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AIBU?

Share your dilemmas and get honest opinions from other Mumsnetters.

Original poster

To be so fuming about this email from my boss

133 replies

ScrambledEggAndToast · 28/02/2015 07:32

I have a slightly odd job, there are hardly any people in the UK that actually do it. It's a support worker role in a sense but quite specific. Anyhow, no-one ever seems to know what I do despite me constantly telling them in the hospital Angry

Consequently, I keep getting jobs dumped onto me are are absolutely nothing to do with my role that basically either no-one else wants to do or has no time to do.

I have been trying to expand the service and now my "proper" job needs to take precedence. Yesterday, really was the last straw though. I'd already told my line manager that they had to take one of the big jobs away as it's eating up 30-40% of my time. However, yesterday, I got an email saying I had to create 118 letters for patients. Last time this job was dumped on me, I had 50 and it took 3 hours so you can imagine how long this will take.

The part I am so annoyed about is when I said to my line manager that unfortunately I wouldn't be able to help on this occasion. She replied with "I think we need to work things out so that the patients are not disadvantaged" I.e DO THE LETTERS Angry

Well what about my patients, won't they be disadvantaged if I'm so bogged down in other people's work. Apparently there is a meeting with some of the managers next week to discuss this but I'm not holding out much hope. I am being made to feel as though I'm pitting them out when in actual fact, they have been putting me out for 9 months as I haven't been able to give my patients my full attention. Really, they need to employ someone else, maybe three days a week, to do the jobs I have been given.

Sorry rant over. Bloody NHS.

OP posts:
Sazzle41 · 28/02/2015 09:11

What system do you use for letters? If the patient details are in a data base like Access or an Excel spreadsheet you can 'mail merge' the 300 name & address details to a standard letter for each patient in Word. 10min job . Odd ones that aren't standard go in and edit/personalise the standard ones you have saved. Simples.

Last time i temped for NHS 10yrs back they had Word at least even if they didnt have Excel spreadsheets or Access data base. Would your IT be able to help with a merge of patient details if you dont have them?

Otherwise say yes of course but fyi these tasks with deadline of ..... will be affected/impacted as a result.

mewkins · 28/02/2015 09:13

I feel for you as have this a lot in the role ilI do but was eventually listened to when I went back frommmat leave and they realised how much extra stuff I did and so some extra support hours were paid for to ease the pressure. It's easy to get wound up but the best thing is to make a list of your tasks and approx time needed for each weekly, monthly and ad hoc. When you have your next meeting with your manager show them the list and ask that they either seriously consider extra funding for more staff or that they give you a steer as to what your priorities are day to day and what are the nice to haves if time permits. And crucially record all of this discussion and make sure that you job description and targets are amended to reflect this. Also ask nicely that your management team know the extent of your work and not to put more workload on you.

Also if you get bogged down in admin ask if anyone can be identified elsewhere in the hospital who can help with ad hoc stuff eg. Mail merges etc. The problem is, if you do jobs efficiently and bend over backwards to help, more work is directed your way.

Mrscog · 28/02/2015 09:13

I did Lloyd George but if that's one area of inefficiency the op may also be inefficient in other areas.

lougle · 28/02/2015 09:14

Why are you trying to expand your service if you can't currently see the patients you do have promptly? Confused

Is it something you've been asked to do, or do you just think it's a good idea?

Frankly, telling a Band 8 (Matron for any one not in the NHS) that you 'won't do' a task delegated to you when you are a Band 4 is professional suicide. Never do that. You say that this Band 8 isn't your manager, but the likelihood is that she is your manager because you only tend to get one Band 8 in a directorate.

Original poster
ScrambledEggAndToast · 28/02/2015 09:17

Mrs Cog- I think that's a bit rude. Could I have a step by step guide to a mail merge from you please seeing as you are obviously the guru on it.

OP posts:
Original poster
ScrambledEggAndToast · 28/02/2015 09:19

Thank you Delicious Monster. Very helpful, I will try that. Currently not in Excel so probably where my problem is. I am not brilliant with IT. I am assuming the time spent copying onto Excel will be balanced out by the time I save using mail merge Grin

OP posts:
Mrscog · 28/02/2015 09:21

Well no because that would be extremely inefficient - there are a multitude of step by step guides on the internet, plus other people have posted it on the thread. I was a bit rude by swearing, I'm sleep deprived and grumpy and I apologise for my blunt tone, but it would spend some time reflecting on your working practice to see if you could do some of your tasks more quickly by doing a quick google of how to master a Skill like mail merging etc.

Mrscog · 28/02/2015 09:24

Don't copy into excel - speak to your it department and find out how to get a CSV file (which will be readable by excel) exported from your central database. If this is not possible (and if it's not no wonder the NHs is in such dire straits), it might be with the investment in time to create a spreadsheet if you're likely to need to send out letters again.

