Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD
We are pleased to offer this opportunity to work with the team at The Welsh Centre for Cleft Lip & Palate. We are based at Morriston Hospital, Swansea and provide a service for those born with a cleft palate and velopharyngeal disorder across South Wales.
The post holder will support the Manager in the effective day to day running of the Service and is a contact for resolving operational issues that arise, which will involve providing, and receiving complex, sensitive or contentious information where there are barriers to understanding or acceptance, using developed interpersonal and communication skills.
- Support the Manager to ensure the effective operational management and running of service.
- Management of the Administrative Office.
- Support the Manager ensuring that flow is maintained, and any issues are dealt with promptly, working closely with internal and external dept. /agencies as needed.
- Provide leadership, management and advice within Services, supporting collaborative working with outside agencies to deliver effective and efficient integrated care.
- Develop and maintain good working relationships and effective communications with both clinical and non-clinical staff at all levels within the Health Board other delivery Units.
- Delegated responsibility as a point of contact for service wide issues and their resolution.
Main duties of the job
Planning and Design
1. Work independently within broad operational policies and national guidelines to ensure smooth day-to-day service delivery.
2. Assess workload and staffing needs, identifying issues and proposing solutions.
Improvement, Monitoring, Policy & Service Development
3. Lead assigned projects and programmes, managing timelines and strategies to deliver efficient, effective services.
4. Collaborate with Senior Management to implement change, optimise resources, and develop creative solutions.
Communication
5. Negotiate priorities and reallocate tasks to manage fluctuating workloads. Prepare business cases, operational procedures, and policy documents.
Management, Training & Leadership
6. Line manage administrative and clerical staff, overseeing performance, capability, and absence management. Conduct appraisals and maintain accurate leave and training records.
Finance and Budget
7. Authorise and manage expenditure within delegated budgets. Approve staff expenses and payroll-related items.
Digital and Information
8. Produce and analyse complex reports to support performance management, using financial, workforce, and activity data.
Research, Development, Evaluation & Audit
9. Ensure quality monitoring and auditing against defined targets and standards, reporting findings appropriately.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
10. Planning and Design
-Work independently, guided by broad operational policies and national guidelines needed to support the effective day to day running of the service, function as a project manager for delegated improvement activities.
- Assist the Operational Manager with emergency planning, and support with all emergency incidents ensuring that they can be dealt with quickly and efficiently and within policy. This can include fire evacuation and any accident or incident on site.
- Be involved in the planning of refurbishment work and / or any capital developments and new innovation within your areas of responsibility and co-ordination of any project groups.
- Collate workload need and staffing levels, identifying any issues and resolutions.
11. Improvement, Monitoring, Policy/Service Development
- Support on the implementation of improvements to the service and environment ensure that all policies related to health & Safety and risk are adhered to and be involved in modernisation and service developments.
- Lead specific projects and programs as directed, responsible for their organisation and co-ordination, adjusting schedules and strategies as appropriate in order to ensure the delivery of an effective and efficient service.
- Work with the Senior Management Team to implement change and service improvements, ensure effective management procedures are in place for maximizing and monitoring the efficient provision of high-quality services within available resources, thinking creatively to be able to work within constraints while developing the service e.g. role modernisation and review of skill mix.
- Undertake health & safety and environment inspections including COSHH requirements and risk assessments within areas of responsibility. Propose changes to policies and procedures within the hospital site and develop and implement policies and procedures in performance, risk management and health & safety within areas of responsibility.
- First line approver for DATIX incidents ensure that governance and quality trends, themes and lessons learnt are disseminated to staff for whom I have management responsibility
- Propose changes to improve the existing systems and processes. Participate in service change and improvement and ensure changes are implemented as seamlessly as possible and that appropriate training is provided.
- Required to implement protocols and policies, propose changes to working practices and support service development initiatives that improve service delivery across the service.
12. Communication.
- Negotiate priorities and reallocation of tasks and activities due to variable workloads. Develop business cases, operational procedures and policy documents for areas of responsibility.
- Actively participate in staff team meetings, and if required to lead such meetings.
- Collaborate closely with other members of the operational team to ensure a high standard of service delivery. Develop and maintain a strong working relationship with all members of the wider Health Board and liaise with all external suppliers, support services, NHS organisations and third parties as necessary.
- Provide a visible presence on the site for staff, patients and members of the public.
- Analyse situations and evaluate the best course of action liaise with Partners, Estates and other departments as required ensuring appropriate utilisation of the site including standard maintenance, security and cleanliness. Ensure timely reporting on risk incidents, accidents and complaints locally.
- Provide clear communication through participation in Team Briefing and regular meetings with staff.
13. Management, Training & Leadership
- Line management for administrative and clerical staff. Responsible for the effective management of capability, performance and sickness absence for the above group of staff. Undertake staff appraisals, sickness and absence monitoring, supporting disciplinary issues and grievances. Monitor annual leave and study leave, providing accurate up to date records. Ensure system is in place for the monitoring of mandatory and statutory training.
- Develop job descriptions and support the Health Board recruitment process.
- Demonstrate diplomacy and equity when dealing with sensitive and complex staff issues, e.g. staff conflict, application of HR policies. Implement systems for monitoring, coaching, resource planning, standard setting and individual development. Identify and implement training needs of individuals and departments as necessary.
Finance and Budget
- Responsible for authorising expenditure and accountable for expenditure within a delegated budget for a specific department, contributing to the successful delivery of Cost Improvement Programme (CIP) Targets. Authorised signatory for staff expenses, travel expenses, timesheets and other payroll systems. Monitor all expenditure to ensure robust financial management
- Undertake regular audit of finance in respect of compliance against policy and procedures as identified in internal audit reports.
14. Digital and Information
- Develop and produce complex reports and papers. Gather, analyse and interpret management and clinical information in order to support and deliver the Performance Management agenda. This will include using financial, workforce, activity, waiting list and performance data.
- Using appropriate computer software, be responsible for the regular provision of reports, updates and briefings that support decision making. Analyse data where required, using it to find ways of working more efficiently.
- Design and maintain a comprehensive suite of key performance indicators, produce data and reports to facilitate the performance review process.
15. Research Development. Evaluation & Audit
- Ensure quality monitoring is carried out and reported appropriately, audit the service against set targets and criteria.
Person specification
Essential Qualifications & Knowledge
Essential criteria
16. Degree or equivalent experience
17. Knowledge of relevant SBUHB HB Policies & Procedures.
18. Evidence of continuing professional development, education and training in a relevant subject to post graduate diploma level or equivalent
Desirable criteria
19. Experience of leadership role within a large organisation.
Essentail experience
Essential criteria
20. Proven ability to manage staff, including the necessary supervisory/co-coordinating skills.
Desirable criteria
21. Ability to identify how things outside of the NHS could be introduced to improve efficiency / new ways of working.
Essential Aptitude and abilities
Essential criteria
22. Adhere to and can demonstrate SBU Values & Behaviours
23. Ability to work with senior professionals on a team basis to work as part of a multidisciplinary team, with internal & external partners.
Desirable criteria
24. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable