Assistant Service Manager - Gastroenterology, Hepatology & Endoscopy

This post sits within the GET Directorate leadership structure and has a primary focus on directorate-wide performance management and medical rota coordination (MediRota). The role is pivotal in ensuring delivery of national and local access standards, safe and effective deployment of clinical activity, and robust oversight of medical rotas across clinics and endoscopy lists. The post holder will lead and coordinate RTT, Cancer (2WW/62-day) and DM01 diagnostic performance, ensuring effective validation, patient tracking and escalation. They will also have delegated line management responsibility for administrative staff, supporting consistent, high-quality operational delivery across the Directorate. The MediRota function is a core component of this role, ensuring all planned and ad-hoc activity is appropriately resourced, rooms are covered, doctors are correctly allocated to clinics and endoscopy sessions, and on-call rotas are maintained and published in line with annual schedules.Main duties of the job The post holder will lead performance management across RTT, Cancer (2WW/62-day) and DM01 standards, ensuring accurate waiting list validation, strong patient tracking processes and timely escalation of risks. They will produce regular performance reports and work closely with clinical and operational teams to deliver recovery actions and maintain high-quality administrative processes. They will act as the Directorate lead for MediRota, ensuring all clinics, endoscopy lists and medical workforce activity are correctly built, staffed and aligned with job plans and safe working limits. This includes coordinating ad-hoc activity, maintaining the annual on-call rota and serving as the central point of contact for rota-related queries. The role also includes line management of administrative staff, supporting supervision, performance, wellbeing and training, particularly around access standards and validation. The post holder will ensure consistent application of Trust HR policies and contribute to a safe, effective and well-coordinated workforce environment., This post sits within the GET Directorate leadership structure and has a primary focus on directorate-wide performance management and medical rota coordination (MediRota). The role is pivotal in ensuring delivery of national and local access standards, safe and effective deployment of clinical activity, and robust oversight of medical rotas across clinics and endoscopy lists. The post holder will lead and coordinate RTT, Cancer (2WW/62-day) and DM01 diagnostic performance, ensuring effective validation, patient tracking and escalation. They will also have delegated line management responsibility for administrative staff, supporting consistent, high-quality operational delivery across the Directorate. The MediRota function is a core component of this role, ensuring all planned and ad-hoc activity is appropriately resourced, rooms are covered, doctors are correctly allocated to clinics and endoscopy sessions, and on-call rotas are maintained and published in line with annual schedules., 1. Performance Management & Patient Tracking

