Job Title: Outpatient Manager, Grade VII
Reference No: 09.022(2024)
Department / Directorate: COO Directorate
Reports to: Deputy COO or Assigned Officer
Tallaght University Hospital (TUH) is one of Ireland’s largest acute teaching and learning hospitals, with adult, psychiatric and age-related healthcare on one site. The Hospital has 450 inpatient adult beds, 74 onsite day beds for Dialysis, Oncology, Infusion, Haematology, Cardiology, Bone & Joint and minor surgery services. The Hospital also has a Day Surgery Centre located near the Hospital which has four theatres and 25 bays for elective surgery. There are an additional 61 offsite beds under its governance. The Hospital is staffed by over 3,500 people with 64 different nationalities represented on the team.
The Hospital is a provider of local, regional and national specialties. It is a designated trauma unit incorporating the National Pelvic and Acetabular Unit, a national Urology Centre and the second largest provider of renal dialysis services in the country.
One of the two main academic teaching hospitals of Trinity College Dublin - TUH specialise in the training and professional development of staff in areas such as Medicine, Nursing, Health & Social Care Professionals, Emergency Medicine and Surgery, amongst many others. TUH is part of the Dublin Midlands Hospital Group which serves a population of over 1.2 million across seven counties.
The Hospital is an exciting and dynamic place to work, in the midst of implementing a new hospital strategy, the team have already delivered on the opening of a new Renal Dialysis unit, Reeves Day Surgery Centre, a step down facility in the community, a new ICU and the development of a supraregional Endometriosis Service. It is an exciting time to join the TUH team and one of Ireland’s main teaching hospitals with so many plans to enhance patient care. The Hospital believes in investing in their team and offers excellent education and research opportunities.
TUH Vision and Values
The vision of the Hospital is “People Caring for People to Live Better Lives” through excellent health outcomes supported by evidenced based practice, positive patient and staff experience in an empowering and caring environment. A culture of innovation and quality improvement in everything we do.
Our TUH CARE values – for patients, their families, our community and staff are:
* Collaborate – together and with our academic and care partners
* Achieve – our goals, positive outcomes and wellbeing
* Respect – for patients, each other and our environment
* Equity – for patients and staff
At TUH we view our staff as our most valuable asset and every member of the Team is valued equally. We recognise that a skilled, satisfied and motivated workforce is a prerequisite to high quality care.
Purpose of the Role:
The Out Patient Manager will provide a key leadership role in operational delivery within the Out Patient Department. The post holder will ensure delivery of high quality, efficient and effective services across all Outpatient areas. The post holder will assist in the data driven action focused operational management process driving the continuous cycle of continuous improvement in the day-to-day management of outpatient services.
The post holder will ensure the delivery of appropriate Out Patient performance this will include the development of relevant plans to ensure appropriate processes are embedded across the organisation to ensure timely patient access and successful delivery. The post holder will ensure management of the service is in line with all agreed protocols and procedures.
Overview of Role:
Key Duties and Responsibilities
* Supervision & Management of Staff including general office management ensuring that services are delivered efficiently and in line with Corporate Objectives
* Promote a culture of dignity, respect and fairness and seek to eliminate all forms of discrimination
* Making decisions in relation to service delivery on a daily basis
* Budget preparation and management of same
* Demonstrate behavior consistent with the Mission, Vision and values of the Hospital and ensure provision of a high standard of service.
* Ensure the awareness of the primacy of the patient in relation to all activities.
* Establishing and maintaining effective working relationships with other departments and directorates
* Continuously monitoring existing procedures to ensure they comply with best practice and the development of new/improved procedures where appropriate
* Project Management as required
* Use all technology and equipment assigned and complete all essential training successfully
* Commitment to continuous professional development including completion of relevant internal training programmes available through our Centre for Learning & Development Prospectus.
Specific Accountability
* The Out Patient Manager is responsible for the day to day operations of the out-patient service.
* Ensuring high quality patient care is given and that there is economical and efficient performance.
* Monitors patient volumes, quality of care, and performance of staff to identify areas for improvement/development.
* Responsible for policy development within a changing service to provide optimum success.
* To work with each Directorate to review the current practice /service templates for each speciality.
* To ensure templates are up to date, relevant and reflective of the needs of each specialty.
* To oversee and manage current outpatient room allocation and ensure the optimal capacity utilisation with admin team leads, senior nursing colleagues and Ops managers to achieve access to patients in line with the Hospital Strategy and service plans.
* To operationally manage the Outpatient Department. The post holder will ensure staffing to deliver cost effective service delivery and identify service improvement opportunities. The post holder will work closely with directorate colleagues and senior Nursing colleagues.
* Providing leadership to the service area in partnership with the Business Managers, Directorate Nurse Managers and clinical colleagues ensuring emphasis on quality and sound financial management.
* Manage the Central Referrals Office in line with hospital and national policies.
* Manage the Healthlink Portal for GP referrals and comply with agreed standards for processing of patient referrals.
* Manage the Out Patients Validation process in line with current MOUs with the NTPF.
* Manage the referral and new outpatient WLs for the Services within TUH.
* Ensure the administrative staff that report to the Out Patients Manager are current with all mandatory training required by the organisation.
* Manage and support the relevant strategies in relation to Out Patient activity. This includes ensuring that out-patient activity is captured accurately and in a timely manner.
