Severn Major Trauma Network Support Manager

Overview

The post holder will support the Network Manager, Clinical Director and other Network Leads (where appropriate) with activities that achieve the aims and objectives of the Severn Major Trauma Operational Delivery Network (ODN). This is a fast paced and dynamic team where you will provide coordination and administrative support to the ODN in a challenging clinical environment, managing multiple and competing tasks and prioritising to meet deadlines as an essential part of the role. The role has a broad remit and will undertake work to ensure effective management of Network data and information, support all administration of the ODN’s core business function and develop expert knowledge of the systems and processes involved. The postholder will also coordinate all of the meetings for the Severn Trauma Network (e.g., Network Executive Board and Network Advisory Group) and other events.

To coordinate all of the meetings for the Severn Trauma Network, for example, Network Executive Board and Network Advisory Group and other events. Managing multiple and competing tasks, prioritising these to meet deadlines is an essential part of the role.

Main duties

General and Administrative Duties

• Organisation and planning skills are key requirements of the role. The post-holder will be involved in a broad range of tasks including working closely with the Severn Trauma Manager to assist in projects to improve the patient’s care pathway, preparing reports (data, diagrams and graphs), and ensuring smooth administration and running of the Network office (drafting and typing letters and reports).
• Coordinate the Network Trauma meetings which will include Network Executive Board, Network Advisory Group (CAG), Rehabilitation Advisory Group, Network Frailty Group and other agreed groups.
• Anticipate and prepare papers for meetings; issue agendas and circulate minutes and papers on schedule; follow up on actions.
• Minute taking and action tracker management; upload minutes to the website and undertake tasks as delegated by the groups.
• Prepare material, slides and presentations for meetings using various software packages (including spreadsheets).
• Attend Network meetings and take minutes as required. Organise workshops / events / meetings (rooms, catering, equipment) and liaise with presenters.
• Maintain Network Logs/Registers (Training, Risk, Governance Issues, Policies and Change control) and keep information leaflets, website content and newsletters up to date.
• Participate in interdisciplinary discussions and relay information on good practice and areas for improvement to appropriate groups to support high standards of service delivery.
• General office duties including stationery orders, booking courses, conferences, travel and accommodation; operate with initiative while aligning with Network priorities.
• Support workstream leads in developing improvement projects (project scoping, task and finish groups).
• Be dynamic and responsive, prioritising other delegated duties as directed by network leads.

Finance And Resources

• Place and receipt orders and manage invoices to ensure prompt payment, working with Trust finance as appropriate within Network budget allocation.

Information Resources & Data Co-ordination

• Request information for Trauma Audit & Research Network (TARN) to support performance reporting and benchmarking; promote trauma audit with clinical, audit and clerical staff to ensure good quality data.
• Manipulate Network data to create regular reports with data, charts and graphs; provide board-level quality narratives around deviations and variations.
• Collate TARN reports from member Trusts into an overarching Network report; liaise with TARN on special reports or data capture for research. Coordinate collection, collation and analysis of audit data where required.
• Use IT systems effectively (PowerPoint, Word, Excel, bespoke clinical systems, CMS, purchasing/invoicing systems).

Governance

• Maintain the Network Governance Issues register; monitor cases and liaise with Clinical Leads and Severn Trauma Manager.
• Work with the Clinical Governance Lead to provide timely responses to governance issues; redesign trauma documentation as needed.
• Administer Clinical Governance Meetings (MS Teams/teleconferences), capture notes and actions, maintain attendance records, and support National Peer Review processes.

Communication

• Act as a contact and liaison point for the Network team; communicate with patients, families, clinicians, other providers, charities, commissioners and agencies; respond professionally to enquiries.
• Maintain effective communications across disciplines; establish and update distribution lists; manage Network website content, newsletters, minutes and content on social channels.
• Support Network communications and patient engagement activities (surveys, events, written communications); develop relationships with other trauma networks and external organisations as appropriate.

Other

• Use initiative and escalate issues when necessary; comply with relevant Trust and Network policies, Data Protection Act and IG rules.
• Role is mainly office-based; occasional travel may be required locally, regionally and nationally; up-to-date driving licence required.

Experience and Skills

Essential criteria – Experience

• Operational management experience
• Well-developed leadership and influencing skills; ability to motivate teams and set performance expectations
• Ability to understand complex issues, problem-solve and propose solutions

Desirable criteria – Experience

• Experience managing large groups of staff
• Experience managing a budget
• Understanding of project management techniques

Essential criteria – Skills

• Ability to develop new ways of working
• Strong written and verbal communication skills
• Ability to analyse complex data and present succinct information
• Ability to articulate a vision for service improvement and modernization
• Resilience in receiving feedback and seeking support as necessary

Please note that if you apply for this vacancy and have not received a communication within three weeks of the closing date, please assume that your application has been unsuccessful. North Bristol NHS Trust does not reimburse travel expenses relating to interview attendance. For disability support/advice under the Disability Act / Two Ticks scheme, please contact tel 0117 414 1151. The Trust is committed to safeguarding and promoting the welfare of children and young people and expects staff and volunteers to share this commitment. The successful applicant will normally commence at the minimum of the scale unless there is prior NHS service at the same band; progression is by annual increments. We encourage applications from diverse and underrepresented groups. Please note stringent pre-employment checks are undertaken on all successful applicants prior to commencement. This role supports equality, diversity and inclusion within the Trust.