PCAS Support Manager

7 days ago

Sheffield, United Kingdom Primary Care Sheffield Full time

Job summary

Primary Care Sheffield has an exciting new opportunity for a candidate with leadership experience to join our organisation as a Primary Care at Scale Support Manager.

Main duties of the job

To provide management support to the Operational Managers and direct reports to ensure people are supported to perform their roles to enable them to make a significant contribution to individual and team performance.

To provide line management support and mentorship of staff working with PCAS services.

To be a key member of the management team working alongside managerial and clinical leads to ensure consistent high standards of service are delivered.

To ensure that the administrative functioning of the service provided to staff, service users and key stakeholders is maintained to a high standard.

You will work with the management team to support the governance of the service including producing information for performance management purposes and the on-going monitoring and delivery of key performance areas.

You will be responsible for co-ordination of clinical rotas and pay roll submissions including the management of holidays and other periods of absence and ensuring adequate cover arrangements are in place.

This post involves significant organisational tasks, effective team working and a high level of communication skills.

About us

Primary Care Sheffield (PCS) is a GP-led organisation. Our shareholders are 75 GP practices in Sheffield covering over half a million patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership (ACP) and the wider South Yorkshire and Bassetlaw Integrated Care System (ICS).

General practice working at scale through PCS enables us to:

Improve the quality of GP referrals into secondary care with the provision of education, support and referral guidance to practices across ten outpatient specialities.

Provide evening and weekend appointments, 52 weeks-a-year, with GPs, nurses, physiotherapists and phlebotomists at six sites around the city.

Deliver core general practice through the Clover Group of seven GP practices

Operate 24hr ECG and vasectomy clinics and the NHS Health Checks programme for the city

Provide governance and support to practices to enable them to work together in neighbourhoods

Were ambitious for our shareholders and so we continue to work hard, both with providers and commissioners, to find new ways of maximising positive patient outcomes and experiences.

Job description

Job responsibilities

Organisational Values

As an employee of Primary Care Sheffield you will be committed to PCSs organisational values

Openness ensuring transparency sharing knowledge and welcoming feedback

Person Centred Being empathic and understanding of the individual

Innovative Embracing change and inquisitive of new solutions

Ambitious Working towards the best for Sheffield and its people

Empowering Actively engaging staff, our population and partner organisations in improving the health and wellbeing of Sheffield people.

Job Summary

Primary Care Sheffield PCS is a GP led organisation. Our shareholders are 75 GP practices in Sheffield covering over half a million patients. As well as providing a unified voice for general practice in the city, we play an active role both within our Accountable Care Partnership ACP and the wider South Yorkshire and Bassetlaw Integrated Care System ICS

General practice working at scale through PCS enables us to

Improve the quality of GP referrals into secondary care with the provision of education, support and referral guidance to practices across ten outpatient specialities.

Provide evening and weekend appointments, 52 weeks a year, with GPs, nurses, physiotherapists and phlebotomists at six sites around the city.

Deliver core general practice through the Clover Group of seven GP practices

Operate 24hr ECG and vasectomy clinics and the NHS Health Checks programme for the city

Provide governance and support to practices to enable them to work together in neighbourhoods

We are ambitious for our shareholders and so we continue to work hard, both with providers and commissioners, to find new ways of maximising positive patient outcomes and experiences.

Main Duties and Responsibilities

To provide management support to the Operational Managers and direct reports to ensure people are supported to perform their roles to enable them to make a significant contribution to individual and team performance.

To provide line management support and mentorship of staff working with PCAS services.

To be a key member of the management team working alongside managerial and clinical leads to ensure consistent high standards of service are delivered.

To ensure that the administrative functioning of the service provided to staff, service users and key stakeholders is maintained to a high standard.

You will work with the management team to support the governance of the service including producing information for performance management purposes and the on going monitoring and delivery of key performance areas.

You will be responsible for co ordination of clinical rotas and pay roll submissions including the management of holidays and other periods of absence and ensuring adequate cover arrangements are in place.

This post involves significant organisational tasks, effective team working and a high level of communication skills.

Principal Duties

To support the Management Team in the day to day operational management of at scale services. Responsible for the co ordination of reception rotas across all PCAS services ensuring an adequate level of cover is maintained. Will be responsible for working front line as and when required. Supervision/line management of administrative staff, retaining appropriate documentation in the HR file. This will include all aspects of HR processes including addressing minor disciplinary/performance issues and undertake any investigations as necessary. Ensure safe and robust IT systems are in place and support the service in the development of IT, information and the Clinical System, including responsibility for key pieces of admin work relating to performance. Attend key meetings representing and advocating on behalf of the administrative staff

Provide leadership to your team ensuring we build and maintain a competent and highly motivated workforce. Devise and implement effective internal comms to support staff, service providers and subcontractors to help you.

To support the recruitment, induction, training and supervision of new administrative staff. To produce Job descriptions, person specifications for administrative staff in consultation with the Head of Service. To ensure written procedures for administrative aspects of the service are regularly updated. Implement systems for improving quality of customer service including direct supervision to handle complaints. To contribute to developing a positive working environment and welcoming service with other team members and those visiting PCAS services To work within and adhere to human resources policies and procedures. To ensure accurate records are kept of all clinical staff absences including clinical sickness/annual leave/training etc and to ensure cover is provided during absences to maintain an efficient and effective service to patients. Organise, co ordinate & participate in meetings, PLI events, workshops, training events and service planning discussions as necessary. Oversee administration staff for the ordering of office and clinical equipment and their maintenance. Developing protocols and ensuring robust policies and procedures are in place which fit with PCS policies and procedures Clinical System administrator responsible for the induction and set up of new users, system maintenance and back up procedures. To take the lead in relation to specific development projects and to ensure effective and robust project management Establish and maintain effective communication networks within and across PCAS services Production of documents and reports for management purposes including analysis of data To project manage as and when required. Support to respond in a timely and appropriate manner to verbal and written complaints about the service in line with PCS Policy. Record using appropriate methods ensuring that PCS complaints procedure is implemented efficiently and sensitively. Ensures a high standard of confidentiality and respect in all office communications whether face to face, over the phone or by email To work flexibly and with initiative to meet the needs of the department. Works within professional directorate and service guidelines, ensuring provision of efficient management/administrative service and office systems for all aspects of the service.

Respond appropriately to verbal complaints and refer any unresolved issues to senior management where necessary. Record using appropriate methods.

General

The post holder will

Responsible for continuing personal development in line with PCS policies

To partake in an annual PDR with line manager

To undertake any other duties as may reasonably be delegated to the grade and function of the post

Person Specification

Qualifications

Essential

Call handling and/or administrative experience Leadership experience Management qualification (level 5 or above)or Significant experience as a line manager

Desirable

Experience of working in a Healthcare environment

Attributes

Essential

Flexible in approach to work Trustworthy and open Flexible Adaptable

Skills and Competencies

Essential

Ability to manage difficult conversations Able to make decisions quickly with confidence Ability to deal with competing time pressures, whilst ensuring priorities are achieved Honesty and openness in communicating with colleagues. Calmness, flexibility and adaptability. A systematic, methodical and sensitive approach to problem solving, taking into account diverse viewpoints. Commitment to continuous professional development. Honesty and openness in communicating with colleagues. Transparency. Willingness to learn from colleagues.

Experience

Essential

Strong HR experience Call handling and/or administrative experience

Desirable

Experience of working in a Healthcare environment System One knowledge

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