Management of Services To take a lead role in the management and delivery of all clinics within the service area ensuring effective day to day operational management in accordance with best utilisation of staff and accommodation. To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans. To evaluate and plan to ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover. To deputise for manager during periods of annual leave and occasionally at delegated meetings.
To ensure that referral management and appointment processes are efficient, co-ordinated, and compliant with organisational policy. Be proactive and propose, develop and implement ideas and new processes for improvement in the way the service is delivered. Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented. Take responsibility for ensuring that internal and external communication systems are fit for purpose.
To provide a range of non-clinical advice & information about the Service to service users and external agencies. To ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. To investigate those relating to own admin team. Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate.
To manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available. To arrange, produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary. To analyse data to enable managers to monitor budgets and performance in relation to business support function. Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager.
Ensure that the corporate support function complies with all PCH policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding. To manage own time and workload working autonomously and flexibly. To manage specific projects and information systems/databases as requested by the service manager and provide updates on progress. Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken.
Ensure that fire safety policies are adhered to within the service area. Organise data collection to support research and development. Staff management & development To have operational leadership and daily management responsibility for relevant administrative staff including recruitment, performance management, absence management, risk assessments disciplinary, training & appraisal. To manage & chair regular meetings with administrative staff within service area.
To develop workforce by providing induction, in-post training and updates for relevant staff. Financial management To authorise orders and payments in accordance with business processes. To contribute to the management of the cost-effective use of departmental resources including the ordering of stock and undertaking cost improvement programmes within the service. To be a delegated budget holder for specific area of responsibility ensuring expenditure is within agreed limits and that senior manager remains informed of related issues.
Please see attached the full Job description and persons specification.
