Previous applicants need not apply
The Abdominal Medical and Surgery CSU are seeking to recruit a full time (37.5 hours) permanent, highly motivated, and enthusiastic Assistant Business Manager to join our team in Leeds. Abdominal Medicine and Surgery is the largest CSU in the Trust and we aim to deliver the highest quality service for our patients. We are committed to working in line with the values described in the Leeds way to make work rewarding as well as challenging.Main duties of the job
This role will involve leading a large team to meet performance targets with regards to cancer targets, 18 weeks and 78 week RTT. The successful candidate should have knowledge of the Leeds Teaching Hospitals Access Policy and be able to apply this to patients on the waiting list. There will be all aspects of HR and staff management within this role so previous experience within these areas would be beneficial. We are looking for someone who is enthusiastic and proactive with regards to quality and service improvements. There will be aspects of pulling data and presenting in weekly meetings to the senior management team with regards to the service position. This role will be part of a large team and have the of support two Business Managers.About us
Leeds Teaching Hospitals NHS Trust is part of the West Yorkshire Association of Acute Trusts (WYAAT), a collaborative of the NHS hospital trusts from across West Yorkshire and Harrogate working together to provide the best possible care for our patients.
By bringing together the wide range of skills and expertise across West Yorkshire and Harrogate we are working differently, innovating and driving forward change to deliver the highest quality care. By working for Leeds Teaching Hospitals NHS Trust this is your opportunity to be a part of that change.
Our values are part of what make us different from other trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are:
Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions.Job descriptionJob responsibilities
CORE BEHAVIOURS AND SKILLS
The post-holder is expected to be an enthusiastic individual, able to champion services within the Leeds Teaching Hospitals Trust. The post holder will have a determination to ensure the Trust meets national targets, quality measures and other initiatives. The post holder will have a commitment to both strategic overview and operational detail to ensure all standards and objectives are met. The post holder will be open to gathering information on issues which relate to all teams and be willing to share this information with others.
The post-holder will be a supportive manager for the Business Unit Team and proactively offer professional line management support to administrative staff and other managers and healthcare professionals requiring or seeking support.
The post holder must be able to work on his/her own initiative, taking responsibility for making appropriate decisions and actively seeking out opportunities for involvement in the agenda within the Trust. The post holder will also work as part of a team, providing leadership and creating a team approach to the collaborative delivery of objectives. The post holder will work closely with the CSU Team to ensure the Trusts agenda is developed appropriately. The post-holder will be expected to display a supportive/facilitative role to meet national imperatives or local improvements in service delivery.
The post holder will have the ability to balance local needs with national priorities and be able to assess, understand and manage competing priorities of the organisations and individuals
CORE KNOWLEDGE AND UNDERSTANDING
The post holder should have excellent written and verbal communication skills and the credibility to facilitate relationships with colleagues and
senior medical staff. A self-starter capable of working on own initiative he/she should be able to work with a wide range of staff from different specialties.
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
Lead the CSU Administration Team, taking responsibility for the work produced through the offices.
Devise, develop and implement staff reviews and other manpower planning strategies.
Ensure key objectives are met as agreed.
Facilitate regular administration team meetings to maintain effective communication.
Agree with each member of staff personal objectives following an annual appraisal and organise training where appropriate.
Monitor individual progress against these objectives, offering direction and support where necessary.
Ensure accurate records are kept in the service area.
The post holder will be responsible for managing sickness, attendance, conduct, performance and any disciplinary issues and taking these to hearings within Trust Policies.
Ensure that the appropriate recruitment and selection of staff takes place.
Be responsible for collating personnel information on the team and submit personnel data as required.
Ensure that staff within their responsibility undertake and maintain mandatory training as indicated within Trust Policy.
There is a requirement for cross site working.
Monitor the departmental budget, pay and non pay for all non clinical
Services as delegated by the Business Manager for the Business Unit Purchasing and authorising expenditure on non clinical items where required.
Authorise and process expenses for over 200 medical staff in the department.
Help plan, evaluate and recommend the use of resources within the department.
Monitor and use administrative/non clinical resources appropriately.
Authorise team members time sheets/holidays as required.
Oversee and monitor the non clinical supplies ordering and procurement as delegated ensuring value for money.
Assist in non clinical risk management working within the risk management policy. Undertaking annual audits and making improvements where required.
Evaluate, prioritise and review demands of the service and monitor capacity to deliver making changes to the processes where necessary.
Work within Trust policies, procedures and guidelines.
