Divisional Secretariat Manager

Job Overview

An excellent opportunity has arisen for a dynamic and motivated individual to join our team as a Divisional Secretariat Manager for Neurology at The Walton Centre.

At The Walton Centre we are committed to recruiting staff who demonstrate the core values and behaviours of the trust, and who are committed to the delivery of high quality services for our patients and their families.

This post is an ideal opportunity for someone who wishes to progress in their career as a Divisional secretariat manager and will enable you to develop strong managerial and leadership skills in a supportive environment.

Main duties of the job

The Division of Neurology is responsible for a wide range of clinical and non-clinical services, including a comprehensive Neurological outpatient service at The Walton Centre and a range of satellite services in district general hospitals (DGHs) across Merseyside, Cheshire and North Wales.

The post holder will be responsible for the day to day management of the Neurology Secretariat workforce and service function, including the delivery of all performance standards and Key Performance Indicators.

Working for our organisation

The Walton Centre NHS Foundation Trust is the only NHS trust to hold dual accreditation for the Investors in People. We invest in people and we invest in wellbeing standards and have been awarded Gold status for both. The Walton Centre is a leader in the treatment and care of neurology and neurosurgery, placing the patient and their family at the heart of everything we do. As the only specialist hospital trust in the UK dedicated to providing comprehensive neurology, neurosurgery, spinal and pain management services we are proud to be rated as an Outstanding Trust by the Care Quality Commission (CQC), and champion change throughout the field of neuroscience. Originally formed in 1992, the Trust received Foundation Trust status in 2009.

With around 1,450 staff, The Walton Centre treats more than 127,000 outpatients and 18,000 inpatients each year. We have leading specialists and incredibly dedicated staff delivering excellent clinical outcomes for brain, spinal and neurological care nationally and internationally. Teams across our site in Fazakerley, Liverpool, offer a world-class service in diagnosing and treating injuries and illnesses affecting the brain, spine and peripheral nerves and muscles, and in supporting people suffering from a wide range of long-term neurological conditions.

Staff

Detailed job description and main responsibilities

• Provide advice and support for staff on a daily basis.
• Manage the team’s workload to ensure the smooth and effective running of the department.
• Oversee work schedules and rotas to ensure appropriate cover is provided.
• Oversee staff workloads to ensure a fair and even distribution of duties.
• Ensure all staff have a current PDR, objectives and a personal development plan.
• Ensure all staff are up to date with mandatory training to include: H&S, Fire, Safeguarding
  
  
  

and E-Learning Competencies.

• Monitor sickness absence, complete return to work and informal sickness meetings and
  
  
  

make referrals to Occupational Health as required in line with Trust policies.

• Manage requests for special leave to include: Carers, Bereavement and Other.
• Manage requests for annual leave ensuring the needs of the service are maintained
• Monitor completion of staff annual leave & sickness records.
• Complete departmental Staff Variation List (SVL) and return to the Payroll Department.
  
  
  

Manage the Recruitment & Selection process of new staff, including recruitment of

agency/bank staff ensuring Trust policies and procedures are adhered to.

• Take responsibility for induction and training of new starters to include IT network access,
  
  
  

smart cards, access swipe cards, car parking, PAS training and mandatory training etc.

• Authorise time sheets for agency/bank staff as required.
• Authorise and monitor overtime, additional hours and lieu time as required in agreement
  
  
  

with the Divisional Operational Manager.

• Consider any requests for flexible working in agreement with the Divisional Operational
  
  
  

Manager.

• As directed by the Divisional Team, manage the implementation of change which may affect
  
  
  

working practices and help staff to adjust to such changes.

• Manage initial performance, capability and disciplinary issues relating to staff, escalating to
  
  
  

the Operational Services Manager as required.

• Organise monthly team meetings and develop good communication within the teams and
  
  
  

between the teams. Feedback to the Trust monthly Team Brief meetings.

• Promote the values outlined in the Walton Way.
• Ensure good communication is maintained locally, across the Trust and its Satellites, to
  
  
  

promote teamwork with other staff whom they contact during their daily duties.

