Job Summary
As a Lead Employer Service, our key priorities are to ensure the efficient, professional, and integrated 'one stop' service for all our stakeholders including Host Trusts and our Educational Stakeholders.
The Deputy Operations Manager position will provide support to the different Team Managers across the Operations teams within Lead Employer and work with the Operations Manager to support the oversight of operations for all clients and trainees, ensuring each stage of the process is properly actioned, that trainees are onboarded correctly, correct information is processed for payments to be made, and appropriate information is communicated to all relevant stakeholders including NHS E, host trusts, and trainees.
Interview Date - 11th March 2025
Main Duties of the Job
The postholder will manage the Team Managers from the LE Operations teams, specifically LE Helpdesk, NHS Collaborative Bank, HR Governance and Compliance, Onboarding, Pay and Work Schedules, and Rotations and Contracts.
Monitoring and managing these teams in line with standard operating procedures and LE operations key performance indicators to ensure adherence to legislation, relevant terms and conditions of service, NHS guidance, CQC requirements, and HR best practice.
About Us
Mersey and West Lancashire Teaching Hospitals NHS Trust serves a population of over 600,000 with a workforce of over 9,000 dedicated and skilled staff across 21 sites. We strongly believe that the communities we serve should all have access to Five Star Patient Care.
Our Services:
Acute Care: Providing emergency and maternity services at Whiston, Southport and Ormskirk hospitals, and medical and surgical specialties across all our sites.
Primary Care: Providing primary care services at Marshalls Cross Medical Centre situated in St Helens Hospital.
Community Services: Providing adult community services for St Helens and a wheelchair service in Chorley, South Ribble, and West Lancashire. Our inpatient unit at Newton Community Hospital is where patients needing acute hospital beds can continue rehabilitation, freeing up space for more unwell patients. We also provide urgent care at our Urgent Treatment Centre located in St Helens town centre.
Specialist Regional Services: We provide the Mersey Regional Burns & Plastic Surgery Unit at Whiston Hospital and the Spinal Injuries Unit at Southport Hospital to more than 4 million people across the whole of Merseyside, West Lancashire, Cheshire, Isle of Man, and North Wales.
Achievements:
* Rated Outstanding by CQC Inspection August 2018
* Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
* National Preceptorship Accreditation (2023) for Nursing & AHP Preceptorship Programme
Date Posted: 12 February 2025
Pay Scheme: Agenda for change
Band: Band 6
Salary: £37,338 to £44,962 a year per annum
Contract: Permanent
Working Pattern: Full-time
Reference Number: 409-6895041
Job Location:
Jubilee Court, 2nd Floor, Jubilee Court, Waterside, St Helens, Merseyside, WA9 1TT
Job Responsibilities
KEY DUTIES
Team Management:
* Ensure the LE Operations administration teams provide support generally and flexibly within the Lead Employer.
* Cover for other staff members as required and perform any duties appropriate to the grade and experience of the job holder.
* Work in partnership with colleagues to optimise opportunities for collaborative working towards the provision of an integrated end-to-end Operations Service.
* Develop and implement processes to effectively manage activity.
* Manage the Operations team managers and other direct reports by holding regular communication and planning meetings and support their continuous development through appraisal and PDPs.
* Manage the day-to-day service of the Operations teams including monitoring of timekeeping and attendance.
HR Service Delivery:
* Ensure that all enquiries to the department from both internal and external parties are handled effectively and efficiently.
* Support staff in interpreting relevant operations policies and procedures. Refer complex or highly sensitive matters to the Operations Manager.
* Ensure resources are effectively managed within each team.
* Contribute to continuous improvement in the efficiency and effectiveness of LE Operations.
* Seek customer service feedback from service users and make recommendations for further improvements to the Operations services.
* Assist users/managers in optimising the workforce information available.
* Maintain monitoring systems including responsiveness, customer service standards, and produce performance metrics.
* Investigate complaints about the operations services, providing feedback to complainants and implementing necessary changes to aid service improvement.
* Support Team Managers to produce regular updates on management information and present these to the Operations Manager and LE SLT.
