-day support including training as required.

Advocate for and ensure Trust and departmental policies and guidelines are implemented and adhered to.

Investigate and respond to PALS queries, incident reporting and formal complaints.

Maintain oversight of the administrative cost centres, remaining within budget and developing cost efficiency schemes to deliver savings.

Alongside Data Quality and RTT Team Leader, maintain an overview of performance within the service; validate data to ensure accuracy, run and attend performance meetings; including those to review PTLs, measure against patient access targets and track variability.

Report on overall performance and escalate potential breaches and areas of concern to Service Manager; lead on action plans to prevent breaches, working collaboratively with the administrative and clinical teams.

Act as the service expert in relation to the Trust Elective Access policy and the creation and delivery of efficient and effective processes for the administration pathway for patient care.

Monitor and manage activity across the service; ensure all activity is captured and recorded correctly to maximise income, identifying where planned activity targets are at risk and working to resolve such discrepancies.

Deliver service-specific training to help staff and services to deliver efficient and effective administration processes.

Through day-to-day oversight of performance; manage capacity and demand across the service; work with the clinical team to maximise efficiencies and utilisation.

Independently carry out audits to identify areas of improvement across the service; work collaboratively to develop and deliver change initiatives to improve these.

Build and manage clinic templates.

Maintain day-to-day oversight of the medical rota; ensure key activities are covered and activities are closed down with adequate notice where appropriate, escalating appropriately to the Service Manager.