GI Surgery Out-patient Support Manager

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Job Overview
The support manager is responsible for the line management of administrative staff, ensuring effective booking processes for outpatient services and compliance with RTT processes. This involves ensuring that policies and protocols relating to patient management are in place; enabling effective patient treatment according to both clinical priorities and government targets, whilst maximising the efficiency of the team. The role also ensures effective management of capacity and resources (clinic space and staffing) for planned care. To co-ordinate with the fast-track team in cancer services to enable 2 week wait patients are booked within breach. You will be part of the Single Point of Contact (SPOC) Rota for the Division.

Main duties of the job

• Day to day management of administrative and secretarial teams within GI Surgery.
• To ensure agreed policies and protocols relating to outpatient management are in place and utilised within the service to ensure an effective and efficient service able to treat patients according to clinical priority, Government targets and contractual requirements.
• To ensure proficient management of clinic and theatre utilisation and other targets such as DNA rates and waiting times.
• To ensure all administrative staff involved in outpatient management are aware of and work within the protocols agreed by North Bristol Trust.
• To ensure deadlines for typing and sending letters are met.
• To arrange/implement training sessions as necessary for administrative staff.
• To meet on a regular basis with the clerical staff responsible for booking inpatient and outpatient appointments, to offer support and identify and resolve capacity issues.
• To ensure processes are in place for the early identification of problems relating to the management of the waiting outpatients and inpatients lists.
• To meet on a regular basis with the Performance Manager and General Manager to discuss issues relating to the management of waiting lists and outpatient capacity and formulate the strategic direction of the services.

Working for our organisation

North Bristol NHS Trust employs over 12,000 staff providing healthcare to the residents of Bristol, South Gloucestershire and North Somerset from our award-winning hospital building at Southmead. We are the regional Major Trauma Centre, and an internationally recognised centre of excellence in a range of services and major specialities. Our vision is that by enabling our teams to be the best that they can be, we will provide exceptional healthcare, personally delivered.

North Bristol NHS Trust values all people as individuals. We aim to be an anti-discriminatory organisation and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We welcome applicants from all underrepresented groups.

Detailed Job Description And Main Responsibilities
To update the Management team of the outpatient waiting list position and identify any current or potential issues.

To support the validation of all pathways by the required monthly deadlines, including management of 'catchable' breaches.

To investigate and respond to departmental complaints and concerns, including lessons learned and action plans for improvement.

To attend meetings, training and briefing sessions appropriate to the role and take notes as required for feedback to colleagues or formal minutes as appropriate.

To assist in the recruitment, orientation programme and training of staff as require

To undertake ad hoc administrative / project work as appropriate.

To undertake any other duties as requested by the Management Team, in line with the duties and responsibilities of this role.

To attend weekly PTL meetings with cancer services and be a form of escalation to improve breach position and escalate those waiting for clinical input.

Person specification

Person Specification

Essential criteria

• Higher level Education (degree) or equivalent experience
• Record of continuous professional development
• Minimum 3 years NHS experience
• Experience of leadership and personnel management
• Indepth knowledge of key patient access targets, RTT, cancer targets and patient access policy
• Good interpersonal, facilitation, negotiating, problem solving and communication skills to enable changes in practice
• Numerate and computer literate including the ability to use information systems for analysis and planning particularly for demand and capacity issues
• Excellent written, oral and presentation skills, including preparation of reports
• Strong influencing skills to enable the delivery of changes
• Effective HR management skills eg sickness absence, conduct, performance, recruitment and selection and appraisals. Willingness to undertake training

Desirable criteria

• Experience in meeting objectives and deadlines
• Ability to analyse data and understand how this may be used to undertake capacity/demand planning
• Understanding of budget managements and the ability to contribute to cost savings

If you apply for this vacancy and have not received a communication from North Bristol NHS Trust within three weeks of the closing date, please assume that on this occasion your application has been unsuccessful.

Please note that North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance.

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North Bristol NHS Trust are committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

The successful applicant(s) will normally commence at the minimum of the scale unless they have previous NHS service at the same band. Progression through the scale is by annual increments.

At North Bristol Trust (NBT), we know diverse and inclusive environments lead to happier and healthier teams and improved patient care and outcomes. We are committed to equality of opportunity, to being fair and inclusive, and to being a place where we all belong. We therefore particularly encourage applications from candidates who are currently underrepresented in NBT's workforce at Band 8a and above. These include people from Black, Asian and minority ethnic backgrounds, disabled people and LGBTQIA+ people.

Please note that stringent pre-employment checks are undertaken on all successful applicants prior to commencement in post.