• Lead performance management for the GET Directorate across RTT, Cancer (2WW/62-day) and DM01 diagnostic standards.
• Coordinate and undertake waiting list validation, ensuring accuracy, timeliness and compliance with Trust and national guidance.
• Maintain robust patient tracking processes, ensuring overdue and high-risk pathways are identified, escalated and mitigated.
• Produce and present regular performance updates for Directorate and Trust forums (e.g. PTL / access meetings).
• Work closely with clinical leads, operational managers and admin teams to develop and implement recovery and improvement actions.
• Support and quality-assure administrative teams in their day-to-day performance, validation and tracking responsibilities.
2. MediRota & Medical Workforce Coordination
• Act as the lead administrator and coordinator for MediRota across the GET Directorate.
• Ensure all planned clinical activity (clinics, endoscopy lists, procedures) is:
• Correctly built on MediRota
• Matched to available medical workforce
• Assigned to the appropriate grade and specialty
• Coordinate ad-hoc and additional activity, ensuring rooms, staffing and stakeholders are aligned and informed.
• Ensure Resident Doctors are:
• Allocated to the correct number and type of clinics and endoscopy sessions
• Deployed in line with job plans, training requirements and safe working limits
• Maintain and publish the annual on-call rota, ensuring timely updates, accuracy and clear communication of changes.
• Act as the central point of contact for MediRota-related queries, troubleshooting issues and escalating risks as required.
3. Line Management & Workforce Support
• Provide line management to designated administrative staff, including supervision, appraisal, sickness management and development.
• Support staff wellbeing, engagement and training, particularly in relation to access standards, validation and patient tracking.
• Ensure consistent application of Trust policies relating to HR, performance, conduct and capability.
4. Operational & Directorate Support
• Work collaboratively with Service Managers, Clinical Leads and Matrons to support safe, effective and efficient service delivery.
• Contribute to service improvement, pathway redesign and demand/capacity work relevant to diagnostics, clinics and endoscopy.
• Ensure clear, timely communication with clinical and non-clinical staff regarding rota changes, performance risks and operational issues.
5. Governance, Risk & Compliance
• Identify and escalate risks relating to workforce cover, access standards and patient safety.
• Support investigation and response to complaints, incidents and performance concerns where required.
• Ensure data quality, confidentiality and information governance standards are upheld at all times.
6. Education and Teaching
• Ensure induction and training arrangements on patient access targets are in place for all staff
• Provide training on hospital information systems where appropriate
• Ensure delivery of training of the Trust Corporate policies e.g. waiting list policy, to all relevant staff groups ensuring regular updates
• Promote learning opportunities in a wide range of formats to improve multi-disciplinary and flexible working
• Promote a culture of lifelong learning
7. Finance
• Responsibility for managing the administrative budget for Endoscopy Services, ensuring financial balance and the effective use of resources, ensuring the Trust's policies and guidelines are adhered to at all times.
8. Personal Development
• Maintain own skills as necessary in order to promote project work and support other staff as required.
• Undergo annual performance appraisal and develop own personal development plan in conjunction with OSM.
9. Other Duties
• Contribute to Trust wide initiatives and projects as required
• Represent the service at local meetings including:
• The Divisional Data Quality and Information Governance meeting
This job description is an outline of the key tasks and responsibilities of the Services Manager and is not intended as an exhaustive list. The job may change over time to reflect the changing needs of the Trust and its services as well as the personal development needs of the post-holder. Any variation will be agreed in advance between the post-holder, the OSM and the Clinical lead as part of the continuing process of management review and development. RISK MANAGEMENT
• The management of risk is the responsibility of everyone and will be achieved within a progressive, honest, and open environment. Staff will be provided with the necessary education, training, and support to enable them to meet this responsibility.
The post holder should be familiar with the:
• Major Incident Policy
• Fire Policy
and should make themselves familiar with the 'local response' plan and their role within that response. RESPONSIBILITIES FOR HEALTH AND SAFETY
• The post holder is responsible for ensuring that all duties and responsibilities of this post are carried out in compliance with the Health and Safety at Work Act 1974, Statutory Regulations, and Trust Policies and Procedures. This will be supported by the provision of training and specialist advice where required.
CONFIDENTIALITY
• The post holder must maintain the confidentiality of information about patients, staff and other health service business in accordance with the Data Protection Act of 1984.
EQUAL OPPORTUNITIES
• The post holder must at all times carryout his/ her responsibilities with regard to the Trust's Equal Opportunities Policy.
SMOKING POLICY
• It is the policy of the Trust to promote health. Smoking therefore is actively discouraged and is prohibited in the majority of the Hospital, including offices. However, there are designated smoking areas on both sites.
DATA PROTECTION ACT
• All employees of The Oxford Radcliffe Hospitals NHS FoundationTrust must not, without prior permission, disclose any information regarding patients or staff. In circumstances where it is known that a member of staff has communicated to an unauthorised person those staff will be liable to dismissal. Moreover, the Data Protection Act 1984 also renders an individual liable for prosecution in the event of unauthorised disclosure of information.
NHS PLAN
• We are committed to meeting the rights and standards required by the NHS Plan. We expect our staff to be aware of these rights and standards and to be fully involved and co-operative in meeting them.
INFECTION CONTROL
• Infection Control is everyone's responsibility. All staff, both clinical and non-clinical, are required to adhere to the Trusts' Infection Prevention and Control Policies and make every effort to maintain high standards of infection control at all times thereby reducing the burden of Healthcare Associated Infections including MRSA.
All staff employed by the ORH Trust have the following key responsibilities:
• Staff must wash their hands or use alcohol gel on entry and exit from all clinical areas and/ or between each patient contact.
• Staff members have a duty to attend mandatory infection control training provided for them by the Trust.
• Staff members who develop an infection (other than common colds and illness) that may be transmittable to patients have a duty to contact Occupational Health.
The above will be reviewed on an annual basis, in consultation with the post holder. It is offered as a guide to the key responsibilities and duties, but does not preclude other issues that may arise between reviews of performance and review of the job description, The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.


• Demonstrable experience managing RTT, Cancer (2WW/62-day) or DM01 pathways
• Clear understanding of NHS access standards and data quality requirements
• Evidence of strong organisational skills, ability to prioritise and manage competing deadlines
• Experience supervising or line managing administrative staff
Desirable criteria
• Experience using MediRota specifically
• Experience coordinating endoscopy or outpatient clinic activity
• Knowledge of information governance, risk management or incident processes
• Experience contributing to service improvement or pathway redesign
  
  Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research.
The Trust comprises of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence., Oxford University Hospitals NHS Foundation Trust is one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury. Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call this Delivering Compassionate Excellence, and its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via the OUH YouTube channel. In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism., Sexual Safety Charter: In 2023 NHS England launched its first sexual safety charter, and our Trust proudly signed it. We pledge zero tolerance for inappropriate sexual behaviour and commit to the ten core principles Oxford University Hospitals promotes a safe, respectful hiring environment. If you want to make a difference with us, come and join our team. Together, we will uphold the highest standards of care and professionalism.