JOB DESCRIPTION: DIRECTORATE MANAGER LEVEL 3 Job Description Job Title: Directorate Manager Level 3 Band: Post Type: Location: Managerially Accountable to: Professionally Accountable to: 8C Permanent UHNS Clinical Director Clinical Director Key Relationships: Clinical Directors and Clinicians, Members of Divisional/Directorate Management Team, Divisional Associate Directors, General practitioners, Primary Care Groups, Patient Groups, Ambulance Trust ROLE SUMMARY The post holder, along with the Clinical Director and Matron is a key member of the Directorate Management Team accountable for optimising the resources of the Directorate in order to deliver safe and effective patient care and for fostering an environment of continuous improvement. The post holder will be responsible to the Clinical Director for formulating and implementing business/service plans to deliver the strategic aims of a Directorate that has been assessed as a level three in terms of its impact on the Trusts overall performance, as follows: The Directorate achieves at least 3 of the following criteria: 1. Income greater than 40 million 2. Whole Time Equivalent (WTE) number of staff greater than 400 3. Complexity rating of high 4. Risk rating of red To work with other Directorates to ensure the achievement of the Trust's and the Division's Corporate Objectives. Deputise for the Deputy Divisional Associate Director as necessary and to lead on an agreed portfolio across the division. Key Areas Staff and Stakeholder Engagement (Communication & Relationships Skills) It is expected that ALL employees of the Trust will take part in the appraisal process each year with the first appraisal taking place within the first 6 months from appointment. The Directorate Manager is responsible for ensuring that a directorate process is in place to enable this to be implemented and monitored and will be responsible for agreeing with the Clinical Director and Divisional Associate Director a date and time for their own annual appraisal and mid year review Due to the complexity of the Directorate, the post holder will be expected to provide, receive or act on highly sensitive/contentious information relating to the Trust s highly specialised, complex and frequently contentious service/modernisation issues which at times may be very
emotive/controversial and as such requires the highest level of interpersonal and communication skills. To ensure appropriate stakeholder engagement in the development of service plans and the subsequent presentation of proposed changes to staff and where appropriate the public To communicate highly complex and sometimes highly contentious information to large groups in a manner that is understandable and is likely to achieve engagement To ensure communication channels are used appropriately to facilitate the flow of information between staff and managers and the complex range of services within the Directorate and Division To establish and operate effective communication systems for all staff working in the directorate To develop and maintain effective communication and good working relationships with other Directorates, GPs, Primary Care Groups and all relevant stakeholders To represent the Trust on specific committees/working parties as requested To network with other Trusts providing similar services in order to identify and share areas of good practice at national and local level To participate in the Corporate and Divisional General Management on-call service To ensure a regular physical presence within all areas of the division in order to provide appropriate leadership and be approachable to staff. Knowledge, Training & Experience Degree level education or equivalent professional qualification. Postgraduate level management qualification Evidence of continuous management development demonstrated through the acquisition of knowledge from taught development programme(s) Able to demonstrate the acquisition of additional specialist business management knowledge (equivalent to Masters level), through training and experience acquired over time In depth knowledge and experience of a range of different services e.g. HR, finance. Quality and Performance (Analytical & Judgemental Skills) To work with the clinical teams and management teams to establish clinical and non-clinical performance targets and co-ordinate the monitoring of these through an agreed set of performance indicators To monitor the performance of the Directorate against its agreed objectives and to be responsible for ensuring corrective action where performance is not in accordance with objectives To review the success of the Directorate against agreed KPI s and where appropriate, implement plans to enhance performance In conjunction with the Clinical Director and Matron, ensure that systems for clinical governance are in place with appropriate monitoring mechanisms for their continued effectiveness To analyse and interpret a range of highly complex information in order to understand the directorates financial and clinical performance and to prepare and present options for improvement To analyse and interpret the staff satisfaction survey results for a complex range of services within the directorate structure and to work with staff to develop and implement improvement plans To be responsible for managing waiting lists and emergency admissions where applicable, ensuring robust systems for validation, analysing activity and waiting list trends To be responsible for achieving agreed reductions in waiting lists and achieving agreed treatment initiatives in each year To be responsible for achieving a balance in-patient and out-patient waiting times, examining total wait times To ensure that the waiting times in outpatient clinics meet the standards laid out in the NHS Plan
