Location: Services within the BWPCA Portfolio
Hours: 40 hours per week
Contract: 12 months fixed term (with possibility of extension)
Salary: £47,000-£50,000 DOE per annum (Band 7 Equivalent)
Reports to
Head of Service Delivery
Accountable to
BWPCA Board
Job Responsibilities
* Be responsible for the effective management of the services support function of the organisation.
* Be responsible for the development and delivery of new services, working under the direction of the Head of Service Delivery and alongside other members of the management team, to deliver against agreed quality, finance, and performance criteria.
* Prepare reports, data and other information, including KPIs and external data submissions.
* Provide a data reporting function within the organisation, providing performance reporting for discussion at Board meetings and other internal forums.
* Act as an active member of the management team.
* Oversee the on‑call managers and associated processes, ensuring that issues are reported and escalated appropriately, and taking mitigating or remedial action as required.
* Coordinate with the Strategy and Executive team and work within the wider quality and governance frameworks of the organisation.
* Identify areas for improvement, resolve issues and provide information for assurance purposes to the Board.
* Ensure that budgets reflect the requirements of the service in line with service plans and are consistent with available resources.
* As a budget holder, manage budgets for services in line with the direction of the Head of Service Delivery, delivering cost improvement plans to achieve efficiency savings.
* Line‑manage all Support Officers / Service Admin staff, supporting staff development and providing guidance and direction.
* Ensure that staff rotas are updated inline with the agreed service model and escalating issues where appropriate.
* Ensure staff are up to date with mandatory training.
* Complete staff appraisals in conjunction with the Head of Service Delivery.
* Manage staff sickness including return‑to‑work interviews and annual leave requests in conjunction with organisational policy and procedures.
* Identify and deliver team training where required.
* Ensure that the team meets all work‑related targets and that services are delivered in accordance with contractual requirements.
* Act as a single point for communication, advising and disseminating information to reception and administrative staff as required, modelling best practice.
* Develop, implement and embed efficient operational processes and procedures adhering to relevant standards, guidelines and legislation.
* Partake in audits as directed.
* Champion continuous improvement, working with other members of the management team and encouraging staff to participate and make suggestions for continual improvement initiatives.
* Coordinate the provision of services staff, ensuring sufficient cover is provided for periods of leave and other staff absences.
* Support the website and newsletter with approved information from the Head of Service Delivery.
* Ensure that the communication about the organisation is clear, concise and approved by the Head of Service Delivery before being disseminated.
* Share the learning of any incidents/complaints at team meetings (where appropriate).
* Support the Head of Service Delivery in discharging responsibilities for Health and Safety.
* Delegate and oversee the processing of workflow tasks and messages.
* Run ad hoc and routine reports on the EMIS clinical system and delegate and supervise this task to appropriate staff within the team, validating the outputs as needed.
* Liaise with practices and other organisations where requested.
* Ensure all tasks required of the service team are covered in the absence of a member of the team.
* Deputise as appropriate.
* Be flexible and adaptable to meet the needs of the organisation.
* Act as Asset Administrator for rota management system and other systems as appropriate.
* Any other task commensurate with the role as directed.
* Work flexibly across operational sites as required.
* Work flexibly within an agreed number of hours of work to maintain the most appropriate level of service provision.
* Maintain organisational confidentiality and demonstrate discretion and professionalism in relation to sensitive data and information.
* Seek to improve personal performance, contribution, knowledge and skills.
* Assess own performance and take accountability for own actions, either directly or under supervision.
* Participate in appraisal, training and supervision processes.
* Ensure the implementation of all BWPCA policies including Equal Opportunities and Diversity, Confidentiality and Safeguarding Children and Adults at Risk policies.
* Follow safeguarding processes and statutory authority child protection and protection of adults at risk procedures.
* Contribute to maintaining safe systems of work and a safe environment.
* Undertake other duties appropriate to the grade of the post.
Qualifications
* Degree qualified or equivalent of 2 years experience in a similar role.
* Minimum requirement of GCSEs A-D including a C in English or equivalent.
* Intermediate Knowledge of EMIS Web.
* IT literacy including excellent proficiency in word processing, Excel and data entry.
Essential Skills & Qualities
* Experience of leading and coordinating a team.
* Good interpersonal skills and willingness to work flexibly as part of a team.
* Ability to respond to appropriate requests for assistance, maintaining confidentiality whenever necessary.
* Good organisational skills.
* Confident and effective communication skills, both verbally and in writing.
* Ability to respond flexibly to the demands of the post.
* Ability to work as a member of a team.
* Capacity to work alone and keep calm under pressure.
* Commitment to the principles of equal opportunity and diversity.
* Manage and prioritise multiple tasks.
* Work confidently and accurately with data and information to present an accurate picture of analysis.
* Use a methodical working approach and meet deadlines.
* Proactive and able to use own initiative to complete tasks and projects.
Additional Information
* This post is subject to a DBS check.
* This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and will require disclosure to the Disclosure and Barring Service (formerly CRB) for any previous criminal convictions.
* Amendments to this description will be made following consultation.
* Depending on experience £47,000-£50,000 DOE per annum (Band 7 Equivalent).
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