ICT Business Manager

Job overview

We are looking for a highly experienced lead to support the Head of Business Services and Director of ICT to manage the day-to-day operations of the ICT Business and administration functions .

They will be responsible for putting in place appropriate administrative and non-clinical governance mechanisms and to monitor against these to ensure effective functioning of the ICT department.

The post holder will oversee the departments performance management framework, advise and support the department as a subject matter expert on Trust policies and best practice. They will ensure service levels are maintained and a high standard of support is provided to our users.

In particular the post-holder will lead on the development, implementation and management of:

- IT and Telephony administration function

- Recruitment and Workforce administration

- Ordering and stock management

- FOI, Risk Management, Key Performance management

- Internal and External Corporate returns

Main duties of the job

Key aspects of the job include:

• To lead the ICT Business Support team and manage the day-to-day operations
• Will ensure effective administrative support to ICT Department
• To propose, implement and maintain policies and standard operating procedures
• Asset Management ensuring efficiency and security of Trust assets
• Ensure good financial and budget management
• Performance Management
• Review and analyse reports to provide assurance of accuracy and resolve any discrepancies
• Engaging proactively with stakeholders

Working for our organisation

King’s College Hospital NHS Foundation Trust is one of the UK’s largest and busiest teaching Trusts with a turnover of c£1.8 billion, 1.5 million patient contacts a year and more than 15,000 staff based across South East London. The Trust provides a full range of local and specialist services across its five sites. The trust-wide strategy of Strong Roots, Global Reach is our Vision to be BOLD, Brilliant people, Outstanding care, Leaders in Research, Innovation and Education, Diversity, Equality and Inclusion at the heart of everything we do. By being person-centred, digitally-enabled, and focused on sustainability, we aim to take Team King’s to another level.

We are at a pivotal point in our history and we require individuals who are ready to join a highly professional team and make a real, lasting difference to our patients and our people.

King’s is committed to delivering Sustainable Healthcare for All via our Green Plan. In line with national Greener NHS ambitions, we have set net zero carbon targets of 2040 for our NHS Carbon Footprint and 2045 for our NHS Carbon Footprint Plus. Everyone’s contribution is required in order to meet the goals set out in our Green Plan and we encourage all staff to work responsibly, minimising their contributions to the Trust’s carbon emissions, waste and pollution wherever possible.

Detailed job description and main responsibilities

Main Duties and Responsibilities:

1. Responsible for the day-to-day operational effectiveness of the Business Support Team. Being the point of contact for escalations or queries from the team as well as escalations from others in ICT and within the Trust.
2. Responsible for maintaining an agreed performance scorecard for ICT understood by all managers and staff, that incorporates quality, activity, operational performance, workforce, income and expenditure measures that collectively enable the senior leadership team to monitor delivery of the annual plan.
3. Support the Head of Business Services with various projects and initiatives when required. Responsible for coordinating the actions of Service Managers, Departmental Leads and other parties so that action plans and other matters arising are prepared and delivered in a timely way. Ensure that the overall performance of the team operates efficiently and effectively and provides the necessary assurance to the senior leadership team.
4. Using judgement and knowledge, responsible for proactively identifying performance concerns and escalating to the appropriate member of the senior leadership team swiftly, recommending appropriate remedial actions and coordinating the work of colleagues to ensure delivery.
5. Prepare routine and ad hoc reports for the Head of Business Services, CDIO and the senior leadership team, advising them on any variances from plan and the actions being taken to address these.
6. Develop monthly compliance reports to ensure that the senior leadership team are fully briefed in preparation for Trust Executive or Board-level performance reviews. Produce exception reports and coordinate work of line managers to produce remedial action plans as necessary. Ensure that reports are submitted in line with Trust-wide requirements and to a standard which meets expectations.

Performance Assessment and Analysis

1. Interpret highly complex data and analysis of performance to ensure high performance levels are delivered and sustained. Develop a range of potential options for development and improvement of systems, processes and performance.
2. Undertake investigations, including root cause analysis, to identify the causes of any variances in performance, advising the Senior leadership team of the causes and proposed remedial actions.
3. Responsible for developing and maintaining systems to ensure that directorate performance is reviewed against peer organisations. Proactively and regularly seek external benchmarks and other sources of intelligence against which performance can be assessed. Ensure that directorate managers understand the performance of their teams against peer organisations and make full and effective use of available benchmarking and market comparison data to improve the quality and efficiency of their services. Act as a source of expertise on all external benchmarking and market analysis for the directorate.
4. Provide challenge and support to colleagues across the directorate as they develop their plans. Responsible to the Transition Director for identifying, sharing and recommending ‘best practice’ efficiency and transformation opportunities across the directorate. Coordinate and motivate line managers to pursue quality and efficiency improvements.
5. Work with colleagues in King’s Health Partners to develop shared scorecards as appropriate, identifying opportunities to learn from each other to improve performance.
6. Line manage the directorate’s administration team, ensuring staff deliver timely effective support to the senior leadership team. Responsible for ensuring staff’s personal development and regular appraisal.

