Junior Service Manager | Bedfordshire Hospitals NHS Foundation Trust
| Posting date: | 24 April 2024 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £28,407 - £34,581 per annum |
| Hours: | Full time |
| Closing date: | 24 May 2024 |
| Location: | Bedford, MK42 9DJ |
| Company: | Bedfordshire Hospitals NHS Foundation Trust |
| Job type: | Permanent |
| Job reference: | 6231252/418-COR1252-JW |
Summary
To be responsible to the Group 9 Service Managers for the delivery and support the following Group functions:
• Support the Service Managers and clinical service lines on a day-to-day basis.
• Managing and co-ordinating the medical workforce within the Group 9 specialties
• Work alongside the medical staffing team to ensure all level of medical rotas meet service need
• To develop, implement and maintain robust systems and processes for managing the medical workforce within Group 9
• Managing the review and approval of timesheets and extra duty claims
• To work with finance and human resources to regularly reconcile actual to planned expenditure and to ensure accurate payment of medical staff.
• Development and maintenance of action logs for executive service line reviews and service line business meetings
• To be responsible for the day to day co-ordination of the Theatre schedule within the group specialties
• To maintain service delivery timetables to ensure all clinical requirements can be met
Please see the attached job description and person specification.
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post. Travel between hospital sites may be required.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Service management support
Support the Group service managers in managing various sections of service including arrangement of outpatient clinics and theatre lists.
Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the workload and staffing availability.
Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service.
Exercise delegated authority on behalf of the service managers to resolve day-to-day management issues within the services.
Support the analysis of data so clinicians and service management colleagues have access to timely and accurate information on key performance indicators.
To produce and publish the theatre schedule six weeks in advance taking into consideration consultant leave, annualisation commitments and waiting list demand.
Assisting the Service Managers, Waiting List Team and Theatres team in ensuring that all available theatre capacity is utilised effectively.
To prepare for and attend the weekly Theatre Utilisation meeting, record actions agreed at these meetings and track progress, liaising with staff as necessary to ensure actions are being carried out within agreed timeframes.
Liaising with relevant teams to create additional capacity to manage clinical workload, e.g. Obs and Gynae operating time.
Monitor clinic utilisation and work with service manager and outpatient teams to ensure capacity is meeting demand.
Support service managers in the review of patient waiting lists to meet internal reporting requirements.
Plan and organise the medical secretary service within the Group, setting the goals of the secretarial service in order to fit in with the demands of the consultants’ timetables and act as a first point of contact for day to day issues, including annual leave requests.
To provide service performance monitoring information in response to requests from
Clinicians and Managers for both regular and ad-hoc reports, utilising the tools in use for analysis and presentation.
To support the service managers in the production of documents required for internal reporting forums, to attend such forums and develop and maintain action logs on behalf of the service.
To support the provision of reports to both Group 9 and Trust meetings/ Executive boards as required.
Ensure the maintenance of accurate logs of activities undertaken by medical staff attracting additional pay elements.
Human Resources, vacancy control and staffing management
Develop rotas in conjunction with Group Service Managers and maintain leave trackers to ensure up-to-date records are held in a central area to be accessible to all staff that require the information.
Ensure early escalation of potential significant staff shortages to the relevant Surgical
Service Manager and to jointly develop appropriate action plans to rectify problems, including proposing changes in processes and procedures.
Ensure that all leave and sickness is appropriately recorded and applied for according to due process. Monitor allocations and provide forward notice to staff with regards to managing their leave entitlement.
Carry out return to work interviews for straightforward absences, and support clinical supervisors by providing information and case tracking for more complex absences.
To develop new and maintain existing processes for medical staffing within the
Group, including leave requests and locum claims, ensuring they are tailored to specific needs.
To highlight and escalate where due process is not followed and to gain authorisation for exceptions from either the respective/ appropriate Service or General Manager.
To ensure the careful control and management of expenditure on agency medical staff in the Group, by assisting the Medical Workforce recruitment officer in the timely recruitment to vacancies and careful management of agency staff to minimise the hours utilised.
To work alongside the Service Managers to ensure rota gaps are identified and filled in a timely manner to support theatre utilisation and acute rotas.
Be responsible for the reporting of the expenditure on agency medical staff, ensuring with Group Service Managers, that this is within budget and that use of internal locums and bank are maximised to cover gaps wherever possible.
Application of knowledge
At all times the post holder should use their judgement, knowledge and experience to assess, plan, evaluate and monitor the appropriate interventions
Demonstrate proficiency in the use of a variety of software including Microsoft Office
(Word, Excel, Access).
To demonstrate a wide knowledge base and be proficient in the use of clinical and non-clinical systems used across the Trust, including Health Roster, iPM, ICE, Evolve/Viper, Extramed and MediViewer
To attend training and development activities to maximise skills, expertise and learning.
Undertake to attend relevant training courses, internal and external and participate in the Personal Development Plan (PDP).
Keep abreast of new information and developments published both locally and nationally regarding medical workforce planning and reporting requirements. To update relevant policies and procedures to reflect this and to ensure it is communicated effectively to relevant staff groups.
Gain an extensive knowledge of the Group; its structure, teams and working processes and to use this knowledge to apply their skills.
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 Group 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 Group, ensuring that colleagues and patients 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.
Participate in creating an environment conducive to the acquisition of further knowledge and skills.
Working closely with all members of Group adopting a visible approach to the role.
Attendance at appropriate clinical and senior team meetings is expected.
Any other duties
To provide support and cross-cover for other members of the Group management team.
Undertake any other duties relevant to the purpose of the post.
This advert closes on Saturday 4 May 2024