About our Trust
At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal - to always put our Patient First. In fact, our mission is summed up by our 'where better never stops' motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work-life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
We are looking for a positive, pro-active, and professional person to join our team. If you have excellent interpersonal skills, are a good communicator, and have a strong desire to deliver outstanding support to our clinical teams then this could be the role for you.
Based at Worthing with occasional travel to Chichester.
Main duties of the job
You will need to be able to communicate effectively with all staff members and have a background in staff management. This exciting and varied role includes close working with the clinical team and other support networks.
The Care Group Support Manager will report directly to the Operations Manager and work with the Care Group Support Manager at Chichester to provide efficient and organised administrative support to the teams across site. The role will involve a range of duties including administrative support of the waiting lists, clinics, supporting administrative processes across Cardiac Investigations to be coordinated in order to deliver both governance and performance functions.
Detailed job description and main responsibilities
Main duties by factor: Communications and Relationship skills - (Factor 1) Develop networks and liaise with other hospital professional groups and outside agencies as required on behalf of the division. Actively support the OM in the escalation process by informing wards / departments and medical staff of the situation and by providing operational assistance to the general management team as requested. Respond to any general queries with varying levels of complexity from the teams and direct them to alternative information sources if appropriate. Provide close support for team member/s responsible for organising meetings and conferences. Respond to frequent enquiries from managers, stakeholders, professionals and, less frequently, the general public, offering support and guidance including using written, verbal and face-to-face communication. Manage and deal with complex, sensitive, confidential and continuous information. Take accurate telephone messages, collect relevant information, and deal with difficult callers in a confident and friendly manner. Liaise with staff and managers over a range of issues. Provide diary management for the teams, including arranging meetings and booking appointments on request or based on precedent. Prepare agendas from previous minutes, collate documents and meet deadlines, once agreed. Take notes when required and distribute after approval. Provide other administrative support to a variety of meetings when required. Proof-read documents for spelling, punctuation, format and grammar. Reformat documents as needed.
Analytical and Judgemental skills - (Factor 3) Co-ordinate all aspects of the services risk management and governance activities in conjunction with the OM. Actively be involved in producing reports relating to governance issues and actively involved in the analysis of clinical and information governance incidents. Actively be involved in the embedding of risk management processes and support the co-ordination and maintenance of the service and Divisional Risk Register. Analysis of business performance information of varying levels of complexity, decisions on meeting business targets, highlighting gaps and issues in performance information. Participate in validation of patient pathways to ensure RTT & Diagnostic pathways compliance / completion. Using initiative and judgement to raise issues with Line Manager or members of the Teams when necessary.
Planning and Organisational skills - (Factor 4) Use initiative to prioritise own workload some of which can be of a complex nature, exercising discretion as to the degree of urgency, importance and confidentiality required. Multi-task, and plan work for short- and medium-term. Plan straightforward, and occasionally complex tasks and activities. Actively involved in the development of the annual capacity and demand planning. Actively involved in the development of cost improvement plans. Support the OM in setting up meetings as required and take notes at meetings. Check clinics daily for capacity and ensure all slots are filled in a timely manner and arrange for additional clinics as able. Check two week rule capacity sheet and escalate through Line Management if clinics are required. Organise dates and venues for appraisals and mandatory training of secretaries within the Care Group Team. Provide a flexible workforce to arrange for maximum secretarial and administrative and clerical support within the division. Co-ordinate any bank staff requirements and minimise bank and overtime costs. Share best practice and document processes. Undertake specific projects and tasks as requested by the Teams. Ensure deadlines are met and take appropriate action to make sure work is completed to given timescales.
Patient/ Client Care - (Factor 6) Check clinics daily for capacity and ensure all slots are filled in a timely manner and arrange for additional clinics as able. Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care.
Policy and Service Development Implementation - (Factor 7) Utilising service improvement techniques including process mapping, capacity and demand modelling, development of integrated business and service plans and improvement cycles support the teams to provide services in new and innovative ways. Implements policies, proposes changes to practices, procedures for own area. Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care. An integral part of the Divisional team that supports the Trust in delivering its strategic direction and objectives surrounding the 'Patient First' programme. Work closely with OM to ensure that services are compliant with all national and local targets.
