Assistant Service Manager - Women's Health

Detailed job description and main responsibilities

Main Duties and Responsibilities

People Management

·       Responsible for the line management of the admin and secretarial function.  To cross cover key components of the role of Service Manager when on leave.

·       Support in formal HR management procedures in line with trust policies.

·       Responsible for recruitment and selection.

·       Responsible for ensuring staff induction programs are established and that staff have been briefed in Trust and Departmental policies, systems and procedures, health and safety issues.

·       Responsible for ensuring that the department mandatory training record is up to date.

·       Responsible for ensuring that cover is provided for the department in the event of leave or other absence, contracting in temporary staff as necessary and that the department is adequately covered during break periods.

·       Ensure that staff sickness and absences are recorded promptly using the Trusts’ reporting tool.

·       Facilitate Departmental Team Meetings and staff supervision on a regular basis.

·       Set objectives and review performance of staff using agreed KSF outlines identifying individual training and development needs and promote continuing personal and professional development

Performance

·       Exercise delegated authority on behalf of the clinical lead to resolve day-today management issues for all aspects of the patient pathway.

·       Work with the clinical and admin teams to monitor, investigate and report on breaches of RTT waiting times to the Service Manager and Clinical Lead. Ensure that any near breaches are escalated to the Service Manager promptly.

·       Ensure effective processes and procedures are in place to monitor and track performance within the service against the performance contract with particular focus on ensuring there is sufficient capacity to achieve the 18 week and cancer targets; 62 and 28 FDS.

·       Ensure that service, divisional and Trust information systems are updated accurately in line with RTT 18 week requirements.

·       Manage the analysis of data so that clinical leads and the management team have access to timely and accurate information on all key performance indicators. This will also include agreeing indicators and developing mechanisms for their measurement.

·       To work with the admissions team to ensure that theatre capacity is utilised effectively and in accordance with agreed standard operating procedures.

Finance Management

·       Manage and monitor performance so that the service meets financial operating targets.

·       Manage the administrative pay and non-pay budget within the service ensuring that expenditure is within agreed limits and that the clinical lead remains informed of issues. Support the lead nurse and clinical leads in managing non pay across the service, including high cost consumables.

·       Work together with the finance department and clinical team on cost improvement.

·       Contribute to business planning for the care group.

·       First approval level for administrative sprinter orders.

Strategy and Planning

·       Take an active role in facilitating and implementing strategic developments and service improvements initiatives within the Trust including work on outpatient transformation.

·       Initiate and implement local policies and guidelines.

·       Ensure that the waiting lists are managed in accordance with the Trust Policies and that national and local waiting time targets are met.

·       Lead on other Trust performance standards are met such as readmission and cancellation rates

·       Ensure that all data quality targets are consistently met

·       Work with others to produce accurate, high quality business cases for service developments.

Data and information management

·       Lead on improving data quality and ensure that information provided to enable the department to meet all deadline for timelines and quality.

·       Responsible for producing, analysing, validating and distributing monthly performance data, both for the Care Group and other groups. Ensure data is available on time and distributed to the relevant authorities.

·       Represent the department at performance meetings in conjunction with the Management Team as appropriate, e.g. PTL Meeting, Cancer Delivery Group

·       Play an active role in developing and maintaining external relationships with key stakeholders such as GPs, external referrers and commissioners.

·       Establish and maintain a comprehensive manpower/sickness absence monitoring system for all staff.

General

·       Complete ad hoc tasks and projects as requested by the senior management team.

·       Work with other Departments and Divisions to foster strong supportive relationships and support the achievement of overall Trust Objectives.

·       The post holder will ensure acceptable standards of data protection are maintained in accordance with the Data Protection Act and will comply with all Trust Policies and Departmental policies and procedures.

·       The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in the addition to the specific risk management of clinical governance accountabilities associated with the post.

·       To observe the rules, policies, procedures and standards of King’s College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.

·       To observe and maintain strict confidentiality of personal information relating to patients and staff.

·       To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

• To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.
• We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.
• At King’s we are a kind, respectful team:

Kind. We show compassion and understanding and bring a positive attitude to our work

Respectful. We promote equality, are inclusive and honest, speaking up when needed

Team. We support each other, communicate openly, and are reassuringly professional

• To observe and maintain strict confidentiality of personal information relating to patients and staff.
• To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.
• This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.
• All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.
• Everyone is responsible for promoting inclusion no matter their role or team. At King’s, we want to create an environment where everyone feels valued, respected and welcomed

Safeguarding

The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibility to support the organisation in our duties by;

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• attending mandatory training on safeguarding children and adults
• familiarising themselves with the Trust's processes for reporting concerns 
• reporting any safeguarding child or adult concerns appropriately

Infection Control Statement

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training.  These standards must be strictly complied with at all times.