• Be able to communicate complex information to a variety of people including, clinicians,
  
  
  

management teams, patients and members of the public.

Performance & KPI’s

• Manage the digital dictation system to ensure all typing is completed and filed in an accurate
  
  
  

and timely manner in line with trust turnaround times.

• Ensure all pending investigations and investigation results are managed in line with Trust
  
  
  

policies and procedures.

• Ensure all appointments are booked in line with the requirements outlined in the Patient
  
  
  

Access Policy.

• Monitor the RTT PTL and Waiting List reports and ensure all staff are managing these
  
  
  

appropriately.

• Monitor the suspended outpatient lists and ensure all staff are managing these
  
  
  

appropriately.

• Monitor the unfinished appointments and unfinished cancelled outpatient lists and ensure
  
  
  

completion in line with cut off dates.

• Identify any issues, i.e. where a shortage of capacity could lead to potential breaches and
  
  
  

flag to the Divisional Operational Manager and Divisional Management teams.

• Ensure provision of adequate and appropriate secretariat support to clinicians as required.
  
  
  

Other Duties

• Ensure divisional processes relating to clinicians annual leave are followed and necessary
  
  
  

actions to cancel and re-schedule appointments are carried out.

• Ensure patients and colleagues receive a polite and courteous service and investigate face
  
  
  

to face and telephone complaints regarding the service.

• In the event that a patient attends without an appointment due to an error made by one of
  
  
  

the team, liaise with clinicians in the outpatient department/bed managers to resolve the

situation.

• Respond to requests for information/validation from the information and EPR departments.
• Propose changes to policies and procedures as required for inclusion in the Secretariat
  
  
  

Guidance & Procedure Manual.

• Manage the secretariat shared folder to ensure all documentation is relevant and up to date.
• Liaise with the IT Manager regarding any system developments as required.
• Ensure maintenance of filing systems in line with the Records Management NHS Code of
  
  
  

Practice.

• Ensure completion of departmental assessments as required to include: Risk assessments,
  
  
  

Work station assessments, Environmental assessments, and Equality Impact assessments

etc.

• Report any maintenance issues to the Estates or IM&T help desk as appropriate.
• Attend Team Brief and Divisional Management meetings.
• Ensure adequate stocks of stationery are maintained for the department.
• Identify and manage departmental improvements in line with F2E both within the
  
  
  

department and throughout the Trust.

• Identify and carry out audits to test the effectiveness of departmental procedures.
• Work with the PAS & DQ team to ensure the best use of the PAS system within the
  
  
  

department.

• Complete Datix forms as required.
• Provide information to staff in other departments regarding the role of the Medical
  
  
  

Secretariat.

• Provide advice and guidance to clinicians on the Trust Digital Dictation system and escalate
  
  
  

any equipment failures and IT software issues to the relevant department.

Person specification

Qualifications

Essential criteria

• Educated to Degree level or equivalent experience.
• ECDL certificate or equivalent
• Relevant management or leadership training / qualification
  
  
  

Desirable criteria

• IHRIM qualification or relevant experience
  
  
  

Knowledge & Experience

Essential criteria

• Experience of working in a patient care environment at a supervisor or management level
• Experienced iCS PAS user
• Experience of accurate and timely data entry and producing reports
• High level NHS target knowledge
• Knowledge of Patient Access targets
• Knowledge of appointment booking systems, process, data definitions and standards.
• Experience of dealing with patient or customer concerns and complaints
• Knowledge of waiting list management
• Good knowledge and understanding of the NHS Data quality agenda
• Knowledge of Digital Dictation systems
• Knowledge of HR policies and procedures
• Experience of change management
  
  
  

Desirable criteria

• Experience of working in a medical secretariat environment
• Knowledge of SVL completion
• Extensive knowledge and experience of Digital Dictation systems
• Experience of managing Patient Tracking Lists
• Understanding of Medical Terminology

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