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Detailed job description and main responsibilities

Service management support

 Support the Group service managers in managing various sections of service including arrangement of outpatient clinics and theatre lists.

Problem-solve all day-to-day management issues organising and reallocating work where situations change due to variations to the workload and staffing availability. 

Ensure effective processes and procedures are in place to monitor and track performance against agreed targets within the service. 

Exercise delegated authority on behalf of the service managers to resolve day-to-day management issues within the services. 

Support the analysis of data so clinicians and service management colleagues have access to timely and accurate information on key performance indicators.

To produce and publish the theatre schedule six weeks in advance taking into consideration consultant leave, annualisation commitments and waiting list demand.

Assisting the Service Managers, Waiting List Team and Theatres team in ensuring that all available theatre capacity is utilised effectively.

To prepare for and attend the weekly Theatre Utilisation meeting, record actions agreed at these meetings and track progress, liaising with staff as necessary to ensure actions are being carried out within agreed timeframes.

Liaising with relevant teams to create additional capacity to manage clinical workload, e.g. Obs and Gynae operating time.

Monitor clinic utilisation and work with service manager and outpatient teams to ensure capacity is meeting demand.

Support service managers in the review of patient waiting lists to meet internal reporting requirements.

Plan and organise the medical secretary service within the Group, setting the goals of the secretarial service in order to fit in with the demands of the consultants’ timetables and act as a first point of contact for day to day issues, including annual leave requests.

To provide service performance monitoring information in response to requests from

Clinicians and Managers for both regular and ad-hoc reports, utilising the tools in use for analysis and presentation.

To support the service managers in the production of documents required for internal reporting forums, to attend such forums and develop and maintain action logs on behalf of the service.

To support the provision of reports to both Group 9 and Trust meetings/ Executive boards as required.

Ensure the maintenance of accurate logs of activities undertaken by medical staff attracting additional pay elements.

Human Resources, vacancy control and staffing management

 Develop rotas in conjunction with Group Service Managers and maintain leave trackers to ensure up-to-date records are held in a central area to be accessible to all staff that require the information.

Ensure early escalation of potential significant staff shortages to the relevant Surgical

Service Manager and to jointly develop appropriate action plans to rectify problems, including proposing changes in processes and procedures.

Ensure that all leave and sickness is appropriately recorded and applied for according to due process. Monitor allocations and provide forward notice to staff with regards to managing their leave entitlement.

Carry out return to work interviews for straightforward absences, and support clinical supervisors by providing information and case tracking for more complex absences.

To develop new and maintain existing processes for medical staffing within the

Group, including leave requests and locum claims, ensuring they are tailored to specific needs.

To highlight and escalate where due process is not followed and to gain authorisation for exceptions from either the respective/ appropriate Service or General Manager.

To ensure the careful control and management of expenditure on agency medical staff in the Group, by assisting the Medical Workforce recruitment officer in the timely recruitment to vacancies and careful management of agency staff to minimise the hours utilised.

To work alongside the Service Managers to ensure rota gaps are identified and filled in a timely manner to support theatre utilisation and acute rotas.

Be responsible for the reporting of the expenditure on agency medical staff, ensuring with Group Service Managers, that this is within budget and that use of internal locums and bank are maximised to cover gaps wherever possible.

Application of knowledge

At all times the post holder should use their judgement, knowledge and experience to assess, plan, evaluate and monitor the appropriate interventions

Demonstrate proficiency in the use of a variety of software including Microsoft Office

(Word, Excel, Access).

To demonstrate a wide knowledge base and be proficient in the use of clinical and non-clinical systems used across the Trust, including Health Roster, iPM, ICE, Evolve/Viper, Extramed and MediViewer

To attend training and development activities to maximise skills, expertise and learning.

Undertake to attend relevant training courses, internal and external and participate in the Personal Development Plan (PDP).

Keep abreast of new information and developments published both locally and nationally regarding medical workforce planning and reporting requirements. To update relevant policies and procedures to reflect this and to ensure it is communicated effectively to relevant staff groups.

Gain an extensive knowledge of the Group; its structure, teams and working processes and to use this knowledge to apply their skills.

Communication

Effectively communicate with a multi-disciplinary group of people, demonstrating interpersonal skills when dealing with all levels of staff across the Trust, using persuasion, tact and reassurance where necessary.

Liaise with other departments and members of the Trust to ensure the smooth running of the Group office and to assisting the functioning of the team.

Influence, motivate and involve individuals and teams within the service to achieve necessary performance targets.

Deal with telephone calls related to the Group, ensuring that colleagues and patients are communicated with in a sensitive and effective manner and problems are dealt with promptly and efficiently. 

Handle confidential patient information and material in a sensitive and discrete fashion, in compliance with Trust policy and procedure. 

Participate in creating an environment conducive to the acquisition of further knowledge and skills.

Working closely with all members of Group adopting a visible approach to the role.

Attendance at appropriate clinical and senior team meetings is expected.

Any other duties

 To provide support and cross-cover for other members of the Group management team.

Undertake any other duties relevant to the purpose of the post.