The Gynaecology and Colposcopy Operational Support Manager for the Women's Health Department plays a key role in delivering high-quality, professional workloads and demonstrates a leadership style to oversee a large admin team responsible for the Gynaecology and Colposcopy pathway management of Women's Health Patients.
The post holder will work in a dynamic and fast paced environment, enjoying working at the heart of the Women's Health Department where they will maintain responsive communications with all relevant staff, such as Consultants, Nursing teams, Radiographers and other clinical staff as well as other admin teams throughout the trust.
The role features the opportunity to make a real impact by improving the Cancer, Colposcopy and LUTS services within the division and to lead change projects aimed at improving patient care and pathway management. The role also sets out in maintaining the Trust's reputation while communicating and engaging with patients, local communities, and colleagues across the Trust.
In this role, you will provide leadership and management to a team of Administrative Coordinators and Admin officers for the overseeing performance, task delegation, staffing, and recruitment. You will ensure effective communication within the department and with patients, addressing inquiries and complaints professionally. Operationally, you’ll maintain efficient processes, internal department policies, manage clinic set up / utilisation of clinics and handle cancellations.
Please see a more detailed breakdown of our expectations of the Job within the Job description and Person Specification for this post.
The Women's Health Team operates in a demanding and busy environment. Whittington Health has a wide range of stakeholders; including 5,000 staff and the 500,000 people the Trust cares for and supports at our hospital site and across the community. The team also builds and maintains positive relationships with regional and national health and care organisations.
The Team plays a key role in managing and enhancing the reputation of the Women's Health Department. The Department as a whole is responsible for Gynaecology, Colposcopy, Elective Theatre lists and Maternity Services to name a few and you will work closely to these sub divisions. As well as other external divisions such as Surgery and Cancer, Emergency Integrated Medicine and Support services like Outpatient Receptions and Medical Records.
The Women's Health department demonstrates the best of the Trust’s culture, living the organisation’s ICARE values, underpinning all their work with Equity and Equality.
The team works innovatively, and team members are encouraged to keep building their knowledge within their roles while demonstrating a change culture.
POST SUMMARY
To provide leadership to team within a the Women's Health Division, to ensure that the services delivered to patients are provided in a timely and efficient manner to enable the best possible experience for the patients and their carers.
1.0 Accountabilities and Responsibilities
While responsibility refers to someone's duty to carry out a task to completion, accountability generally refers to what happens after something has happened . Accountability is therefore concerned with the consequences of someone's actions, rather than their initial duty to carry these actions out.
General Duties
Accountable
Responsible
- Deputises for the Assistant Service Manager as required.
Submitting collected data to national bodies such as CSPL, CSAS, NCL.
PALS Complaints / Concerns handling and de-escalating situations.
- Accountable to the Assistant Service Manager and Service Manager.
- Responsible for the identifying issues with performance, quality and workforce and their supervised management within a team.
- Responsible for the recruitment, line management of the Team Members
- Responsible for Patient Pathway Coordinators appraisal, staff development and performance
- Responsible for supported implementation of service development within a Team
- Uses own initiative to manage a team by implementing organisational policies.
2.0 Performance
Responsible for performance metrics of a Team
Ø Responsible for reporting performance metrics of a team.
Ø Continuous monitoring of performance of a Team through analysis of patient level data.
Ø Supporting and managing team members in areas of poor performance.
Ø Supporting and challenging team members on optimising processes to improve productivity.
Ø Reports, escalates and communicates service-related issues to Deputy Service Manager that will impact on performance.
Providing assurance on performance at the weekly internal divisional PTL meeting.
- Responsible for delivery of services
Ø Accountable for daily planning of a Team to optimise productivity.
Ø Responsible for implementing new ways of working to improve performance.
Ø Responsible for planning the capacity for a Team and adjusting plans to ensure delivery is optimised.
Ø Communicates performance information to their team.
Ø Responsible for delivery of training to meet the development needs of Patient Pathway Co-ordinators/Administrators to optimise performance.
Ø Responsible for ensuring a clinician capacity is managed within the trust principles for outpatients.
3.0 Budget
Ø Responsible for signing off expenses, resources within a Team and financial controls are in place to manage expenditure.
Ø Responsible for developing further knowledge and understanding of financial management.
4.0 Quality
Ø Contributes towards investigating patient complaints, providing sympathetic responses for a team.
Ø Responsible for implementing learning obtained from complaints and ensuring changes are implemented.
Ø Uses patients as experts to improve services.
Ø Responsible for reporting and managing incidents for a service(s)/specialities, highlighting themes. Highlighting risks to be recorded on the risk register.
Ø Utilises Trust Policies and Procedures relevant to the area of speciality.
Ø Responsible for ensuring services are obtaining feedback from patients through a variety of surveys.
5.0 Workforce
Ø Manages a staff within a Team.
Ø Responsible for recruitment to vacancies, sickness rates for a Team
Ø Responsible for the mandatory training and appraisal rates of a Team
Ø Responsible for the wellbeing of staff in a Team.
Ø Responsible for implementing actions as a result of feedback from the staff survey.
