Job summary
hours per week.
An exciting new opportunity has arisen in the Infection Prevention and Control Team (IPC) for a Business Support Manager. We are looking for an individual who will enjoy the challenge of implementing this roll to support the Team in providing a service which underpins all aspects of IPC.
This role may not be eligible for sponsorship under the Skilled Worker route, please refer to the Direct Gov website for more information with regards to eligibility.
Main duties of the job
The Business Support Manger will assist the Team Leader in organising the day to day activities of the IPC Team and includes participating in, and and oversight of, the Mask Fit Service and facilitating the annual Staff Influenza Vaccination Campaign. Audit, data management and reporting is an important component of the role which will require presenting across services and departments.
About us
Livewell Southwest is an independent, award-winning social enterprise providing integrated health & social care services for people across Plymouth, South Hams & West Devon, as well as some specialist services for people living in parts of Devon & Cornwall. With teams in community hospitals, GP practices, sports centres, health & wellbeing hubs.
As an organisation with a strong social conscience, we always value being kind, respectful, inclusive, ambitious, responsible and collaborative. Transforming services to make them sustainable, ensuring that we value, support & empower each other.
We are committed to involving the people we care for, families & carers in everything that we do, working towards co-production where we can. Helping us to deliver the right care for people, in the right place & at the right time. By putting people at the centre of what we do, we ensure to support people to lead, healthy independent lives & be the very best at helping people to live well.
Valuing our employees making an investment in their development a priority. We offer:
Protected CPD time for registered staff
Various development pathways and ongoing regular training packages for all staff
Leadership & mentoring programmes
Access & funding for training including Care Certificate, Assistant Practitioners Course & Scholarship Into Nurse Training
A Robust Preceptorship
A bespoke induction programme
Existing members of the NHS Pension Scheme can continue their membership when they join the organisation.
Job description
Job responsibilities
Management of Services
To take a lead role in the management and delivery of all clinics within the service area ensuring effective day to day operational management in accordance with best utilisation of staff and accommodation.
To manage & regularly monitor relevant performance data including waiting lists, clinical outcome measures; collate, analyse and report information to relevant team/service managers including areas for improvement, identifying any capacity gaps against plans.
To evaluate and plan to ensure an effective contact service for the public/clients that is efficient and professional, which will include managing staff resources to ensure effective cover.
To deputise for manager during periods of annual leave and occasionally at delegated meetings.
To ensure that referral management and appointment processes are efficient, coordinated and compliant with organisational policy.
Be proactive and propose, develop and implement ideas and new processes for improvement in the way the service is delivered.
Promote the image of the organisation and services by ensuring that all information and communication is up to date and suitably presented.
Take responsibility for ensuring that internal and external communication systems are fit for purpose.
To provide a range of non clinical advice & information about the service to service users and external agencies.
To ensure that all complaints, compliments, concerns, comments and suggestions are appropriately recorded, and where possible resolved within level of role or escalated appropriately. To investigate those relating to own admin team.
Respond to telephone, email and written queries on behalf of the service area including call handling where appropriate.
To manage appointments, meetings and events on behalf of the service, making bookings where necessary and ensuring all equipment and documentation is available.
To arrange, produce agendas and minutes for high level and confidential meetings, transcribing and distributing as necessary.
To analyse data to enable managers to monitor budgets and performance in relation to business support function.
Collate information; prepare reports and presentations pertaining to the service area at the request of the service manager.
Ensure that the corporate support function complies with all PCH policies and procedures including Data Protection, confidentiality, Health and Safety, security and safeguarding.
To manage own time and workload working autonomously and flexibly.
To manage specific projects and information systems/databases as requested by the service manager and provide updates on progress.
Co-ordinate Health and Safety within the service area, reporting faults and ensuring that work is undertaken.
Ensure that fire safety policies are adhered to within the service area.
Organise data collection to support research and development.
Staff management & development
To have operational leadership and daily management responsibility for relevant administrative staff including recruitment, performance management, absence management, risk assessments disciplinary, training & appraisal.
To manage & chair regular meetings with administrative staff within service area.
To develop workforce by providing induction, in-post training and updates for relevant staff.
Financial management
To authorise orders and payments in accordance with business processes.
To contribute to the management of the cost effective use of departmental resources including the ordering of stock and undertaking cost improvement programmes within the service.
To be a delegated budget holder for specific area of responsibility ensuring expenditure is within agreed limits and that senior manager remains informed of related issues.
Physical Effort Frequent sitting & standing. Inputting at a keyboard for most of day, frequent light effort to lift, sort & file case notes.
