Deputy Operations Manager - Portman Clinic

Job overview

The Deputy Operations Manager is responsible for day-to-day operational management of the Portman Clinic, a remote site, ensuring a smooth and effective service. In addition, they serve as line manager of the administration team for the Portman, Forensic CAMHS and Returning Families teams – ensuring supervision, job planning and regular appraisals for the band 4 administration team.

They ensure that the delivery of administrative tasks and support is of a consistently high standard and that problems are addressed in a timely fashion and that data is readily available, shared and accurate. They also serve as the first point of contact to respond to patient enquiries and complaints, as well as holding some non-pay finance responsibilities.

Where appropriate the Deputy Operations Manager, in collaboration with the Operations Manager, will effectively manage change within administrative services to actively support clinical service delivery.

Main duties of the job

Some duties and responsibilities of the role.  Please see JD/PS for full list of duties.

Line management of all Administrators based within the Portman Clinic.

Conducting regular 1:1 monthly management supervision of all direct reports.

Ensure appraisals of all administration staff in your reporting line are conducted annually, and reviewed semi-annually

Being able to speak to patients who self refer who, due to the forensic nature of the service, may be aggressive, agitated or who may talk in detail about highly emotive or extremely graphic and disturbing behaviours such as paedophilic offences or rape.

The post holder will be expected to be able to have sophisticated  interpersonal skills in order to interact calmly with these patients.

To be aware and mindful of risk and crisis and to escalate concerns to clinical staff.

Supporting the Lead Clinicians in the identification of innovation and new ways of working.

Recruitment of new administrators.

Approve annual leave of all administration staff ensuring that cover is provided across teams at all times.

Conduct return to work interviews following sickness absence of direct reports including referrals to occupational health where necessary.

Responsible for the authorisation of expenses claims forms and the management of agency and Bank time sheets and approvals.

Management of staff performance and disciplinary issues within the administrative team.

To respond to daily problems and ensure issues are swiftly resolved.

Detailed job description and main responsibilities

Please see the attached Job Description and Person specification for more information on the role requirements and duties.