Description
The role of Assistant Service Manager is a practical one and the post holder will work as part of the management team responsible for the division.
The post holder will be responsible for a number of key areas. Firstly, they will work closely with the divisional management team in the operational management of its clinical services. Within the management of the division, they will have a role in operational management and also in the management of staff.
The division aims to provide high quality clinical care across all its services. Short outpatient waiting times are key to the provision of high quality services. The Assistant Service Manager will lead on the review and reporting of outpatient waiting times within the division. The post holder will ensure managers are provided with regular and up to date information about outpatient waiting times through the provision of regular reports. Service Managers will use the information provided to decide on the appropriate course of action. Where extra clinics or lists are deemed necessary, it will be the responsibility of the Assistant Services Manager to coordinate these resources. This function is key to supporting the Trust to achieve the national access targets, including 18 week Referral to Treatment target and the Cancer Waiting Times Standards.
Main duties of the job
- Monitor outpatient PTLs, waiting times and appointment slot issues (ASIs), coordinating overbookings and additional clinics.
- Coordinate extra outpatient clinics, ensuring clinical, administrative, nursing, room and diagnostic resources are available.
- Maintain accurate logs of extra clinics, Extra Duty Forms and additional duties on HealthRoster, ensuring timely submission and payment.
- Oversee diagnostic validation, planned leave, clinic and theatre cancellations, and suspected cancer referral escalations.
- Produce monthly specialty reports, attend and minute service and Divisional Management Team meetings.
- Line manage and support administrative managers and teams, ensuring adequate staffing, budgetary control, performance against targets, staff development, induction and appraisals.
- Coordinate timely management, updating and closure of DATIX incidents in liaison with service managers and clinicians.
- Support resolution of PALS enquiries, complaint responses, Root Cause Analyses and Serious Incident Reports.
- Monitor diagnostic validation, Advice and Guidance requests, and outstanding EPR tasks.
- Review Not Checked Out, Incomplete Discharge Summary, Multiple Follow-Up Appointment and Clinic Cancellation reports, escalating issues and ensuring timely action.
- Support divisional audits and maintain data quality to minimise clinical, operational and financial risks.
Benefits
- Competitive salary: £47,951 to £56,863 a year pro rata p.a. inc.
- Fixed term contract for 9 months
- Full-time position
Person Specification
- Education / Qualifications: University degree in a relevant discipline OR equivalent certificate/diploma in management/leadership or equivalent experience. IT courses completed in Excel and Access or equivalent experience.
- Skills/ Abilities: Prioritise workload, multi task and work to tight deadlines under pressure. Excellent interpersonal skills and the ability to engage and motivate clinical teams. Team work and leadership skills. Excellent IT skills including Outlook, Word, Excel and Access.
- Experience: Experienced administrator. Experience of operational management. Involvement in audit/ research with demonstrated effect. Working within a multi-disciplinary team.