Job Description & Person Specification
| Title: | Deputy Manager |
| Reports to: | Registered Manager |
| Accountable to: | Senior Operations Manager |
| Location: | Multiple Short Breaks sites: Banstead and Woking |
| Hours: | Full Time: 37.5 hours per week |
Apply for role as Deputy Manager for Short Breaks
Job Purpose
To assist the Registered Manager and Senior Operations Manager in the project management of the temporary relocation of the current Short Breaks (Banstead) service for people with Learning Disabilities and complex needs, to a new purpose built site in Woking in early 2025. To assist in the project management of the relocation of the service from Woking to Banstead in 2026.
To assist in the operational management of the current 6 bed and two future 8 bed services, ensuring continued compliance with CQC requirements and all relevant legislation. Working with the Registered Manager you will ensure the provision of high quality, outcome focused support which enables individuals, and ensures organisational priorities are met in accordance with available resources.
Key Responsibilities
Service relocation/ project management:
- To ensure that all requirements pertaining to the closure of the existing Banstead site, and the opening of the new sites in Woking (2025) and Banstead (2026) are met in line with the project plans, regulatory requirements and the expectations of Surrey County Council.
- To support the existing staff team, the people who use the service, and their families through the relocations and associated changes to service delivery.
- To assist the Registered Manager, Senior Operations Manager and Marketing and Communications Manager with internal and external communications relating to the service relocations, in line with communications plans.
- To assist in the recruitment and onboarding of additional staffing required in the transfer from one 6 bed service to two 8 bed services.
- To assist the Registered Manager in managing the referral pipeline for the new services: conducting assessments (including liaison with families and Surrey County Council referring practitioners) and onboarding in line with the project plans.
- Ensuring new service set up including requirements relating to the buildings and equipment needed for the new sites.
Service delivery:
- To ensure the delivery of a high quality, person centred support service that encourages independence and promotes choice and dignity.
- To ensure all new referrals are responded to in a timely manner in line with contractual and organisational timescales.
- To ensure the completion of individual assessments and the implementation of person centred support plans that promote positive outcomes.
- To ensure the implementation of robust systems and procedures.
- To ensure the service is appropriately resourced with the correct number of suitably trained, skilled and experienced staff.
- To promote good communications with all stakeholders.
- To assist in the provision of both shift leadership, and of an effective on-call service outside of office hours.
- To support the management of delegated budgets ensuring efficient use of resources.
- Promoting a safeguarding culture, ensuring that timely and appropriate action is taken in relation to any incidents, allegations or suspected abuse.
- To lead on the administration of medication and staff competency assessments.
- To participate in all aspects of personal care, meal preparation, customer activities and identified support tasks.
- To promote community participation and inclusion, ensuring meaningful activities are on offer at all times.
Leadership & Management:
- To lead by example, ensuring the development of a safe, caring, effective and responsive culture that meets the expectations of CQC.
- To support the Registered Manager to meet all staffing requirements: assist with the recruitment of suitable employees for the service and ensure that a structured and documented induction programme is completed for all new staff .
- To set objectives, undertake high impact supervision, and ensure training needs are identified and met so that standards of service are understood and delivered.
- To complete observational supervisions and spot checks (at all hours of operation across a 24hr period).
- To ensure a positive, friendly and supportive environment.
- Embed personalisation and strengths based approaches in team practice.
- Support a co-ordinated and consistent approach to the service provision that is cost effective and efficient, making the best use of allocated resources.
- To assist to develop growth plans for the current service and alternative respite provision, working in partnership with other service leads and senior management.
- To work with HR and senior management to routinely deliver on a range of human resources/staff management responsibilities including: workforce planning & development, disciplinary and capability procedures, absence management.
- To deputise for the Registered Manager in their absence.
- To facilitate team meetings.
Compliance, Governance & Regulatory Processes:
- Assist the Registered Manager to prepare for and lead the service through inspection, liaising and co-operating with CQC inspectors.
- Working in partnership with the Quality Assurance team, to maintain a high quality service that focuses on continuous improvement and strives for “Outstanding”.
- To facilitate regular quality and H&S audits.
- To ensure the service meets and exceeds the requirements of the Health & Social Care Act 2008 (Regulated Activities) Regulations 2010 and the Care Quality Commission guidance ‘Essential Standards of Quality and Safety”.