Financial and Physical Development (inc. equipment, stock etc) - (Factor 8) Delegated administrative budget holder. Orders stock and stationery; authorised signatory for travel arrangements, meetings, and expenses. Complete the Trust's rostering system (hours worked / annual leave / sickness / etc.).
Human Resources (inc. developing and delivering training) - (Factor 9) Provide day-to-day line management support of a multi-disciplinary team group. Support the development of an effective and efficient administrative team. Contribute to the development of an enabling culture within the care group that supports others to succeed. Promote staff engagement and satisfaction within area of responsibility in the care group. Mobilise the energy and commitment of all staff members and actively encourage innovation and improvement from others. Actively promote a culture of openness, transparency and candour. Facilitate improved patient safety and experience. Take decisive and timely action to address areas of poor performance. Manage and approve annual leave, study leave and duty rotas for administrative staff. Monitor staff workloads and allocate work according to staffing levels. Provide appropriate support and advice to staff in line with the Trust's disciplinary procedures. Recruitment of administration staff. Identify and agree own developmental needs through the Trust's PDR process. Support all new administrative and bank staff to ensure they receive appropriate induction, training and supervision.
Information Resources - (Factor 10) Record additional clinic sessions on the extra sessions spreadsheet. Utilising the various Trust Information systems for the effective management of operational services. Maintain databases and other information storage systems. Create, update and store relevant documents and records. Work with the Corporate Information & Access teams to ensure relevant information is available for regular and ad hoc reports. Support the monitoring clinical incident forms and highlight trends in clinical incidents for the service. Support the maintenance of the service's Risk Register. Co-ordinate the response to formal and PALS complaints. Critically evaluate data from different sources to ensure quality, consistency and accuracy.
Person specification
Qualifications Essential criteria 5 GCSE A-C grades (or equivalent) including English & Maths. Advanced/Higher Level Education/Vocational or Business and Administration qualification or equivalent experience. Knowledge & demonstrable experience of coordinating, supervising or managing staff and processes in the acute or primary NHS setting. Knowledge and experience of Medical Terminology. Ability to deal with difficult/conflicting situations and resolve by defusing with flexibility and adaptability to challenging and changing situations. Experience of managing a complex and varied workload. Demonstrates behaviours and attitudes that support the Trust's Vision of "We Care". Desirable criteria Managerial qualification or equivalent experience. Vocational or Business and Administration qualification. Medical Terminology qualification. Microsoft Excel qualification or equivalent. Validation Experience. HR Experience, Appraisal Training, Recruitment/Selection experience. Experience of managing staff rostering systems. Equality, Diversity, and Inclusion Essential criteria Evidence of having championed diversity in previous roles. Evidence of having undertaken own development to improve understanding of equalities issues. Important information for applicants Flexible Working:
If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager. DBS Checks:
As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. Skilled Worker Visa:
Applications for Skilled Worker sponsorship are welcome for those that meet the Visa and Immigration eligibility criteria. Closing adverts early:
Please apply as early as you're able for this role. In the event of exceptional interest we may close adverts earlier than specified. Further Information For help with the application process for non-medical vacancies only, please contact the Resourcing Team by Email: uhsussex.non-medicalvacancies@nhs.net #J-18808-Ljbffr
At UHSussex we're proud to be at the heart of the NHS. As one of the UK's largest acute Trusts, we're a leading example of the excellence, the ambition and the values that have embodied the NHS for over 70 years.
Our hard-working, talented and dedicated people work together towards a common goal - to always put our Patient First. In fact, our mission is summed up by our 'where better never stops' motto and you will play a part in driving us forwards and in improving the lives of patients across Sussex.
At UHSussex, diversity is our strength, and we want you to feel included to help us always put the Patient First. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of Staff Networks to help break down barriers, and can offer a buddy to help new members settle in. We're proud to be a Disability Confident Employer (Level 2) and a Veteran Aware Trust.