* Ensuring opportunities for service development, improvement, and modernisation are identified and implemented; this includes close working liaison with Central Referrals Office, Nursing, H&SCP, Operation Leads and Deputy Chief Operations Office / Chief Operating Officer.
* Ensure compliance with H&S, and risk management policies of the Hospital and monitor compliance and implementation within the Outpatient area.
* Contribute to the development and implementation of appropriate training for Out Patient Services.
* To ensure compliance with ethical and regulatory requirements.
* Ensure that all Serious Adverse Events are documented and reported in accordance with hospital policy.
* To attend meetings and training programmes relevant to the post at national and international level.
Responsible for Data Quality for relevant Out Patient functionality.
* Using Computer systems to improve efficiency and to derive better patient outcomes example ‘patient texting’.
* Have exceptional skills in Microsoft word and excel.
* Collate and present data on appropriate spreadsheets.
* Assist with audits, both internal and external.
* Ensure that all staff have made themselves aware of relevant hospital policies pertinent to their roles in the hospital.
Leadership
* Ensure all staff within the service area understand the strategic direction of the Hospital and are able to contribute to its development and implementation.
* Ensure effective communications and staff involvement across the service area.
* Ensuring that the highest standards of corporate governance and probity are maintained.
* Establishing new ways of working in conjunction with clinicians, other healthcare professionals, support and HR staff. This includes skill mix reviews, agenda for change benefits realisation and other staffing strategies.
* Manage workforce planning and staff training, and ensuring objectives, personal development plans and appraisal is conducted for all staff. To promote and encourage training, development, and educational opportunities for all staff.
* Supporting Clinical Directors in the management of consultant and/or nurse led clinics led clinics,
* Participate in disciplinary and grievance issues for staff within the service area, as necessary.
* Participate in continuing education activities to improve knowledge for job performance.
* Participate in activities that enhance one’s own professional development.
* Completion of relevant training and availing of supports in the Leadership Academy including coaching, mentoring and leadership development as applicable.
Finance Management
* Effective establishment control budgetary management, including the overall management of sickness and absence.
Data Management
* Perform consistency checks; edit for errors and monitor timeliness of data submission.
* Ensure compliance with the obligations required by the Data Protection Act.
Information Technology
* Ensure that the team makes the most effective and efficient use of developments in information technology for both patient care and administrative support in a manner, which integrates well with systems throughout the organisation.
* Collect, interpret and present data and information on the Department’s activities, staffing and expenditure, as required.
* Ensure that all staff are trained in the use of computer systems, which are used in the management of outpatient episodes in the Hospital, e.g.: PAS, Healthlink, Symphony & Synergy.
Health & Safety
* Ensure the compliance of all your staff with the Safety, Health and Welfare at Work Act, 2005.
* Comply and enact Health and Safety responsibilities as outlined in Hospital policies, protocols and procedures relevant to your area.
Confidentiality
You will be aware of the confidential nature of Hospital work and in particular, the right of patients to confidentiality. To this end you will not discuss workings of the Hospital or its patients with people outside the Hospital, save as required to do so in the course of your work. You must return to the Hospital upon request and, in any event, upon the termination of your employment, all documents or other property of the Hospital which are in your possession or under your control. No documents or property of the Hospital may be removed from the Hospital without prior authorization.
Qualifications & Experience Required
Must have:
* Degree in healthcare management or equivalent management 3rd level qualification
* 5 years’ relevant Senior administration experience minimum of 2 years supervisory / management experience
* Experience of successfully delivering improvement projects
* Experience in dealing with difficult situations including the resolution of conflict and influencing others to accept demanding outcomes.
* Practical experience of use of IT systems / packages
* Experience in the Health Sector environment
Desirable:
* Masters in a relevant field
Reward & Recognition
* Remuneration is in accordance with the Department of Health Consolidated Salary Scales, 1st June 2024.
€57,677- € 74,978 LSI
* The appointment is whole time, permanent and pensionable
* The annual leave entitlement is 30 working days per year. The leave year runs from 1st April to the 31st of March each year
* Normal working hours are 35 worked over 5 days. Your contracted hours of work are liable to change between the hours of 8 am to 8 pm over 7 days to meet the requirements for extended day services in accordance with the terms of the Framework Agreement
Application Process
Applications can be submitted ‘on-line’ at www.tuh.ie/careers by completing the application form and attaching your CV. Candidates should be aware that, when applying for a post through the 'On-Line' Application System (Candidate Manager) they will receive an automated replying acknowledging receipt of their application. Should you for any reason, not receive this automated acknowledgement, you should notify the Human Resources Department, before the closing date, otherwise your application will not be considered.
All candidates should note that, in order to maintain a timely process, the closing date and time for receipt of applications will be strictly adhered to.
Informal Enquiries to: (Yvonne Connaughton) (Office of the CEO, Deputy COO) –Telephone (01) 414 4900 or email (Yvonne.Connaughton@tuh.ie)
Closing Date: Before close of business on: 4th October 2024
TUH Core Competencies:
Core Area
Competency
Level
Managing the service
Quality & Safety of Service
4
Managing the service
Delivery of Results
4
Managing Change
Problem Solving & Decision Making
4
Managing Change
Communications & Influencing
4
Managing Yourself
Team player
4
Managing Yourself
Planning and Organising
4
Managing People
People Management
4
Managing People
Leadership
4
Please go to www.tuh/careers for details of the core competencies
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