- Responsible for the accurate recording and reporting of support in line with legislation, CQC and Surrey Choices policies and procedures.
- Assist to investigate complaints, compile the required reports and take any required action as appropriate.
- Work with the delegated safeguarding lead to ensure that any concerns are dealt with in line with Surrey Choices Safeguarding Policy, and comply with SCC colleagues in the event of further investigative action.
Resources:
- Assist the Registered Manager to manage the service in an efficient and cost effective manner within available resources and controlled budgets: ensuring that budgetary control of the unit is maintained in accordance with Surrey Choices financial guidelines.
- Assist the Registered Manager in the organisation of staff including: arranging staff rotas, ensuring adequate numbers of staff are employed and all shifts are covered, managing staff holidays and sickness absence levels.
- To maintain and display all legal and statutory records; insurance certificates, registration documents etc.
- Assist with building maintenance in-line with H&S requirements.
Other Objectives
- Maintain professional boundaries with the people supported by the service, their parents & carers, colleagues and other stakeholders.
- Comply, observe and promote the company’s Code of Conduct.
- Comply with the company’s policies and procedures at all times.
- Take all reasonable precautions to maintain the health and safety of self and others, ensuring that any risks in relation to this are reported and remedial action taken in a timely manner.
- Take responsibility for own continuous professional development and maintaining an adequate level of knowledge and skills pertaining to the role.
- Undertake any other duties that may reasonably be required of this role and as requested by manager (s).
- Actively support and promote Surrey Choices business objectives, operating model and core values.
Person Specifications, Qualification, Experience, Skills, Knowledge
Qualification and Training
Essential
- Level 3 Diploma in Health & Social Care (or equivalent)
Desirable
- Level 3 Leadership & Management Diploma or equivalent
- Train the trainer cert.
Skills, Knowledge and Experience
Essential
- Previous experience of working in a health and social care setting with one or more of the client groups supported by Surrey Choices Short Breaks
- Previous supervisory/ management experience
- A good working knowledge and understanding of the current legal and regulatory responsibilities of the service including CQC
- Excellent communication skills-verbal and written
- Strong organisational skills
- Experienced user of Microsoft Office, e-mail and the Internet
- Ability to effectively manage the performance of others
- Working autonomously and as part of different teams: in service, across services and with senior management
- Ability to deal effectively with crises/emergencies (in service and on-call remotely), and manage in an environment with conflicting demands
- Experience of supporting and leading an effective team, including the recruitment, training, and supervision of staff
- Ability to plan, organise and prioritise own workload and that of your team effectively to meet deadlines
- Experience of supporting customer assessments and facilitating the implementation of personalised, strengths based and outcome focused support plans
- An understanding of how to proactively managing budgets to ensure the efficient use of resources
Desirable
- Ability to recognise and develop additional opportunities for the service and those supported
- Evidence of professional networking
- Previous project management experience
- Previous experience of supporting staff/ colleagues through significant periods of change (demonstrable understanding of change management techniques)
Personal Qualities
Essential
- Leads by example
- Ability to work under pressure
- Sound, creative problem-solving skills
- A positive attitude to change
- A work practice which promotes equality and diversity
- Adaptability
- Strong work ethic, self-motivated and proactive
- Dependable
- Team orientated
- Effective communicator
- Caring & empathetic
- Flexible
- A commitment to build positive working relationships with all stakeholders including those supported by the service, their families, staff across the organisation and other health and social care professionals
- Attention to detail e.g. care plans, reports
Desirable
- Conflict resolution or the ability to navigate difficult situations and conversations whilst maintaining professional and customer centred standards
Other
Essential
- Ability and commitment to work shift patterns as required by a 24hr service (between the hours of 7am and 9pm, Monday to Sunday)
- Ability and commitment to travel across Surrey to multiple locations (including those relating to the service relocations in Woking and Banstead, other Surrey Choices services, and home assessment of new referrals to the service).
Desirable
- Own or have access to motorised transport and hold a full UK driving licence
Apply for role as Deputy Manager for Short Breaks
This Job Description is neither exhaustive or exclusive and may be subject to change in light of company requirements and the development of services.