Occupational Health Service Manager

Detailed job description and main responsibilities

KEY RESULT AREAS

 Operational and Rota Management

• Oversee the day-to-day operations of the Occupational Health service, ensuring effective service delivery.
• Manage staff rotas using the HealthRoster system, ensuring that shifts are covered, compliance with working time regulations, and efficient use of resources.
• Provide regular reports and analysis on staffing levels, workload, and service performance.
• Help maintain and update clinical software and necessary operational tools and systems used (excel, Cority, Microsoft/Visio/MS Forms).
• Responsible for planning short, medium to long term and adjusting/monitoring/delivering and evaluating throughout this process.
• Under the direction of the Business Manager, to bring forward to the Senior Management Team budget proposals to enable the delivery of service plans and which reflect appropriate value for money.
• Ensure effective systems of communication are in place and utilised.
• Ensure robust systems of performance management of staff are in place.

·         Where required, to manage relevant staff within service areas in such a way that contracts and     targets are delivered.

·         To ensure that sickness absence for staff that report to this post is managed appropriately and in line with the Trust’s Sickness Absence Policy

Contract and External Engagement

• Oversee and support on the management of external contracts, maintaining effective relationships with clients, service providers, and partner organizations.
• Ensure that contractual obligations are met and work collaboratively with stakeholders to improve service delivery.
• Engage with stakeholders to discuss areas of under or over performance against contract KPI’s. This requires considerable intuition and often a pragmatic approach and engaging with stakeholders with a limited Occupational Health knowledge.
• Influence/negotiate/motivate internal stakeholders and external partners.
• Communicating information that others may not necessarily understand and adapt their communication style to suit.
• Arranging and attendance at Contract management meetings and maintaining a comprehensive Contract log for internal stakeholders
• Take responsibility for monitoring and reporting contract performance.

·         To work proactively to ensure collaborative and effective relationships within the service and between the service and other services and teams, whether within or outside the CMG (and within and outside the Trust where appropriate.)

·         To analyse, monitor and manage patient activity and other service performance in a way that  complies with KPI’s, and local targets.

·         To monitor closely contracts and targets to enable proactive and timely actions, liaising with the Business Manager or Senior Management team as appropriate.

·         To produce reports on financial, contractual and performance as necessary.

Stock Control and Procurement

• Oversee the management of stock control and supplies, ensuring that the Occupational Health department is adequately resourced.
• Work with the procurement team to ensure timely ordering and cost-effective stock management.

·         To be responsible for any specific budget areas delegated by the Business Manager and to support  the Business Manager in co-ordinating budgets and financial plans for the services.

·         To work in collaboration with all staff in the service area/s to ensure that the business plans are  fulfilled and that there is adherence to the budget.

Training and Development Coordination

• Manage approvals for staff training, courses, and study leave, ensuring they align with service needs and professional development goals.
• Support the development and implementation of training programs for new and existing staff.
• Deliver and devise new training requirements.
• To lead on or support new regional or local initiatives

Service Delivery & Development

• Work collaboratively and contribute and identify to the strategic development of the Occupational Health service, working with the senior leadership team to identify areas for improvement and development. Where necessary producing business cases for consideration of Trust governance processes.
• Support the Business Manager and Head Nurse and deputise for them in their absence.
• Take a proactive approach in implementing changes that enhance service delivery, staff experience, and patient outcomes.
• Reports on performance management relating to targets, operational activities and makes presentations using a range of information from a variety of sources.
• Negotiate with internal or external bodies or agencies e.g. contracts and/or SLA’s.
• Resolving complex contract management issues, dealing with sensitive issues e.g. complaints re waiting times or appointments.
• Uses highly developed negotiating, influencing and persuasive skills in order to communicate multi stranded and highly sensitive business/service information e.g. organisation redesign/change, discontinuation of service.
• Negotiates and as appropriate, lead on and evaluate complex business plans and service developments with co-ordination across services/agencies including consideration of wider service impacts, dealing with challenges regarding e.g. patient pathways or with reluctant stakeholders.

• Undertaking root cause analysis, ensuring any preventative or corrective actions are carried out, and identify trends/lessons learned and implement continuous improvement initiatives.
• Be a key part of the delivery and creation of using new methods of stakeholder engagement and training, including using Intranet and Website development.
• Promote clinical information for benchmarking and audit to improve the patient experience.

Flu Campaign

• Contribute to the Trust’s annual flu vaccination campaign, ensuring efficient delivery and maximum coverage.
• Collaborate with internal teams and external partners to meet campaign targets and regulatory requirements

Premises and Building Management

• Oversee the day-to-day management of the Occupational Health premises, ensuring any building-related issues are promptly addressed.
• Lead on logistical planning for new premises or relocation projects, minimizing disruption to service delivery.

Quality Assurance and Compliance:

• Ensure all services comply with relevant NHS policies, procedures, and regulatory standards.
• Support on the preparation for internal and external audits, ensuring that quality assurance processes are adhered to and data is available to support these processes.
• Dealing with patient complaints.

·         Participate as appropriate in the proper investigation of patient complaints or complaints from other users of the service, drafting of responses as necessary and taking identified corrective actions.

·         Promote a culture in which multi-disciplinary teams strive for continuous quality improvement by recording and learning from mistakes and complaints.

·         Support the education of staff by encouraging learning from complaints to ensure the highest quality of patient care is delivered.

• Support the systems of incident reporting and education of staff following incidents and adverse events.

·         Support the Business Manager and Head Nurse to provide assurance that the service is providing the best quality      of   patient care in line with SEQOHS standards.

• Support the  Senior Management Team to implement systems and processes to be able to provide assurance to the SMT that the service  meets or exceeds the relevant SEQOHS) Standards for registration and continues to comply with licensing requirements and local targets.
• Support the Service and Head of Service to maintain a systematic approach to handling patient complaints to ensure that these are resolved in accordance with Trust and SEQOHS guidelines.

·         Support the Head Nurse to ensure that patient safety is at the centre of the services  delivery   of patient services.

·       Help ensure that within the service, governance and risk management are seen to be everyone’s responsibility.

Maintain effective systems to record and monitor governance and risk information.

Strategic Direction:

• Undertake complex scoping and research of peer competitors for process and benchmarking standards to support with service improvement.
• Participate in benchmarking, policy setting and review to ensure standards are maintained and  reviewed.

• Support the Senior Management Team in all aspects of the strategic direction of the service including formulating plans and attending meetings and sometimes deputising for the Heads of services.

Diary and Event Management

• Coordinate the diaries of senior staff, managing appointments, meetings, and key deadlines.
• Take responsibility for planning timelines for key contracts, recruitment campaigns, and service development projects.

SEQOHS Accreditation

• Support the service in maintaining and enhancing SEQOHS accreditation.
• Participate actively with audit preparations and ensure compliance with relevant standards and regulations.
• Help make the case for resources where necessary for submission to the CMG to deliver on SEQOHS standards, including relevant clinical audit activity

·         Support the Head Nurse in ensuring that the service employs robust risk management and systems for clinical quality and safety improvement.

GENERAL

This job description indicates the main functions and responsibilities of the post. It is not intended to be a complete list. You may be required to undertake other duties from time to time as we may reasonably require. Ability to work flexibly to meet service demands.

Occasional travel may be required to meet with external contract partners or attend off-site meetings.

You will be required to maintain compliance with all statutory and mandatory training requirements.

The link to the Trust’s policies and procedures is:

https://secure.library.leicestershospitals.nhs.uk/PAGL/SitePages/Home.aspx