We treat our patients and staff with the same compassion and empathy we expect for ourselves. We're here for them when they need us, and we go above and beyond to meet their needs. This can be seen in our Wellbeing Programme for staff which is extensive and designed to support you when you need it, including where possible, flexible working to support work-life balance - because we know that to look after others we must first look after ourselves.
As a university trust and a leader in healthcare research, we value learning, teaching and training so that we can be the best that we can be. From the moment you start with us and throughout your career we will help you to grow and develop. We hope that in choosing UHSussex you are choosing a long and happy career where you will be able to see the difference you make and feel valued for all that you do.
We look forward to receiving your application and the start of your journey with UHSussex.
Job overview
We are looking for a positive, pro-active, and professional person to join our team. If you have excellent interpersonal skills, are a good communicator, and have a strong desire to deliver outstanding support to our clinical teams then this could be the role for you.
Based at Worthing with occasional travel to Chichester.
Main duties of the job
You will need to be able to communicate effectively with all staff members and have a background in staff management. This exciting and varied role includes close working with the clinical team and other support networks.
The Care Group Support Manager will report directly to the Operations Manager and work with the Care Group Support Manager at Chichester to provide efficient and organised administrative support to the teams across site. The role will involve a range of duties including administrative support of the waiting lists, clinics, supporting administrative processes across Cardiac Investigations to be coordinated in order to deliver both governance and performance functions.
Detailed job description and main responsibilities
Main duties by factor: Communications and Relationship skills - (Factor 1) Develop networks and liaise with other hospital professional groups and outside agencies as required on behalf of the division. Actively support the OM in the escalation process by informing wards / departments and medical staff of the situation and by providing operational assistance to the general management team as requested. Respond to any general queries with varying levels of complexity from the teams and direct them to alternative information sources if appropriate. Provide close support for team member/s responsible for organising meetings and conferences. Respond to frequent enquiries from managers, stakeholders, professionals and, less frequently, the general public, offering support and guidance including using written, verbal and face-to-face communication. Manage and deal with complex, sensitive, confidential and continuous information. Take accurate telephone messages, collect relevant information, and deal with difficult callers in a confident and friendly manner. Liaise with staff and managers over a range of issues. Provide diary management for the teams, including arranging meetings and booking appointments on request or based on precedent. Prepare agendas from previous minutes, collate documents and meet deadlines, once agreed. Take notes when required and distribute after approval. Provide other administrative support to a variety of meetings when required. Proof-read documents for spelling, punctuation, format and grammar. Reformat documents as needed.
Analytical and Judgemental skills - (Factor 3) Co-ordinate all aspects of the services risk management and governance activities in conjunction with the OM. Actively be involved in producing reports relating to governance issues and actively involved in the analysis of clinical and information governance incidents. Actively be involved in the embedding of risk management processes and support the co-ordination and maintenance of the service and Divisional Risk Register. Analysis of business performance information of varying levels of complexity, decisions on meeting business targets, highlighting gaps and issues in performance information. Participate in validation of patient pathways to ensure RTT & Diagnostic pathways compliance / completion. Using initiative and judgement to raise issues with Line Manager or members of the Teams when necessary.
Planning and Organisational skills - (Factor 4) Use initiative to prioritise own workload some of which can be of a complex nature, exercising discretion as to the degree of urgency, importance and confidentiality required. Multi-task, and plan work for short- and medium-term. Plan straightforward, and occasionally complex tasks and activities. Actively involved in the development of the annual capacity and demand planning. Actively involved in the development of cost improvement plans. Support the OM in setting up meetings as required and take notes at meetings. Check clinics daily for capacity and ensure all slots are filled in a timely manner and arrange for additional clinics as able. Check two week rule capacity sheet and escalate through Line Management if clinics are required. Organise dates and venues for appraisals and mandatory training of secretaries within the Care Group Team. Provide a flexible workforce to arrange for maximum secretarial and administrative and clerical support within the division. Co-ordinate any bank staff requirements and minimise bank and overtime costs. Share best practice and document processes. Undertake specific projects and tasks as requested by the Teams. Ensure deadlines are met and take appropriate action to make sure work is completed to given timescales.