Contract and SLA Management:
* Assist the Operations Manager in developing service specifications, tenders, contracts, and Service Level Agreements for Operations Services.
* Monitor the provision of services under Service Level Agreements/Contracts and highlight performance/quality issues to the senior team.
* Oversee over- and under-payments regarding trainees, producing data for reporting purposes.
* Retain records of contract activity and performance against KPIs in collaboration with internal departments.
Governance Compliance:
* Ensure paper-based and electronic record and filing systems are maintained in accordance with Trust Information Governance and Record Management policies.
* Implement and monitor compliance with Data protection, Freedom of Information, Equality & Diversity, Equal Opportunities, and other HR-related legislation.
* Ensure all evidence is stored appropriately for NHSLA, UKBA, and CQC assessments.
* Provide managers with Equality and Diversity information to ensure equity of access to recruitment and training opportunities.
* Ensure data protection and confidentiality is maintained.
* Ensure all staff are recruited in line with Lead Employers recruitment policies and procedures.
Operations Management:
* Establish service standards within the Operational Team procedures and review on an ongoing basis.
* Ensure compliance with NHS Pre-employment standards and relevant legislation within the LE onboarding processes.
* Design and implement administrative policies and procedures to ensure the smooth running of the service.
* Highlight and report service requirements, workforce resource, and workload impact.
* Liaise with the Operations Manager regularly to identify and plan the service to meet the Hosts/trainees needs.
* Ensure timeliness, accuracy, and relevance around communications and templates issued from the Operations team.
* Ensure that Impact Assessments are completed on policies and procedures.
* Ensure the integrity of all Operations data by accurate and timely inputting of information.
* Develop and maintain HR systems; e.g., databases/trackers and ESR.
* Work in collaboration with the LE Case Management and Absence Support teams where required.
* Coordinate the planning and implementation of host/trainee engagement/awareness sessions including inductions.
* Monitor accuracy of data entry and take action to ensure standards are maintained.
* Lead the host and regional performance update meetings representing the Operations teams in terms of performance.
Recruitment Service:
* Provide professional development and coaching to administration teams to enable them to provide good quality advice and service provision to trainees/hosts.
* Ensure processing and monitoring of any changes e.g., fixed-term contracts, secondments, and changes to terms and conditions of employment are appropriately actioned.
* Audit the quality of advice and support provided by the Operations teams.
* Develop and deliver Operations specific training to team managers/leaders.
* Work with the Operations teams to ensure that all standard operations processes are applied consistently and in line with regulations/legislation.
Person Specification
Qualifications
Essential:
* Educated to degree level or equivalent relevant work experience.
* Working towards/willingness to work towards CIPD qualification.
* Evidence of continuing professional development.
Desirable:
* CIPD qualified.
* Employment Law Qualification.
Experience
Essential:
* Operational HR experience gained within a unionised environment including recruitment experience.
* Employee Relations experience.
Desirable:
* Experience of working in a HR role in the NHS or public sector organisation.
* Experience of HR across more than one area of expertise e.g., employee relations, recruitment, organisational development.
Knowledge and Skills
Essential:
* Excellent communication skills.
* Well organised and ability to work under pressure.
* Knowledge of employment law and HR best practice.
* Employment relations - staff side partnership working.
* Ability to analyse and interpret HR statistics.
* Competent user of Information Technology.
* Knowledge of NHS terms and conditions of employment.
* Understanding of terms and conditions of contracts of employment.
* Good understanding of the challenges affecting the NHS.
* Able to identify areas of improvement in current systems and develop and implement plans to improve processes.
* Ability to plan effectively and work to tight deadlines.
* Ability to effectively manage team performance.
Desirable:
* Knowledge of TUPE legislation.
* Knowledge of capacity/resource planning.
* Re-organisation/redundancy handling.
* Ability to challenge ways of working.
Disclosure and Barring Service Check:
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Employer Details
Employer Name: Mersey and West Lancashire Teaching Hospitals NHS Trust
Address:
Jubilee Court, 2nd Floor, Jubilee Court, Waterside, St Helens, Merseyside, WA9 1TT
Employer's Website: https://www.merseywestlancs.nhs.uk/
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