The post holder will be required to undertake a wide range of duties in providing operational management support to the Care Group to meet their quality, activity and financial targets.
Undertake management responsibility for the Care Group, to ensure identified patient administration processes are followed and standards met.
The post holder will also work with the Clinical Service Leads, Department Managers, Finance, Information & Performance and Human Resource managers to support service developments and new ways of working.
Monitor Care Group performance activity against targets and other service objectives using agreed regular reports systems, analyse information, bringing to the attention of the Clinical Director/Divisional Manager any issues that may affect targets, taking relevant action as needed.
Deliver Income and Expenditure balance on the devolved resources, working to identify service developments and new ways of working to deliver cost improvements.
Communicate at all levels both internally and externally in respect of own work, using own initiative to deal with matters as they arise developing strong and efficient working relationships with CSLs, departmental heads and other clinical and non-clinical staff to ensure that objectives are met and to investigate operational requirements and problems contributing to improvements in information systems, data management, processes/procedures, organisational and equipment across acute and community setting.
Financial Planning and Budget Management
Support Divisional Manager and work with CSLs to ensure budget monitoring and reviewing processes working closely with the Divisional Business Advisor to ensure reduced costs and maximise
Operational Management of Staff within the Care group
Overseeing day-to-day operational management of preassessment to ensure clinic capacity is appropriate and fully booked.
Management of Care Group Complaints
Walsall Healthcare NHS Trust is an integrated Trust and the only provider of NHS acute care in Walsall, serving a population of 284,300. It provides inpatient and outpatient services at the Manor Hospital as well as a wide range of services in the community. Walsall Manor houses the full range of district general hospital services under one roof. The £170 million development was completed in 2010, and ongoing upgrades ensure the Trust now has state-of-the-art facilities, including a Critical Care Unit, Neonatal Unit, Obstetric Theatre, and Integrated Assessment Unit. A new Urgent and Emergency Care Centre, opened in March 2023, has significantly improved emergency care facilities and capacity, providing almost 5,000 square metres of additional clinical space.
Key Responsibilities
Operational Management
1. Ensure that the operational performance of the group is effectively managed to meet agreed Trust and Divisional objectives, supporting the Clinical Director/Care Group Manager to achieve this.
Respond to daily problems and ensure issues are swiftly resolved in conjunction with the Clinical Service Leads and if necessary, in the absence of, or with delegated authority of the Clinical Director/Care Group Manager.
Manage the day to day business of the Care Group by bringing urgent matters to the attention of the Clinical Director/Care Group Manager, drafting responses and filtering incoming enquiries
Collate information and report on Care Group activity on a monthly basis in preparation for Care Group and divisional meetings and other internal and external meetings
Represent at meetings (internal and external), committees and project groups etc as and when requested by the Clinical Director/Care Group Manager.
2. Monitor Care Group performance activity against targets and other service objectives using agreed regular reports systems, analyse information, bringing to the attention of the Clinical Director/Care Group Manager any issues that may affect targets, taking relevant action as needed.
3. Work jointly with the Clinical Director, Care Group Manager, Senior Nurses, and the Finance team to set and deliver the Care Group objectives, in line with, Divisional and Corporate targets and strategies.
4. Ensure there are effective governance and operational processes in the Care Group
5. Deliver Income and Expenditure balance on the devolved resources, working with the clinical team and finance manager to identify service developments and new ways of working to deliver cost improvements.
6. Ensure accurate coding systems and processes are in place within the Care Group to ensure activity is accurately recorded impacting on income streams
7. Devise, provide improvements, analyse and suggest changes to current and new management information systems working closely with the Information and Performance Team as operational link to meet organisational and local key and quality performance indicators.
8. Assist in the investigation of any Serious Untoward Incidents (SUI) within the Group and leading on the implementation of any findings which are identified from the investigation
9. Review and bring to the attention of the Clinical Leads/Care Group Manager, any adverse performance indicator information in line with performance management framework.
10. Analyse service data from a variety of IT systems to monitor Key Performance and Quality Indicators and identify any changes or likely changes to this practice that may impact on services.
11. To assist in the formulation of the Division’s business plans, incorporating priorities for service development within the overall organisation’s objectives.
12. To design, plan and implement policies and procedures that propose and develop change in practice in line with current legislation and guidelines. Supporting CSL/department heads with the development and updating of protocols and disseminating the information throughout the clinical area.
13. To work closely with Matron and Clinical Director to ensure that clinical quality and effectiveness measures are developed and maintained.
14. Co-ordinate specified audits within the Group, ensuring that notes are forwarded to appropriate nursing/consultant staff for auditing and records are completed.
15. Ensure that all 18wk & cancer performance targets are met within the specific areas of responsibility
Communications
16. Communicate at all levels both internally and externally in respect of own work, using own initiative to deal with matters as they arise developing strong and efficient working relationships with CSLs, departmental heads and other clinical and non clinical staff to ensure that objectives are met and to investigate operational requirements and problems contributing to improvements in information systems, data management, processes/procedures, organisational and equipment across acute and community setting.
Provides relevant and timely specialist advice and guidance on functional and information matters
Work with members of the team and key stakeholder to investigate the causes of any variance from plan/delivery targets and contribute to the implementation of solutions.
Support the development of internal and external communications where required by regular contact with the teams, stakeholders and Communications team.
Responsible for preparation of correspondence and complex papers
Financial Planning and Budget Management
17. Support the Care Group to identify cost pressures, service developments and cost improvement plans and assist in the development of business cases to meet requirements.
18. Support Deputy Director of Operations and work with CSLs to ensure budget monitoring and reviewing processes working closely with the Divisional Business Advisor to ensure reduced costs and maximise activity.
19. Be responsible for the line manage service areas, staff and budgets within the group eg Administration and medical secretaries
20. Act as signatory for delegated budgets ensuring prompt payment of invoices and that organisational standing financial instructions are adhered to
21. Monitor the electronic approval of purchase orders taking action to avoid delays occurring.
22. Monitor the use of bank and agency staff expense highlighting areas for concern to Deputy Divisional Director of Operations
Project Work
23. Undertake project work and lead on specified projects as required working with a wide range of multi-disciplinary health care professionals to change culture and embed operational new ways of working to optimise clinical efficiency and increase patient experience.
Operational Management of Staff
24. Ensuring staff are aware of and comply with Trust policies. Implement HR policies
as appropriate (eg sickness absence management, grievance policy, etc) and manage the systems in place for monitoring of sickness/absence and annual leave of admin staff and where appropriate organise cover. Coordinate/undertake return to work meetings where appropriate with the trust’s attendance management policy.
25. Manage the effective recruitment, selection and appointment of designated admin staff.
26. Oversee annual appraisal process and arrange support training/development of staff as identified from PDRs and ensure that personal development plan is in place.
