We would like to share a new and exciting opportunity that has arisen within SACT Services as part of the Clinical Networked Services division. We would like to receive interest from an experienced manager looking to join this progressive service and division as a Band 5 Support Manager.
The successful applicant will play a pivotal role in helping to run a busy service, which spans across Greater Manchester and Cheshire providing support to the Assistant Service Manager, Schedulers and Receptionist, as well as the wider SACT Services team.
Its an exciting time to be part of SACT services, a key part of the Neighbourhood Oncology Programme, aiming to bring expert cancer care and treatment close to or within peoples homes and communities.
The post holders' duties will be varied and will include responsibility for the line management of some B2/B3 staff and will deputise for the Assistant service manager where appropriate.
The Support Manager will work closely with the Assistant Service Manager and Service Management Team within SACT Services (to include Outreach, Christie at Home and Bloods Closer to Home) to deliver an efficient and professional administrative function. This role will include day to day line management of administrative staff, distribution of staff workload, monitoring KPIs such as time to action chemotherapy booking forms and EOFs, and help manage any actions arising from relevant meetings. The Support Manager will need to be personable and approachable and have excellent organisational and management skills.
Duties and Responsibilities include:
(Please refer to JD for detailed list of duties and responsibilities)
- Be able to manage own workload in a fast-paced office environment where the workload and work patterns are often unpredictable.
- Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Assistant Service Managers/Service Managers in a timely manner.
- Work within defined SOP’s, protocol and policies but has autonomy to plan and manage their own workload.
The Christie is one of Europe’s leading cancer centres, treating over 60,000 patients a year. We are based in Manchester and serve a population of 3.2 million across Greater Manchester & Cheshire, but as a national specialist around 15% patients are referred to us from other parts of the country.
We provide radiotherapy through one of the largest radiotherapy departments in the world; chemotherapy on site and through 14 other hospitals; highly specialist surgery for complex and rare cancer; and a wide range of support and diagnostic services. We are also an international leader in research, with world first breakthroughs for over 100 years.
We run one of the largest early clinical trial units in Europe with over 300 trials every year. Cancer research in Manchester, most of which is undertaken on the Christie site, has been officially ranked the best in the UK.
DUTIES AND RESPONSIBILITIES
- Be able to manage own workload in a fast-paced office environment where the workload and work patterns are often unpredictable.
- Act as the first point of contact for medical, nursing and clerical / secretarial staff in the resolution of admin queries and problems. Where such issues cannot be resolved, escalate these appropriately to the Assistant Service Managers/Service Managers in a timely manner.
- Work within defined SOP’s, protocol and policies but has autonomy to plan and manage their own workload.
- Have excellent planning and organisational skills to be responsible for workload planning and delegation for all administrative staff. This will require adjustment of plans to cope with changing demands as well as staffing issues.
- Use data and systems to implement action plans to resolve workload inequalities generated through service developments / changes to work practice. Develop information systems to enable and improve the working practices within the department.
- Oversee changes to working practice and implement projects which will require the development of plans to ensure deadlines are met. These projects could be complex in nature and require adjustment as the process develops.
- Work in conjunction with the Assistant Service Manager for admin staff recruitment and selection in accordance Trust Recruitment Policy.
- Have line management responsibility for a number of staff at Withington and peripheral Christie sites with responsibility for the management of annual performance development reviews, work allocation and conduct and capability matters for all administrative and clerical staff within the department.
- Co-ordinate staff absence and record attendance - Co-ordinate and sanction annual leave for all staff under hierarchy, ensuring adequate cover is maintained. Conduct return to work interviews on staff returning to work following sickness leave.
- Be able to deal with complex information where negotiation and cooperation is needed such as when dealing with other NHS organisations and/or departments.
- Contribute to the regular review of working practices, offer feedback on existing processes, and contribute ideas for the development of new ways of working.
- Review policy and highlight and implement any changes necessary.
- Use developed analytical skills to proactively review performance data and identify issues which need to be addressed and make judgements on the correct course of action where there may be more than one possible option.
- Be responsible for the induction and training of new staff, and using the Trust ESR system to identify ongoing training needs of administrative and secretarial staff within the Division.
- Ensure all admin staff are up to date with their essential training and attend mandatory training sessions where necessary. Develop and implement systems for monitoring and reviewing attendance. Ensure all staff are aware of and adhere to existing, updated and new Trust policy and procedure.
- Support Service Management Team in response to PALS concerns and Complaints and suggest any appropriate action. Implement required changes in collaboration with Service Managers
- Investigate and respond to incidents raised on the trust Datix reporting system and suggest any appropriate action. Implement required changes in collaboration with Service Managers
- Deputise for Assistant Service Managers as necessary
- Ensure effective systems of communication are implemented within the specialty / department and operate at all times. Establish and chair regular admin staff meetings, ensuring staff have a formal route to raise issues and receive information.
- Work with the Assistant Service Manager to identify and manage all issues relating to staff performance in accordance with Trust policy. Seek guidance and support from Human Resources and Occupational Health as required.
- Closely monitor KPIs including time to action chemotherapy boking forms and electronic outcome forms (EOFs).
- Closely monitor the patient pathway, prioritise and oversee any actions required from the team to ensure these targets are met.
- Act in line with the Christie behaviours, to provide effective leadership and motivation to all admin staff, creating a positive working environment in which staff are valued and respected.
- Demonstrates the agreed set of values and accountable for own attitude and behaviour.
ADDITIONAL REQUIREMENTS
- Follow risk management procedures at all times including the identification, assessment and management of risk within the division.
- Abide by all Trust policies and Procedures.
- Be responsible for own professional /personal development, including participating in ongoing appraisal and personal development planning.
- This role requires occasional work at various Christie sites, and as such, candidates must have their own means of transport and possess a full UK driving licence, or be able to organise their own transport otherwise.
This job description is not intended to be exhaustive but reflects the main responsibilities of the post holder. Other duties may be required from time to time, which are commensurate with the grade of the post. This job description is subject to regular review and appropriate modification.
