Job summary
The Oral & Maxillofacial, Restorative Dentistry and Orthodontic Practice Manager willwork as part of a team demonstrating effective communication, and working collaboratively with colleagues inside and out of the department.
To ensure delivery of operational daily and weekly targets in terms of quality and activity. To continually review and improve processes to deliver an efficient and effective service to patients.
Define and manage to standard operating procedures (SOPs). To ensure that patients are treated with courtesy, dignity and respect
To contribute to the achievement of the Trust's local and national targets, by working with clinical teams and to support the Service Manager to undertake change management and service redesign.
Main duties of the job
- To ensure that rotas/timetables are published in a timely manner
- To ensure that rotas / timetables are managed in accordance with consultant job plans
- To schedule consultant activity with consideration of capacity and demand
- To schedule junior doctor activity including mandated Deanery and Foundation School requirements
- To be responsible for the on-call rotas for the surgical on call teams
- To be responsible for the line management of the entire team, including Consultants, Junior Doctors and A&C team
- To be responsible for the on-call rotas junior doctors based within Oral & Maxillofacial Surgery, including medical support works and Physicians Associate
- To ensure all on call rotas for junior doctors are EWD compliant
- To coordinate annual / study and sickness for the consultant and junior doctor teams
- To deal with initial stages of disciplinary action
About us
Why Work With Us
The Oral & Maxillofacial Surgery, Orthodontic and Restorative Dentistry departments consists of 6 Consultants and 7 SAS Doctors. These teams are supported by Specialist Dental Nurses, Junior Doctors and a Dental Hygienist.
Torbay and South Devon NHS Foundation Trust (Torbay Hospital) is a busy, successful and progressive hospital located on the English Riviera, South Devon's beautiful bay which is surrounded by stunning coast and countryside. We are famous for our award-winning beaches and vast countryside waiting for you to explore. The cities of Exeter and Plymouth are also close by with access to all major cities via excellent rail links. Opportunities for outdoor activities both on and off the water abound, with easy access to the neighbouring centres of Plymouth and Exeter.
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
- To ensure that all staff are kept up to date with any relevant information via regular meetings
- Communicate effectively in writing and verbally with:
Internal
- Consultants
- Nursing staff
- Medical Personnel
- Admin and Clerical staff
- Ancillary Staff
- Management
- Across the Trust
External
- Patients and Carers
- Members of the general public
- GP/GDP Practices
- Other Hospitals both in and out of the district
- Locum medical agencies
Planning and organisation
- To ensure that an efficient and effective secretarial and administrative support service is provided to the directorate and contribute to the adjustment of plans and escalate unresolved issues to the Service Manager.
- To participate in the recruitment and selection process, including assisting with shortlisting and take part in interview panels
- To assist with the induction for all clerical and medical staff, including training rotations
- To oversee and check that Choose & Book work lists are actioned daily
Responsibility for patient and client care
- To deal with the initial stages of grievance and disciplinary procedures
- To monitor stages of the Patient Tracking List (PTL) for exceptions and data quality where found any patient who is at risk of breaching 18RTT/Cancer pathways are to be proactively managed and if required escalate to the Practice Manager. Examples of these to include unrecorded outcomes, 2nd review letters and non-responders, patients waiting with no future events, patients treated within 0-7 days with incorrect outcomes entered.
- To monitor Cancer Tracking on Infoflex
- To investigate and respond to verbal complaints and assist with the investigation of written complaints
- To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patient services are identified and documented appropriately (including costing)
Policy and service responsibility
- To comply with the Trusts Patient Access Policy and ensure that the secretarial and administration staff adhere to the policy with specific regard to the recording of Referral to Treatment data
- To contribute to the development of Standard Operating Procedures, their implementation and continual review
Responsibility for supervision, leadership and management
- To facilitate and lead the implementation of ideas for service improvement within the remit of the role
- To oversee and organise staff deployment, dependent on the needs of the relevant director and to liaise with other Practice Managers on a regular basis
- To be responsible for over-seeing the management of secretarial and administration staff, including appraisal, annual leave, sickness absence, PDPs, work place risk assessments
- To be responsible for the management of medical leave, including annual leave, study leave and sickness absence.
- To train and coach staff to ensure compliance with standard operating procedures
- To over-see the secretarial and administration staff annual leave and sickness absence, ensuring that the Service Manager is kept informed of any issues
Information technology and administrative duties
- To attend meetings, as required, to take minutes, provide updates and ensure any changes are communicated and implemented within the Department
- To compile departmental timetables including annual leave cover for Junior Medical Staff
- Ensure completion of ESR for clerical staff and Manpower electronic timesheets for medical staff is done within timeframes each month
- Ensure Tempre is requested for all additional on-call payments for junior medical staff as and when required
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care.