Service Planning and Delivery (Planning & Organisational Skills) To lead in the implementation of the directorates service and workforce transformation plan, formulating business cases and service agreements as necessary To promote lean principles within the Directorate in order to improve quality and productivity and embed a culture of continuous improvement To work in support of the Divisional Associate Director and work on specific projects as required To work flexibly in order to deliver the directorate agenda and to support to colleagues across the Division including cover in times of absence Responsible for the formulation of complex business strategies for the Directorate and lead in the formulation of the directorate business plans, ensuring the active involvement of all clinicians and professional staff in developing strategy and service development Physical Skills Standard PC skills Responsibility for Patient/Client Care In conjunction with the Clinical Director and Matron be accountable for the direct delivery of a highly complex range of services. To monitor performance against local and national Key Performance Indicators, taking action to continually improve performance. To ensure complaints are dealt with in accordance with Directorate and Divisional procedures and oversees preparation of responses to written complaints on behalf of the Divisional Associate Director, Chief Nurse, and Chief Executive. Responsibility for Policy/Service Development Assist in the development of operational policies and shared care protocols for a range of complex services with other clinical specialities within the Trust. Investigate any reported untoward incidents/near misses in conjunction with the Trust's Clinical Risk Manager/Clinical Director. Investigate any major incidents within in the Division on behalf of the Deputy Associate Director. To be responsible for a range of policy implementation and policy and service development for the directorate. Financial/Business Management (Responsibility for Financial and Physical Resources) To ensure full involvement/engagement of all key staff in the development of service agreements Liaison with the Divisional Accountant to ensure appropriate financial management is in place and decides areas of appropriate budgetary devolution To control expenditure ensuring it remains within budgets for all clinical/non-clinical areas of responsibility To understand the impact of service changes on the income and expenditure for a complex range of services within the directorate structure and to ensure that planned changes lead to an improvement in margins and/or service quality To hold the joint responsibility for the budget for a complex range of services with the Clinical Director To contribute to the budget setting process for a complex range of services
Responsible for the procurement of all physical assets for a department/service Human Resource Management (Responsibility for Human Resources) To be responsible for the day to day management of all non-clinical staff within the Directorate including recruitment selection and retention, deployment, training and disciplinary matters. To support the Matron in the day to day management of all nursing staff within the Directorate, including induction, absence management, communication etc. To support the Clinical Director in the day to day management of all medical staff within the Directorate, including induction, absence management, communication etc To ensure that effective systems of performance review and objective setting are in place and in conjunction with the matron ensure appraisals are carried out for all staff, identifying individual development and training needs To ensure a directorate workforce planning process is in place and work with the Matron and Clinical Director to produce and implement a robust workforce plan taking account of relevant legislation and professional guidelines e.g. EWTD. To produce a learning and development plan as part of the workforce planning process To ensure compliance with Health & Safety legislation and regulations and Health & Safety policies and procedures within the Directorate To work with the Clinical Director and management team to ensure that time and resources are managed through effective teamwork, leadership and motivation within the Directorate To ensure that at all times, staffing rotas reflect the needs of the clinical areas and that the skill mix is best used to enhance patient care whilst complying with legislation. Responsibility for Information Resources To ensure systems are in place for the collection and analysis of patient activity data and related financial information To ensure there are mechanisms in place for ensuring the accuracy and validity of this information To regularly write reports for formal committees and boards. Responsibility for Research & Development To regularly undertake surveys or audits as necessary to own work/regularly undertake research and development activity. Freedom to Act Is guided by corporate and national polices but in most situations the post holder will need to establish the way these should be interpreted To deputise for the Deputy Divisional Associate Director as necessary and therefore make appropriate level decisions on their behalf in their absence To lead on an agreed divisional portfolio across the whole division on behalf of the Divisional Associate Director Physical Effort Undertake light physical effort such as sitting, standing and walking Standard keyboard skills Mental Effort Requires frequent spells of concentration through a work pattern which can be unpredictable Able to cope with interruptions whilst in periods of concentration Manage conflicting priorities Intense concentration is occasionally required when deputising for the Deputy Divisional Associate Director.
