Business Support Manager

Job summary

hours per week.

An exciting new opportunity has arisen in the Infection Prevention and Control Team (IPC) for a Business Support Manager. We are looking for an individual who will enjoy the challenge of implementing this roll to support the Team in providing a service which underpins all aspects of IPC.

This role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.

Main duties of the job

The Business Support Manger will assist the Team Leader in organising the day to day activities of the IPC Team and includes participating in, and and oversight of, the Mask Fit Service and facilitating the annual Staff Influenza Vaccination Campaign. Audit, data management and reporting is an important component of the role which will require presenting across services and departments.

About us

Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.

As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.

We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.

Valuing our employees making an investment in their development a priority. We offer:

Protected CPD time for registered staff

Various development pathways and ongoing regular training packages for all staff

Leadership & mentoring programmes

Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training

A Robust Preceptorship

A bespoke induction programme

Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.

Job description

Job responsibilities

Management of Services

To take a lead role in the management and delivery of all clinics within the service area ensuring effective day to day operational management in accordance with best utilisation of staff and accommodation.

To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans.

To evaluate and plan to ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover.

To deputise for manager during periods of annual leave and occasionally at delegated meetings.

To ensure that referral management and appointment processes are efficient, coordinated and compliant with organisational policy.

Be proactive and propose, develop and implement ideas and new processes for improvement in the way the service is delivered.

Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented.

Take responsibility for ensuring that internal and external communication systems are fit for purpose.

To provide a range of non clinical advice & information about the service to service users and external agencies.

To ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. To investigate those relating to own admin team.

Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate.

To manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.

To arrange, produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.

To analyse data to enable managers to monitor budgets and performance in relation to business support function.

Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager.

Ensure that the corporate support function complies with all PCH policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.

To manage own time and workload working autonomously and flexibly.

To manage specific projects and information systems/databases as requested by the service manager and provide updates on progress.

Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken.

Ensure that fire safety policies are adhered to within the service area.

Organise data collection to support research and development.

Staff management & development

To have operational leadership and daily management responsibility for relevant administrative staff including recruitment, performance management, absence management, risk assessments disciplinary, training & appraisal.

To manage & chair regular meetings with administrative staff within service area.

To develop workforce by providing induction, in-post training and updates for relevant staff.

Financial management

To authorise orders and payments in accordance with business processes.

To contribute to the management of the cost effective use of departmental resources including the ordering of stock and undertaking cost improvement programmes within the service.

To be a delegated budget holder for specific area of responsibility ensuring expenditure is within agreed limits and that senior manager remains informed of related issues.

Physical Effort Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.

May have to occasionally move presentation equipment and office supplies or clinic consumables.

May have to move between locations if service is delivered across different sites.

Mental Effort

Frequent concentration is required when inputting into systems, analysing data, making changes to correct deficits, typing documents, making appointments & processing records with a need to ensure accuracy.

The work is sometimes not predictable as this is an operational role and the priority of work can change depending on patient, service and staff needs.

Concentration required for checking documents, writing reports and protocols and analysing data and statistics

Emotional Effort

There may be some exposure to service users who may exhibit difficult & challenging behaviours or when handling patients complaints.

While managing and supporting staff may have to deliver unwelcome news or comfort upset staff.

Working conditions

Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.

The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.

Key Behaviour Competencies:

Working together

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Recognise and remove barriers to action

Create an open and positive learning culture

Learn from mistakes & ask others for support where necessary

Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.

Ability to reflect on ones behaviour and change them.

Uphold the values and be proud to be part of the organisation

Ensure appearance is professional & name badge visible

Act With Integrity

Be honest and do what you say you will do

Take responsibility and be accountable for your actions

Guard and build the organisations reputation

Take into account the human and social impact of our work

Treat everyone in a friendly,courteous manner; smile & make eye contact

Building Success Together

Be compassionate and accepting of others.

Be straightforward in our dealings with each other and build relationships

Listen to others and explain the decisions we have made

Agree on our goals and see them through

Treat each other with dignity and respect

Learn from each others experiences

Understand and recognise each others contributions of being of equal value

Be prepared to challenge the status quo

Contribute to the organisations success

Stretch the boundaries of personal performance

Look for better ways of working to achieve improvements

Caring for patients

Aim to meet the needs of our patients and partners in care

Use initiative to enhance care in innovative and imaginative ways

Respect individual cultural differences; challenge bias & prejudice

Provide a high quality and safe service for patients

Maintain privacy and ensure confidential information is kept safe

Question poor practice, process & behaviour

Person Specification

Experience

Essential

Knowledge Thorough working knowledge of Microsoft Office packages, Outlook, Word, Excel. And the use of databases Excellent understanding of general office working procedures. High level of competency in the management of budgets and financial control systems Understanding of activity management including waiting lists Understanding of systems and processes and able to implement efficient working practices. Experience At least 2 years experience of working in a role to support senior managers Significant previous experience of working in an administrative environment using computerised data systems. Demonstrable experience of dealing with the public and dealing with sensitive and confidential information. Experience of supervising other staff members. Experience of working with complex systems and information. Experience of analysing and interpreting data Financial management experience. Decision making and resolving complex work related issues Skills & Abilities Excellent verbal and written communication skills. Able to use judgement and initiative to provide information and support Accurate and fast typing and data entry skills. Ability to manage and lead a team and work within wider teams. Able to analyse problems and initiate appropriate solutions effectively Able to apply tact and sensitivity to establish trust and support Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met. Able to compose and transcribe minutes, correspondence and reports Effective time management skills. Empathetic approach to managing and resolving enquiries Flexibility to meet competing demands within the working day. Able to manage difficult and distressing situations effectively. Flexible and adaptable, ability to learn new skills and develop role. Able to work as part of a team Flexible and adaptable, ability to learn new skills and develop role.

Desirable

Ability to use PCH Business applications SystmOne. Up to date knowledge of PCH policies and procedures. Understanding local health community and commissioning needs and ability to be innovative to meet these needs. Experience of undertaking Service Improvement or a Project Management role. Experience of analysing data and using such data to improve the quality and efficiency of the service Experience of working within a health care provider or Social Services environment

Qualifications

Essential

Educated to degree level in a relevant subject or equivalent level of knowledge, qualifications or significant equivalent skills and experience to that level. Evidence of continuing professional development.

Desirable

Project management Prince 2

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