Business Support Manager - Therapies

Job responsibilities

• Attend identified meetings across the organisation related to regulatory compliance and track and monitor patterns for quality assurance.
• Track, monitor and plan for mandatory training compliance to be maintained, producing and distributing relevant training / information materials to ensure consistency of advice / guidance.
• Track and monitor sickness and annual leave across the team to provide overview to the Director.
• Lead on updating Risk Registers, working in partnership with Directors and managers to support the review of progress, tracking and actions.

• Develop and maintain effective working relationships with colleagues in own team, across site and with external contacts.
• Lead on the coordination, implementation and monitoring of NHS job planning across the therapies directorate.
• Ability to coordinate comprehensive policies, monitoring the policy register, liaise with critical readers ahead of appropriate committee ratification. Ensure policies are on the correct template and format.
• Support with external visitors and event coordination.
• Diary management & organisation.
• Draft documents on behalf of Director (such as power point decks/ committee papers) as required.
• Undertake other or additional duties that are within your skills and abilities, as the organisation may reasonably require from time to time.
• Work in partnership with the Business Support Managers to establish and embed the roles of Business Support Managers across the organisations.

The role will have three main areas of focus.

Therapy Staffing

• Acting as the key partner to the Recruitment & Compliance Lead to support the recruitment process for Allied Health Professional roles, helping to shortlist, screen, arrange interviews and support the candidate journey.
• Oversee the therapies international recruitment programme on behalf of the Director and Heads, working with the recruitment and compliance team.

• Working in partnership with the People Team and Heads of Service, to research and understand trends in retention to create and manage the action plan to improve retention.
• Liaise with the internal communications team on recruitment campaigns and drives, providing information when required.
• Monitor staff absence (both vacancy and sickness) liaising with appropriate third parties to get the bank/ locum/ agency support.

• Manage the therapies apprenticeship programme liaising with relevant universities and internal stakeholders.
• Coordinate the schedule of students and work experience placements etc.

• Supporting Heads of Service with therapy team sickness.
• Management of induction programmes for all new staff into the departments.

• Manage therapy bank staff, including recruitment, training, and deployment.
• Oversee all training requirements for all staff in the department, maintaining accurate staff records and ensuring all staff are up to date with their training.

Budgets and Establishment

• Monthly management of all budgets reporting headlines to Director of Therapy, pulling out trends, overspend and amending forecasts.
• Working with the Establishment Manager, reviewing monthly changes and forecasts, ensuring all therapy teams have the right number of staff in place to deliver the agreed bed numbers and NHSE contract.
• Monitoring agency and locum spend, against budget.

Management Information

• Working in partnership with the Lead Analysts to review monthly department statistics.
• Helping to drive the Directorate quality agenda forward including reviewing incidents and complaints on our reporting systems and support compliance.

• Co-ordinate and maintain record of risk assessments that involve the Therapies Team and report trends to Director of Therapies.
• Support the Therapies team in ensuring departmental audits are completed and forwarded to Clinical Governance.

• Track, monitor and report patterns for compliance & quality assurance reporting to therapy leadership
• Ability to gather, analyse and report data ensuring this is accurate, up to date information, which is available, made secure yet accessible and complies with data protection / confidentiality.
• Has the ability to identify via incidents the appropriate corrective action, learning and improvements that are required to be put into place.

Communication

• Strict confidentiality at all times, only releasing information to those acting in an official capacity and with appropriate authority.
• Ensuring there are strong and positive lines of communication with all internal and external stakeholders.
• Ability to communicate well (both orally and in writing) for a broad range of internal and external stakeholders at all levels. Messages heard / sent are accurately received.
• Ability to communicate with emotional intelligence and control when required.

Professionalism

• Takes action and raises concerns.
• Adhere to the policies and procedures of The Childrens Trust.
• Maintain ...