Emotional Effort Develop communication methods to help reduce barriers to change, using appropriate language to engage with staff in a positive manner Regularly dealing with patient complaints and staff problems. Frequently dealing with distressing or emotional circumstances. Working Conditions Working in a variety of areas across the hospital site Regular VDU usage Personal/Professional Development To take every reasonable opportunity to maintain and improve your professional knowledge and competence To participate in personal objective setting and review, including the creation of a personal development plan Standards of Behaviour The principles of Improving Working Lives must be upheld at all times To comply with Standards of Business Conduct Health and Safety To take reasonable care for your own Health and Safety and that of any other person who may be affected by your acts or omissions at work To co-operate with University Hospital of North Staffordshire Trust in ensuring that statutory regulations, codes of practice, local policies and departmental health and safety rules are adhered to Confidentiality To ensure that confidentiality is maintained at all times Equality and Diversity To promote equality and diversity in your working life ensuring that all the staff and patients who you work with feel valued and treated in a fair and equitable manner Infection Control Infection Control is everyone s responsibility. All staff, both clinical and non clinical, are required to adhere to the Trusts Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA. All staff employed by the UHNS Trust have the following key responsibilities: Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and between each patient contact. Staff members have a duty to attend mandatory infection control training provided for them by the Trust. Staff members who develop recurrent skin and soft tissue infections and other infections that may be transmittable to patients have a duty to contact Occupational Health.
Safeguarding Children and Young People All staff are responsible for ensuring that they are familiar with and adhere to the Trusts Safeguarding Children procedures and guidelines. All health professionals who come into contact with children, parents and carers in the course of their work have a responsibility to safeguard and promote the welfare of children and young people up to the age of 18 years of age as directed by the Children s Act 1989/2004. Health professionals also have a responsibility even when the health professional does not work directly with a child but may be seeing their parent, carer or other significant adult. All staff are required to attend safeguarding awareness training and undertake any additional training in relation to safeguarding relevant to their role. Other This job description is not intended to be an exhaustive list and may be subject to change from time to time. All documents referred to throughout this Job Description can be found on the Trusts intranet, or alternatively copies can be obtained from the Human Resources Directorate. Signed Employee Signed Manager Print Print Date
Person Specification POST: Directorate Manager Level 3 Attribute Criteria Essential Desirable Assessment Education, Degree level education or Qualifications equivalent professional and Training qualification. Postgraduate level management qualification Evidence of continuous management development demonstrated through the acquisition of knowledge from Knowledge and Experience taught development programme(s) In depth knowledge and experience of a range of different services e.g. Finance, HR Experience of leading a service Able to demonstrate the acquisition of additional specialist business management knowledge (equivalent to Masters level), through training and experience acquired over time, including - Experience and knowledge of the business planning process - Experience of healthcare contracting. - Experience of waiting list and activity management against contract. Evidence of working in partnership with internal and external stakeholders. Experience of leading the implementation of service improvement including complex change management programmes at a management level Experience of managing risk associated with service change Evidence of effective resource management Awareness of the NHS agenda at a national and local level Able to demonstrate the use of evidence when decision making Experience of leading and managing others Experience of measuring and evaluating outcomes in order to secure improvement
Attribute Criteria Essential Desirable Assessment Leadership and Evidence of leading and delivering Management change through others Skills Able to hold others to account for agreed targets Creates and promotes opportunities for others to contribute and to develop Able to shape and implement a vision for future service development Evidence of effective team working to deliver and improve services. Ability to critically analyse complex information and evaluate a range of options to identify service improvements Exhibits energy and resilience to drive through results Ability to adapt personal style in order to influence others and gain support for ideas. Sensitivity to a range of people and organisations with particular attention to leading discussions with highly emotive client groups. Personal Attributes or other relevant criteria Be able to participate in the On Call Rota Behaves in an open, ethical and professional manner Aware of own strengths and limitations Able to balance own plans and priorities with those of the service and other team members Able to demonstrate a level of personal confidence necessary to overcome barriers