Divisional Secretariat Manager

An excellent opportunity has arisen for a dynamic and motivated individual to join our team as a Divisional Secretariat Manager for Neurology at The Walton Centre.

At The Walton Centre we are committed to recruiting staff who demonstrate the core values and behaviours of the trust, and who are committed to the delivery of high quality services for our patients and their families.

This post is an ideal opportunity for someone who wishes to progress in their career as a Divisional secretariat manager and will enable you to develop strong managerial and leadership skills in a supportive environment.

Main duties of the job

The Division of Neurology is responsible for a wide range of clinical and non-clinical services, including a comprehensive Neurological outpatient service at The Walton Centre and a range of satellite services in district general hospitals (DGHs) across Merseyside, Cheshire and North Wales.

The post holder will be responsible for the day to day management of the Neurology Secretariat workforce and service function, including the delivery of all performance standards and Key Performance Indicators.

Job responsibilities

Staff: Provide advice and support for staff on a daily basis. Manage the team's workload to ensure the smooth and effective running of the department. Oversee work schedules and rotas to provide appropriate cover. Ensure staff have current PDR, objectives, personal development plans, and mandatory training. Monitor sickness absence, return to work procedures, and referrals to Occupational Health. Manage special leave requests, annual leave, and maintain service coverage.

Recruitment & selection: Manage the recruitment and selection process for new staff, including agency/bank staff, and ensure all Trust policies are followed. Authorise induction, training, time sheets, overtime, and liaise with operational management on flexible working. Manage change implementation and staff disciplinary issues as escalated.

Performance & KPIs: Manage the digital dictation system, pending investigations, appointments, RTT PTL and waiting list reports. Ensure accurate and timely processing, file management, and adherence to policies. Monitor and report on outstanding appointments and prevent breaches.

Other duties: Maintain procedural compliance for clinicians' leave, handle appointment changes, investigate complaints, liaise with clinicians and patients. Respond to data validation requests, propose policy changes, manage shared folders, coordinate IT developments, fire safety assessments, stock management, audit procedures, and support system use.

Qualifications

• Educated to Degree level or equivalent experience.
• ECDL certificate or equivalent.
• Relevant management or leadership training / qualification.
• IHRIM qualification or relevant experience.

Knowledge & Experience

• Experience working in a patient care environment at a supervisory or management level.
• Experience in PAS, accurate data entry and report production.
• High level NHS target knowledge, Patient Access targets and appointment booking systems.
• Experience dealing with patient or customer concerns and complaints.
• Knowledge of waiting list management, NHS Data quality agenda, digital dictation systems.
• Knowledge of HR policies and procedures, change management, medical secretariat environment.
• Experience of managing Patient Tracking Lists, SVL completion, and medical terminology.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975, and a Disclosure and Barring Service check will be required.

Salary: £32,073 to £39,043 a year pro rata.