Patient/ Client Care - (Factor 6) Check clinics daily for capacity and ensure all slots are filled in a timely manner and arrange for additional clinics as able. Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care.
Policy and Service Development Implementation - (Factor 7) Utilising service improvement techniques including process mapping, capacity and demand modelling, development of integrated business and service plans and improvement cycles support the teams to provide services in new and innovative ways. Implements policies, proposes changes to practices, procedures for own area. Management of specific projects and for supporting divisional projects that contribute to service improvements aimed to ensure that the patient is central to the delivery of high quality patient care. An integral part of the Divisional team that supports the Trust in delivering its strategic direction and objectives surrounding the 'Patient First' programme. Work closely with OM to ensure that services are compliant with all national and local targets.
Financial and Physical Development (inc. equipment, stock etc) - (Factor 8) Delegated administrative budget holder. Orders stock and stationery; authorised signatory for travel arrangements, meetings, and expenses. Complete the Trust's rostering system (hours worked / annual leave / sickness / etc.).
Human Resources (inc. developing and delivering training) - (Factor 9) Provide day-to-day line management support of a multi-disciplinary team group. Support the development of an effective and efficient administrative team. Contribute to the development of an enabling culture within the care group that supports others to succeed. Promote staff engagement and satisfaction within area of responsibility in the care group. Mobilise the energy and commitment of all staff members and actively encourage innovation and improvement from others. Actively promote a culture of openness, transparency and candour. Facilitate improved patient safety and experience. Take decisive and timely action to address areas of poor performance. Manage and approve annual leave, study leave and duty rotas for administrative staff. Monitor staff workloads and allocate work according to staffing levels. Provide appropriate support and advice to staff in line with the Trust's disciplinary procedures. Recruitment of administration staff. Identify and agree own developmental needs through the Trust's PDR process. Support all new administrative and bank staff to ensure they receive appropriate induction, training and supervision.
Information Resources - (Factor 10) Record additional clinic sessions on the extra sessions spreadsheet. Utilising the various Trust Information systems for the effective management of operational services. Maintain databases and other information storage systems. Create, update and store relevant documents and records. Work with the Corporate Information & Access teams to ensure relevant information is available for regular and ad hoc reports. Support the monitoring clinical incident forms and highlight trends in clinical incidents for the service. Support the maintenance of the service's Risk Register. Co-ordinate the response to formal and PALS complaints. Critically evaluate data from different sources to ensure quality, consistency and accuracy.
Person specification
Qualifications Essential criteria 5 GCSE A-C grades (or equivalent) including English & Maths. Advanced/Higher Level Education/Vocational or Business and Administration qualification or equivalent experience. Knowledge & demonstrable experience of coordinating, supervising or managing staff and processes in the acute or primary NHS setting. Knowledge and experience of Medical Terminology. Ability to deal with difficult/conflicting situations and resolve by defusing with flexibility and adaptability to challenging and changing situations. Experience of managing a complex and varied workload. Demonstrates behaviours and attitudes that support the Trust's Vision of "We Care". Desirable criteria Managerial qualification or equivalent experience. Vocational or Business and Administration qualification. Medical Terminology qualification. Microsoft Excel qualification or equivalent. Validation Experience. HR Experience, Appraisal Training, Recruitment/Selection experience. Experience of managing staff rostering systems. Equality, Diversity, and Inclusion Essential criteria Evidence of having championed diversity in previous roles. Evidence of having undertaken own development to improve understanding of equalities issues. Important information for applicants Flexible Working:
If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager. DBS Checks:
As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. Skilled Worker Visa:
Applications for Skilled Worker sponsorship are welcome for those that meet the Visa and Immigration eligibility criteria. Closing adverts early:
Please apply as early as you're able for this role. In the event of exceptional interest we may close adverts earlier than specified. Further Information For help with the application process for non-medical vacancies only, please contact the Resourcing Team by Email: uhsussex.non-medicalvacancies@nhs.net #J-18808-Ljbffr