- To ensure that all staff are kept up to date with any relevant information via regular meetings
- Communicate effectively in writing and verbally with:
Internal
- Consultants
- Nursing staff
- Medical Personnel
- Admin and Clerical staff
- Ancillary Staff
- Management
- Across the Trust
External
- Patients and Carers
- Members of the general public
- GP/GDP Practices
- Other Hospitals both in and out of the district
- Locum medical agencies
Planning and organisation
- To ensure that an efficient and effective secretarial and administrative support service is provided to the directorate and contribute to the adjustment of plans and escalate unresolved issues to the Service Manager.
- To participate in the recruitment and selection process, including assisting with shortlisting and take part in interview panels
- To assist with the induction for all clerical and medical staff, including training rotations
- To oversee and check that Choose & Book work lists are actioned daily
Responsibility for patient and client care
- To deal with the initial stages of grievance and disciplinary procedures
- To monitor stages of the Patient Tracking List (PTL) for exceptions and data quality where found any patient who is at risk of breaching 18RTT/Cancer pathways are to be proactively managed and if required escalate to the Practice Manager. Examples of these to include unrecorded outcomes, 2nd review letters and non-responders, patients waiting with no future events, patients treated within 0-7 days with incorrect outcomes entered.
- To monitor Cancer Tracking on Infoflex
- To investigate and respond to verbal complaints and assist with the investigation of written complaints
- To ensure that private, overseas and Scottish/Welsh and Northern Irish patients for out/in-patient services are identified and documented appropriately (including costing)
Policy and service responsibility
- To comply with the Trusts Patient Access Policy and ensure that the secretarial and administration staff adhere to the policy with specific regard to the recording of Referral to Treatment data
- To contribute to the development of Standard Operating Procedures, their implementation and continual review
Responsibility for supervision, leadership and management
- To facilitate and lead the implementation of ideas for service improvement within the remit of the role
- To oversee and organise staff deployment, dependent on the needs of the relevant director and to liaise with other Practice Managers on a regular basis
- To be responsible for over-seeing the management of secretarial and administration staff, including appraisal, annual leave, sickness absence, PDPs, work place risk assessments
- To be responsible for the management of medical leave, including annual leave, study leave and sickness absence.
- To train and coach staff to ensure compliance with standard operating procedures
- To over-see the secretarial and administration staff annual leave and sickness absence, ensuring that the Service Manager is kept informed of any issues
Information technology and administrative duties
- To attend meetings, as required, to take minutes, provide updates and ensure any changes are communicated and implemented within the Department
- To compile departmental timetables including annual leave cover for Junior Medical Staff
- Ensure completion of ESR for clerical staff and Manpower electronic timesheets for medical staff is done within timeframes each month
- Ensure Tempre is requested for all additional on-call payments for junior medical staff as and when required
Person Specification
Qualifications
Essential
- NVQ3 in Administration or equivalent
- Good level of general education
Desirable
- ILM Introductory Diploma in Management/ NVQ level 4 in Management
- Management qualification or relevant experience
Knowledge and Experience
Essential
- Proven relevant NHS supervisory experience
- Confident leadership skills and the ability to cope with complex situations
- Experience of change management
Desirable
- Understanding of RTT performance targets and waiting lists
- Understanding of Patient Tracking Lists (PTL) and Infoflex Tracking
- Knowledge of a range of patient computer software packages
Specific Skills
Essential
- Ability to communicate effectively with patients, relatives, and all grades of staff both verbally and in writing
- Excellent organisational skills
Desirable
- Negotiating, persuasive skills, tact and diplomacy
Person Specification
Qualifications
Essential
- NVQ3 in Administration or equivalent
- Good level of general education
Desirable
- ILM Introductory Diploma in Management/ NVQ level 4 in Management
- Management qualification or relevant experience
Knowledge and Experience
Essential
- Proven relevant NHS supervisory experience
- Confident leadership skills and the ability to cope with complex situations
- Experience of change management
Desirable
- Understanding of RTT performance targets and waiting lists
- Understanding of Patient Tracking Lists (PTL) and Infoflex Tracking
- Knowledge of a range of patient computer software packages
Specific Skills
Essential
- Ability to communicate effectively with patients, relatives, and all grades of staff both verbally and in writing
- Excellent organisational skills
Desirable
- Negotiating, persuasive skills, tact and diplomacy
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).
