Non-Clinical Services Manager

Key Tasks & Responsibilities This job description is not intended to be an exhaustive list of the duties and responsibilities of the post and the post holder may be requested to carry out any other duties which are appropriate to their post and banding. The post may change over time to meet organisational requirements and the job description may be changed after consultation with the post holder at any time. To effectively supervise and support the non-clinical team through a process of supervision and appraisal. Resolve complex and conflicting demands relating to resources, workload and interpersonal staffing issues. During periods of heavy workloads for he team, ensue adequate cover/support is available. Manage staff time/work/absence/annual leave requests across the team to minimise disruption within the service. To effectively line manage the admin team, developing productive working relationships and sound understanding of the various roles and responsibilities. To have a good working knowledge of the electronic patient records system used across the hospital and extensively by the admin team. To ensure that all information and data handled by the admin team is processed using the highest standards of information governance and data protection principles are properly applied. To review, amend and up-date relevant Policies & Procedures which fall within this roles remit. To work in accordance with hospital Policies & Procedures, in particular Health & Safety, Fire and Risk Management. Attend and contribute to Senior Management Health & Safety Meetings. To carry out/oversee associated audits, checks, reviews. To ensure compliance with the relevant legislation and monitor/implement any updates. To assist with risk assessments and the updating of existing risk assessments. Ensure appropriate action is taken when any health, safety and security concerns arise. Liaise with external regulators and advisors such as H&S Consultant, Water Consultants. To manage and authorise annual service and maintenance contracts. General Communicate effectively with a range of people, either in person or on the telephone, promptly and in a professional and courteous manner. To manage and prioritise own workload appropriately, without supervision. To react promptly to situations in order to coordinate an excellent service to patients/families/carers. To adhere to the principles and processes defined within the equal opportunities provision. To fully comply with the GDPR and related policies. To recognise the sensitivity of business undertaken and to ensure strict confidentiality. Personal Employees must maintain a high standard of personal hygiene and appearance. Employees must be positive and have a cheerful attitude. Ensure respect and dignity of service users at all times. Patient privacy and confidentiality must be respected at all times. Maintain professional boundaries. Be able to work within a team. Able to work alone and without direct supervision. Policies & Procedures Understand and adhere to the hospital policies, procedures and ensure that others also adhere to these. Take personal responsibility for maintaining up-to-date knowledge and adhering to all hospital policies and procedures. Works within the hospitals Equality and Diversity framework. Teaching, training and Supervision To actively engage in monthly supervision. To actively engage in the appraisal process. To continue to gain knowledge, skills and experience in accordance with professional practice to enhance overall care for patients. Actively engage in formal and informal training opportunities to develop and maintain skills and knowledge and ensure fitness for practice. Adhere to essential and statutory training requirements. Assist in the training of other staff as appropriate to role. Health and Safety Ensure the maintenance of a safe and secure treatment environment which is fit for purpose. Contribute to the General Workplace Risk Assessment process and adhere to risk management plans. Work within Health and Safety legislation, hospital policies and procedures. General Duties The post holders adherence to the job description and specific role objectives will be reviewed as a matter of routine within supervision and appraisal. This allows for appropriate stretch and support for each individual working within a generic job description and meets individual needs creating opportunities for growth. The post holder may be asked to undertake duties not explicitly stated within this job description. This will only ever ask of the post holder that which is within their capabilities, kill and knowledge. Data Protection The postholder must at all times respect the confidentiality of information in line with the requirements of the Data Protection Act. This includes, if required to do so, obtain, process and/or use information held on a computer in a fair and lawful way, to hold data only for the specified registered purposes and to use or disclose data only to authorised persons or organisations as instructed. Other Duties This list is not exhaustive. The post holder may be asked to undertake duties not directly highlighted within the job description. This will only be done when the skills and experience of the post holder meet the requirements of the role and where the request may reasonably fall within the boundaries of the post. Variation Clause This is a description of the job, as it is constituted at the date shown. It is practice of the hospital to periodically examine job descriptions, update them and ensure that they relate to the job performed and are fit for purpose. As such the hospital may amend job descriptions over time. DIMENSIONS Riverdale Grange Hospital provides an in-patient service to 9 adolescent patients and 9 adult patients who may detained under Mental Health Act (1983). The post holder will maintain a safe environment which is fit for patients, staff and public to use. The post holder will be required to lead a team that works both weekdays and weekends. KNOWLEDGE, SKILLS & EXPERIENCE Have relevant qualification combined with a strong administrative experience. Experience of working within a team environment. Experience of dealing with confidential and sensitive information. Ability to work accurately and unsupervised, using own initiative, tact and diplomacy Ability to meet deadlines, work under pressure prioritising own work load. Excellent interpersonal skills and telephone manner including liaison with outside agencies. Demonstrate good numeracy and literacy skills. Ability to take formal, accurate minutes. Ability to problem solve. Skill in effective communication. Ability to maintain effective written records. Demonstrate a positive attitude Ability to plan, prioritise workload and manage time effectively. Be skilled in managing a complex workload including electronic diary and correspondence management Have the ability to understand and use a variety of computer-based systems. Be able to work well independently and also as part of a wider team. This post is of a confidential nature. Demonstrate a high degree of personal responsibility and initiative in all areas of the role, with a diplomatic and discreet approach. Maintain confidentiality, privacy and dignity for all patients. Have an understanding of safeguarding procedures. COMMUNICATION & RELATIONSHIP SKILLS Receiving sensitive information in an atmosphere where patients can be hostile, antagonistic or emotive, where adherence to detail and accuracy must be high. Act in an appropriate dignified and responsible manner with patients, relatives, colleagues, using appropriate language and communication skills which acknowledge cultural differences. PHYSICAL EFFORT The ability to use and transfer hospital equipment within the unit. Primarily desk-based work utilising keyboard skills. To fulfil this role it is necessary to mobilise around the hospital, accessing all 4 floors and garden. EMOTIONAL EFFORT Very occasional exposure to highly distressing, traumatic incidents such as self-harm, forced nasogastric feeding, verbal abuse or challenging behaviour from patients. May witness or be faced with patients who, at times, present with a heightened level of distress, agitation and hostility. Maintaining high levels of self awareness, mindfulness and vigilance within the working environment. Ability to maintain a balanced/objective perceptive while working under potentially stressful situations and conditions. MENTAL EFFORT There is a need to respond flexibly, sensitively and appropriately to situations within the context of work and in line with patient need/circumstances within the clinical environment.