Financial Management

1. With senior finance colleagues ensure that the directorate has robust financial management. Responsible for ensuring that managers are trained and comply with their responsibilities.
2. Undertake cost and expenditure reviews across ICT required by the Head of Business Services, making recommendations and overseeing their implementation.
3. Line manage designated budgets and act as a signatory on designated budgets across ICT
4. With the support of HR, ensure directorate performance compliance with the Trust workforce KPIs. Ensure action plans to tackle areas of concern are implemented and delivered. Ensure that the Directorate’s Workforce Matters Group has information needed to make recruitment decisions and deliver identified pay savings.

Administration & Non-Clinical Governance

1. Monitor and ensure directorate compliance with Trust policies and procedures, advising the Head of Business Services and CDIO and the senior leadership team of any gaps in assurance and working with colleagues to develop action plans where required.
2. Be accountable for the smooth running of the administrative support to the senior leadership team, putting local policies and procedures in place and ensuring adherence as required.
3. Line manage the central ICT administration team
4. Accountable for management of the office environment.
5. Take overall responsibility for ensuring that effective communication systems operate across ICT so that all staff are regularly briefed on Trust and directorate priorities, plans and performance and have opportunities to provide input to these plans and provide feedback and suggestions to the management team.
6. Manage the secretariat function for the Workforce Matters Group and Risk Forum, ensuring that all papers comply with Trust standards and that committee members and their deputies comply with their responsibilities and actions as necessary.
7. Identify opportunities or the need for, and lead, reviews of administrative systems and processes, ensuring all recommendations are implemented effectively to ensure the efficient and effective operation of the directorate.
8. Assist the Head of Business Services and Director of ICT in the management of the ICT Departmental budgets ensuring that cost improvement programmes are identified and implemented and that the overall management cost burden across the directorate is kept under constant review.
9. Have lead responsibility for establishing, operating and keeping under review directorate policies for the use of all bank and agency staff.
10. Directorate lead for FOI requests ensuring compliance to legal requirements for the release of information

Other

1. Compile reports, presentations and briefings as required by the Head of Business Services and Director of ICT
2. Lead reviews and department-wide initiatives as required by the Head of Business Services and Director of ICT
3. Promote a positive image of ICT both within the Trust and externally.

Workforce

1. Oversee-manpower’s returns for the department.
2. Responsible for implementation of ICT training plan ensuring fair and inclusive role based training and development.

People Management and Performance

1. Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed.
2. Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans.
3. Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant.
4. Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level.
5. Identify and fill any vacancies that arise within the team in line with the Trust’s recruitment policy and process.
6. Identify talent and support the internal talent management process in order attract and retain and succession plan for your people.
7. Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date.
8. Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment.

Person specification

Education and Qualifications

Essential criteria

• Degree or relevant qualification
• Management Qualification
• Evidence of continuous professional development

Knowledge and Experience

Essential criteria

• Significant senior manager level experience in the analysis, utilisation and presentation of complex information, in order to manage performance and secure service change
• Significant experience of successfully managing complex teams and high-volume services.
• Experience of developing and implementing policies, guidelines and projects from initiation to completion.

Desirable criteria

• Experience of working in a highly complex ICT environment within the NHS

Skills and Competences

Essential criteria

• Leading presentations and facilitator of workshops up to and including Board level.
• Ability to translate strategic goals into effective and achievable operational plans and capable of monitoring their progress and outcomes.

IMPORTANT

• Check your email account regularly as this is how we will communicate with you
• If you delete the job from any of your accounts, you may be prevented from accessing further communications
• To enquire about your application or inform us of any changes in your circumstances, please contact the named person on this advert
• Please provide email addresses for referees where possible
• Please review the documentation on our recruitment microsite, particularly the Trust’s criminal records checking policy
• All staff have a responsibility for safeguarding children and vulnerable adults and for ensuring they are aware of the specific duties relating to their role.
• Please note that the closing date is given as a guide. On occasion, we might close a vacancy early due to a high number of applications being received. You are advised to submit your application as early as possible to avoid disappointment.

King's College Hospital NHS Foundation Trust Annual Reports and Other Corporate Publications

King's Health Partners Academic Health Science Centre Website

King's College Hospital is part of King's Health Partners Academic Health Sciences Centre (AHSC), a pioneering collaboration between King's College London, and Guy's and St Thomas', King's College Hospital and South London and Maudsley NHS Foundation Trusts.