Job Description
Our vision is to create a future where learning disabled people can live the best life possible. We will do this by coming together to campaign for positive change, provide personalised support and create solutions for living independently.
Responsible for
The Deputy Service Manager (DSM) will report to the Service Manager (SM).This Supported Living Management role is considered to be a C1 level (Section Manager ) role in our organisational structure. The DSM (Supported Living ) may be required to deputise for their line manager in their absence for example to cover for annual leave or any unplanned absences and may be part of a peer group of Deputy managers collaboratively working together across the services being led by the SM.
The DSM will have responsibilities both on and off shift. It will be a contractual requirement for DSM's to fulfil the minimum time on shift requirement which is 20% of their working hours. There will be times when DSM’s will be required to spend more than 20% of their time on shift should their assigned locations require this. Hours worked on shift will be on a shared support shift and as part of commissioned hours but not always directly providing support but carrying out the on-shift tasks within their job descriptions DSMs should ensure that their time on shift is spent over the various service groups they are assigned to.
Whilst on shift DSMs are acting as a role model, a coach and mentor auditing and assessing the quality of service delivery whilst they are present. This means a DSM will be expected to be able to role model all aspects of a support worker role duties and responsibilities as set out in the Support Workers job description. Practice leadership for support workers is a key element of this role, demonstrating good support and appropriate attitudes and behaviours to the people we support. Typically, a DSMs time spent on shift will involve, but not be limited to:
1. Coaching and mentoring new colleagues.
2. Demonstrating practice leadership.
3. Monitoring the levels of Person-Centred Active Support (PCAS) being demonstrated and looking for ways we can continually improve.
4. Observing, coaching and giving feedback to colleagues who are working towards their Care Certificate on how well they demonstrate the required skills, knowledge and behaviours.
5. Leading team or house meetings
6. Involvement in ‘Voices to be Heard’.
7. Working with families and other circles of support.
8. Working with healthcare professionals and external agencies to ensure that the needs and interests of the people we support are met and upheld.
Specifically following their time on shift, and in general practice at all other times, the DSM will have responsibility for reporting back to the SM and for maintaining a continual dialogue loop of feedback that focuses on quality, and continuous improvement and learning and ensuring the smooth operation of the allocated group of services.
They will work with the SM to ensure that all regulatory and legislative requirements and internal standards (Housing/Quality/Compliance) and to the local authority contractual standards are met. The DSM will be expected to support the SM and may be required to liaise closely with internal and external housing landlords to resolve any matters arising.
The DSM will be a manager of people supporting the SM with an allocated agreed proportion of the workforce. The DSM will be required to support the SM to manage the performance of the team; including their team’s delivery of care & support which promotes dignity, wellbeing and independence and a person-centered culture. They will need to have a thorough understanding of the best practice detailed in the Code of Conduct Employer Guide for managers of Healthcare Support Workers and Adult Social Care Workers in England.
DSMs will support the SMs, who remains the accountable performance manager to lead their services in terms of their performance delivery against all KPIs and metrics. The DSM will also support the SM when undertaking quality monitoring including audits of day-to-day practice.
DSMs may on occasion have to provide unplanned absence and holiday cover in other local settings such as day opportunities and residential when required and to assist in their career development.
Responsible for
Key Accountabilities - Include but not limited:
Quality, Safety and Compliance: Delivering and evidencing an exceptionally high quality, safe service by:
9. Supporting the SM to understand, manage and ensure the delivery of the service’s key quality and safety priorities, such as incident / accident management, safeguarding, risk management, internal assurance (Quality Assurance Framework) and regulatory requirements / actions (CQC, HSE, Local Authority, etc.), complaints resolution, etc.
10. Work in partnership with the SM to ensure that the necessary risk assessments for the people we support, and your team, are in place at all times and implemented to a high standard.
11. Ensure the rights of people we support are promoted and always respected in line with the Human Rights Act, Mental Capacity Act andall Deprivation of Liberty guidelines and Hft policies and procedures.
12. Actively promote and visibly adhere to organisational governance regimes and ensure effective processes and working environments are in place to manage and minimise risk on a day-to-day basis, promptly highlight anything that is beyond your control or needs escalation to the registered manager
13. Reviewing and updating life plans on a regular basis.
14. Work in partnership with the people we support to ensure that every individual is involved in shaping their own outcomes in a manner that embodies true co-production.
15. In partnership with the SM or on behalf of the Service Manager ensuring a flexible and person-centered rota is in place at all times that is designed and developed to meet the needs and wishes of the people we support and ensures that the support team have adequate notice of their roster pattern.
16. Under the direction of the SM, co-ordinate all matters relating to medication, ensuring all procedures are rigorously followed and allsupport colleagues are appropriately trained
17. Assist the SM in ensuring that spot checks and audits are completed within the setting/location, in partnership with the people we support, where appropriate in areas such as but not limited to:
18. Medications
19. Finance
20. Food safety
21. Assist the SM in responding to any concerns regarding the health, well-being, safety or safeguarding of a person we support in accordance with local protocols, regulatory guidance and best practice advice and our policies. This may include recording and investigating complaints, grievances and allegations of abusive practice and supporting the SM to take appropriate action.