May have to occasionally move presentation equipment and office supplies or clinic consumables.
May have to move between locations if service is delivered across different sites.
Mental Effort
Frequent concentration is required when inputting into systems, analysing data, making changes to correct deficits, typing documents, making appointments & processing records with a need to ensure accuracy.
The work is sometimes not predictable as this is an operational role and the priority of work can change depending on patient, service and staff needs.
Concentration required for checking documents, writing reports and protocols and analysing data and statistics
Emotional Effort
There may be some exposure to service users who may exhibit difficult & challenging behaviours or when handling patients complaints.
While managing and supporting staff may have to deliver unwelcome news or comfort upset staff.
Working conditions
Exposure to unpleasant conditions is rare/occasional. May be exposed to verbal aggression from patients. Will use VDU for high proportion of time.
The flexible nature of the job may require post holder to move within the team or within the wider organisational setting as required and undertake similar duties.
Key Behaviour Competencies:
Working together
Be straightforward in our dealings with each other and build relationships
Listen to others and explain the decisions we have made
Recognise and remove barriers to action
Create an open and positive learning culture
Learn from mistakes & ask others for support where necessary
Be aware of ones own behaviour, values, attitudes, strengths and weaknesses.
Ability to reflect on ones behaviour and change them.
Uphold the values and be proud to be part of the organisation
Ensure appearance is professional & name badge visible
Act With Integrity
Be honest and do what you say you will do
Take responsibility and be accountable for your actions
Guard and build the organisations reputation
Take into account the human and social impact of our work
Treat everyone in a friendly,courteous manner; smile & make eye contact
Building Success Together
Be compassionate and accepting of others.
Be straightforward in our dealings with each other and build relationships
Listen to others and explain the decisions we have made
Agree on our goals and see them through
Treat each other with dignity and respect
Learn from each others experiences
Understand and recognise each others contributions of being of equal value
Be prepared to challenge the status quo
Contribute to the organisations success
Stretch the boundaries of personal performance
Look for better ways of working to achieve improvements
Caring for patients
Aim to meet the needs of our patients and partners in care
Use initiative to enhance care in innovative and imaginative ways
Respect individual cultural differences; challenge bias & prejudice
Provide a high quality and safe service for patients
Maintain privacy and ensure confidential information is kept safe
Question poor practice, process & behaviour
Person Specification
Experience
Essential
1. Knowledge
2. Thorough working knowledge of Microsoft Office packages, Outlook, Word, Excel. And the use of databases
3. Excellent understanding of general office working procedures.
4. High level of competency in the management of budgets and financial control systems
5. Understanding of activity management including waiting lists
6. Understanding of systems and processes and able to implement efficient working practices.
7. Experience
8. At least 2 years experience of working in a role to support senior managers
9. Significant previous experience of working in an administrative environment using computerised data systems.
10. Demonstrable experience of dealing with the public and dealing with sensitive and confidential information.
11. Experience of supervising other staff members.
12. Experience of working with complex systems and information.
13. Experience of analysing and interpreting data
14. Financial management experience.
15. Decision making and resolving complex work related issues
16. Skills & Abilities
17. Excellent verbal and written communication skills.
18. Able to use judgement and initiative to provide information and support
19. Accurate and fast typing and data entry skills.
20. Ability to manage and lead a team and work within wider teams.
21. Able to analyse problems and initiate appropriate solutions effectively
22. Able to apply tact and sensitivity to establish trust and support
23. Ability to use own initiative to organise own workload and that of others, setting deadlines and ensuring these are met.
24. Able to compose and transcribe minutes, correspondence and reports
25. Effective time management skills.
26. Empathetic approach to managing and resolving enquiries
27. Flexibility to meet competing demands within the working day.
28. Able to manage difficult and distressing situations effectively.
29. Flexible and adaptable, ability to learn new skills and develop role.
30. Able to work as part of a team
31. Flexible and adaptable, ability to learn new skills and develop role.
Desirable
32. Ability to use PCH Business applications SystmOne.
33. Up to date knowledge of PCH policies and procedures.
34. Understanding local health community and commissioning needs and ability to be innovative to meet these needs.
35. Experience of undertaking Service Improvement or a Project Management role.
36. Experience of analysing data and using such data to improve the quality and efficiency of the service
37. Experience of working within a health care provider or Social Services environment
Qualifications
Essential
38. Educated to degree level in a relevant subject or equivalent level of knowledge, qualifications or significant equivalent skills and experience to that level.
39. Evidence of continuing professional development.
Desirable
40. Project management Prince 2