Working with Human Resources to ensure that the appropriate recruitment and selection of medical staff takes place. Monitoring medical staff sickness developing a reporting mechanism for Salaries & Wages.
Help to develop, monitor, evaluate and review service delivery working collaboratively with the CSU Manager, Service Manager, Business Manager, Matrons, Theatre Managers and senior medical colleagues.
Work closely with Theatres to ensure the delivery of a safe and efficient service.
Maintain the link between this team and other CSUs.
Undertake reviews of the service as required to ensure the most appropriate pathway is adopted.
With the, Service Manager and Business Manager undertake service development and support the senior team in planning support for corporate aims and objectives.
identifying opportunities in conjunction with the CSU Managers to improve
Make recommendations to raise standards of service delivery
Develop and maintain communication between AMS and other CSUs
Establish systems to ensure that the dissemination of information flows freely between Theatres & Anaesthetics and the service users.
Work closely with the Surgical team, developing a cohesive strategy for communicating to all relevant staff across the Trust.
Produce data/activity and statistical reports to a high standard as required by the manager.
Ensure high standards of administrative record keeping in the department..
Produce data for the performance and management of activity...
Be responsible for providing reports on a variety of issues pertaining to Anaesthetic services and presenting these at relevant meetings as required.
Collate information and disseminate as required.
Ensure that the Theatre Management System is kept up to date and that the information is accurate.
Participate in Corporate Scheduling Meetings.
Health and Safety/Risk Management
All staff are responsible for working with their colleagues to maintain and improve the quality of services provided to our patients and other service users. This includes complying at all times with the Leeds Teaching Hospitals NHS Trust Policies, including Health and Safety policies, in particular by following agreed safe working procedures, and reporting incidents using the Trust Incident Reporting system.
The jobholder must comply at all times with the Leeds Teaching Hospitals NHS Trust Infection Control policies, in particular by practising Universal Infection Control Precautions. Hand hygiene must be performed before and after contact with patients and their environment.
Equality and Diversity
The jobholder must comply with all policies and procedures designed to ensure equality of employment and that services are delivered in ways that meet the individual needs of patients and their families. No person whether they are staff, patient or visitor should receive less favourable treatment because of their gender, ethnic origin, age, disability, sexual orientation, religion etc.
Patient and Public Involvement
The Trust has a statutory duty to involve patients and public in evaluating and planning services. All staff have a responsibility to listen to the views of patients and to contribute to service improvements based on patient feedback.
Training and Personal Development Continuous Professional Development
The jobholder must take responsibility in agreement with his/her line manager for his/her own personal development by ensuring that Continuous Professional Development remains a priority. The jobholder will undertake all mandatory training required for the role.
Respect for Patient Confidentiality
The jobholder should respect patient confidentiality at all times and not divulge patient information unless sanctioned by the requirements of the role.
COMMUNICATION & WORKING RELATIONSHIPS
The post holder will display a high level of communication skills with members of the Surgical Oncology Team establishing appropriate processes to ensure the effective and smooth running of the team. The post holder will also be expected to establish effective systems of communication across the trust management divisions and beyond the trust, crossing organisational boundaries to enable a co-ordinated approach to the delivery of the service.
SPECIAL WORKING CONDITIONS
i) PHYSICAL EFFORT:
Sitting at work station for long periods of time
Accuracy in data entry and document production
ii) MENTAL EFFORT:
The post holder is expected to report on many surgical related issues. This can mean prolonged concentration for report writing, two or three times a week at least. Participating in key meetings (one or more/week on average) also requires considerable mental effort.
Frequent mental effort is required in managing multiple priorities.
Resolving rota and scheduling problems requiring prolonged and intense concentration to identify solutions.
iii) EMOTIONAL EFFORT:
As a manager of a team of staff who is also professionally responsible there is the possibility that they may be required to lead personnel discussions etc. Carry out staff consultations due to the re-configuration of services which may require support staff during the transition.
Direct management of staff dealing with conflict, staff moral, conduct and discipline.
iv) WORKING CONDITIONS:
Regular use of a keyboard and VDU while being subjected to constant interruption.
Exposure to infrequent episodes of aggression and over assertive behaviour from service users.
The post holder may be required to travel between hospital sites.Person SpecificationQualificationsEssential
- Good standard of education to minimum of GCSE Level
- Willing to undergo additional training
- Knowledge of patient administration processes
- Experience of managing staff and HR processes
- Experience of managing waiting lists
- Knowledge of IT - able to use IT Systems, or be willing to learn
- Experience using LTHT systems
- Understanding of LTHT policies and processes
- Service development or implementation of change
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