22. Maintain confidentiality of information and working in line with all relevant codes of practice and legislation.
23. When necessary, supporting the SM in handling issues of conduct, performance and attendance in line with related Hft policies when they fall below organisational expectations.
24. Take the lead in ensuring new team members are effectively supported through their induction period
Commercial and Financial Administration
25. Support the SM to manage allocated budgets, and ensure the support team account and report all finances within the setting (including monies for people we support), in line with financial procedures, ensuring cost effective service delivery.
26. Assist the SM in filling any vacancies (support hours and voids) within the settings/locations to ensure risk to delivery and contribution is minimised.
27. Work with the SM in ensuring the support team use Helix systems in line with company policies. Providing training, coaching and follow up where appropriate
28. Ensure that systems are robustly kept accurate and up to date and the support team are using the correct forms, systems and procedures to document all activities.
29. Assist the SM with payroll reconciliation
Relationships
30. Building, growing and maintaining great relationships with peers, Senior Managers, internal and external key stakeholders such as the Regional Quality & Improvement and Health & Safety Leads, health care professionals, etc. based on mutual respect and trust.
31. Using the time on shift as an opportunity to work alongside the people we support to increase their knowledge and skills and build confidence in areas such as health and safety in a meaningful and appropriate manner.
32. Build and maintain strong relationships with CQC, CSIW, Local Authorities, Health Authorities, Voluntary Organisations and other bodies within the local area
Workforce
33. Supporting the SM, and in line with Hft recruitment policy, play your part in attracting and recruiting great people who share our values and passion for enabling the people we support to live the best lives possible. Ensure that unsuccessful candidates you come into contact with still have a positive experience of our recruitment process and all new recruits in your service complete all onboarding surveys.
34. Conduct regular and meaningful supervisions and performance appraisals in line with organisational policy.
35. Complete and monitor individual learning and development plans which address training needs and support continued professional development.
36. Support, observe and feedback to the SM on SMART objectives that have been set for team colleagues to aid continuous personal development.
37. Support the SM to create a reflective culture of open communication and feedback within your team by facilitating constructive team meetings and recording accurate records of such meetings.
38. Support the SM to increase and sustain the level of employee engagement
39. Conduct exit interviews for leavers in your team
Homes, Premises and Equipment
40. Support the SM, as necessary by liaising with the Hft Commercial Housing team or external landlords where appropriate to arrange for visits for assessment and/or maintenance work to be carried out in a timely manner
41. Ensure that the fire regulations are complied with and promptly advise the SM when there may be areas of risk
42. Ensure that legislation and regulations concerning environmental health, infection control and health and safety are complied with, and to advise the SM, accordingly where action is required.
43. Support SM to ensure the living environment is safe.
44. Support SM to ensure repairs are reported within the required timescale.
45. Support SM to ensure equipment is kept in good condition
46. Support SM to ensure equipment and installations are kept in good repair
Leadership
We expect our leaders to be the role models for and the custodians of our culture, making Hft a great place to work, and challenging any subcultures or behaviours that seek to derail this ethos. Leaders at Hft bring to life:
Our Mission: The best life possible
Our Vision: People with learning disabilities should be able to live within their communities with all the choice and support they need to live the best life possible
Our leaders do this by demonstrating behaviours as set out in our Leadership Behavioural Framework and summarized below:
People Focused
47. Able to ensure the support offered to those we support is person centered and responsive.
48. Able to lead, develop and bring out the best in all colleagues to give the best service to those we support.
Quality and Results Orientated
49. Are able to work at pace including balancing competing demands of business as usual activities and change.
50. Demonstrate resilience and agility to deliver successful outcomes.
51. Innovative Thinkers
52. Able to work in an open minded, creative way – exploring and developing fresh ideas that provide solutions to challenges.
Inspirational
53. Able to set and communicate vision and direction, ensuring all colleagues understand their roles in achieving this.
Ethical
54. Are able to act with integrity - earning others trust and respect through consistent honesty and professionalism.
Other
55. Adhere to and maintain Hft’s Health and Safety policies, standards and guidelines at all times
56. Carry out a range of duties and undertake any other duties as specified from time to time in accordance with Hft business requirements
57. It is the nature of the work that task responsibilities are in many circumstances unpredictable and varied. All colleagues are therefore expected to work in a flexible way when the occasion arises in order that tasks which are not specifically covered in their job description are covered.
Professional & Technical Expertise
As a minimum the DSM will be required to have a Level 4 Lead Practitioner Diploma in Adult Care or hold a Level 3 diploma and be willing to undertake this apprenticeship qualification within an agreed reasonable timescale as part of a development plan