Operational support manager

The closing date is 8th Dec 2024 Anticipated Interview date(s) 20/12/24 

Job summary

The post holder will provide day to day management, recruitment, training and leadership to the administration team and will play a key role in the development of the administration service to streamline processes. This will include monitoring adherence to Trust targets and policies, auditing workloads, overseeing appraisals, sickness absence monitoring and performance management.

The post holder will manage the specialties PTL on a weekly basis, join the PTL meetings and provide all necessary updates. They will also manage the DM01 return for the specialty, if appropriate. The post holder will closely monitor and put improvement plans in place for all KPIs including clinic utilisation and DNA rates

The post holder will be expected to work across both acute sites at times as the need arises which will depend on the speciality area and its specific management structure

Main duties, tasks & skills required

The post holder will provide operational support to the Service Manager ensuring that all medical administrative staff are complying with RTT (Referral to Treatment) national and local guidelines

Have autonomy to review the process for those patients who cancel their outpatient appointments on 2 or more occasions, liaising with clinicians where appropriate to determine the appropriate next step in the patient's care.

Support demand and capacity modelling as required for service planning and development

Provide supervision and directly line manage administration staff, provide training within own area of work. Manage workload variations on a day-to-day basis and prioritise and reallocate work as required

About us

As an organisation, the NHS offers a wide range of benefits including flexible working, fantastic pension contributions, market leading annual leave allowance, career progression and regular conversations, not to mention our Blue Light Card and NHS exclusive discounts.

The benefits of working in Somerset include the idyllic countryside, with our areas of outstanding beauty and stunning coastlines. You will get to enjoy these perks whilst still only being a stone's throw away from bustling city centres like Bristol, Bath and Exeter and only two hours away from London.

There are excellent educational facilities in the area and, when compared to other regions, house prices are reasonable. You will to experience the best of both in Somerset, the countryside and the cosmopolitan -- there is truly something for everyone! 

Job description

Please see attached Job Description & Person Specification for further details of duties and responsibilities 

Person specification

Qualifications

Essential

Educated to degree level or have equivalent experience

Can demonstrate working background in managing/supervising staff

AMSPAR or British Society of Medical Secretaries Certificate -- includes medical terminology or anatomy

Must be able to communicate in English Language, both written and verbally appropriate to the post

Level III typing qualification or equivalent experience

ILM 3 Leadership and Management, or equivalent (or be prepared to work towards)

ECDL (or equivalent) which show full knowledge of Microsoft Office Suite

Experience

Essential

Demonstrative experience within a management role, ideally within the NHS, monitoring and managing performance, development and overseeing compliance with organisational policies and performance indicators

Evidence of prioritising workloads/good time management

Proven experience of working well as part of a team

Recruitment, induction, appraisal, sickness monitoring

Change management, role redesign, project mapping and report writing

Conflict management

Annual leave calculating/planning

Budget reading/monitoring to level of being able to understand finance spreadsheets

Additional Criteria

Essential

Advanced working knowledge of Microsoft office suite, including word, excel, outlook and PowerPoint.

Knowledge of medical terminology

Working knowledge of in-house hospital systems

Knowledge of business case procedures and experience in writing/contributing to business case/capital bids

Knowledge of Trust PAL's/Complaints Procedures

Budgeting knowledge: able to understand finance budget spreadsheets, predict and plan under and overspends

Procedural and policy knowledge to enable staff team briefing, induction and information sharing

Project management/monitoring and overseeing change management

Information Governance

Ability to drive

Disclosure and Barring Service Check

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