Original poster
ScrambledEggAndToast · 28/02/2015 09:24

Lougle- Yes, I am a bit worried that they'll think I'm a troublemaker and lazy. However, I have been careful in the emails that I did send, my colleague helped me to draft them. I focused on what I wanted to do/currently did within my current role and how this benefitted the patients and how I wanted to benefit the patients more. I wanted to show myself in the best light possible without looking like a work shy, lazy idiot.

OP posts:
Original poster
ScrambledEggAndToast · 28/02/2015 09:25

Thanks mrscog.

OP posts:
Mrsstarlord · 28/02/2015 09:25

Scrambled - you need to read what I wrote before you decide what to do. Your actions at this point will either ensure the continuity of your service or ensure that you are without a job.

CheeseToastie123 · 28/02/2015 09:27

Why is your colleague not having 15-20% of her time taken up splitting the big tricky task between the two of you?

ILovePud · 28/02/2015 09:28

"I am surprised to hear however that you won't do extra hours, in 20 odd years in the NHS I never met anyone who refused to do extra hours for patient benefit as they weren't paid for it". I think that's a bit harsh Mrsstarlord the OP shouldn't feel guilt tripped into doing extra hours for the benefit of patients because her manager is pilling on extra admin work that is taking her away from her clinical role. I don't think anyone should have to work over their paid hours on principal (though flexibility around genuine emergencies is reasonable) but for people with caring commitments or health issues it's just not practical and it's unfair that it should be expected.

Original poster
ScrambledEggAndToast · 28/02/2015 09:31

Just been thinking things over. How would this sound as a suggestion for a solution. The job that is done can be shared easily by x number of people. I could suggest to the manager that we take it in turns and do 1 week each of the job. Hopefully there would be about 4 of us. Admittedly on "our" week, we would be busy but it would be fairer. The three people I'm thinking of have all done the job before but passed it on as too busy.

However, I am now in the same position. If I knew I only had 1/4 of the responsibility I could cope.

What do you reckon?

OP posts:
Original poster
ScrambledEggAndToast · 28/02/2015 09:34

CheeseToastie- I suppose I could ask but I got landed with it first so it would seem strange to ask. We have only been working together for three months as well.

OP posts:
CutieBob · 28/02/2015 09:39

Mail Merge Instructions Also, search for step by step videos in YouTube. I can't link as I'm on ipad. Smile

CSIJanner · 28/02/2015 09:47

YANBU

And for all those naysayers who are saying just mail merge, the NHS has specific custom built databases. In fact, I wouldn't be surprised to find out that due to privacy etc, that various bits of information would be found on different systems. And as these are custom built, you may not be able to extract out the information for a mail merge let alone pull them into one file. It could be that the OP can only look up information and paste it forward. Also, can you imagine the fallout if the mail merge went wrong and the wrong patient information was sent out? It's completely different to marketing and DM would have a field day with the sad face photo parade.

Mrsstarlord · 28/02/2015 09:51

Scrambled - that will only work if someone who is paying cares enough about this service to be concerned about the impact on your waiting lists. Is it a commissioned service?
ILovePud - I'm not saying at all that clinical need should come before other responsibilities. What I said was that I was surprised at the rationale for not doing extra hours, because 'I don't get paid for it' is not something I have ever heard before in the NHS. Of course in reality no one has to do extra unpaid work, no one should have to do extra unpaid work. I have just never met anyone (actually that's a lie, I've just thought of one person) who wouldn't stay late / come in early / work at home / bring things in from home to benefit patients unless they have other commitments. Which of course is a) what keeps services going in the face of cuts and b) accounts for a lot of the burnout we see. It's not good in the long term but the vast majority of people I have worked with would rather see a short term issue sorted for the benefit of patients than think about the negatives. Just my experience.

Mrsstarlord · 28/02/2015 09:52

Oh and Lougle is correct about the band 8 being your manager.

Original poster
ScrambledEggAndToast · 28/02/2015 09:52

Thinking about it, I'm not sure it would work. On the list I have the NHS number and the name only. I would have to go into our system, look up the address, put it into Excel. By that time I may as well have done the letter manually. Unless I'm misunderstanding. Wish I'd listened more in IT at school. Sadly, the internet had just come out and I was more interested in going in chat rooms! Bloody hell, that wouldn't happen now with all the filters Grin

OP posts:
Original poster
ScrambledEggAndToast · 28/02/2015 09:53

Mrsstarlord, I can assure you the band 8 isn't my manager. I know who my manager is, she's a band 7. The band 8 is her manager.

OP posts:
KatoPotato · 28/02/2015 09:55

You should speak to your manager about how long this is taking you. He/she may be totally surprised that you're not using a mail merge and therefore being a 30 minute job. I would automatically assume my staff would know how to do this and would be happy to show you!

Your work IT system will most likely have an export report function, where you can set parameters to send the info to excel and once you know how it'll be a doddle!

Original poster
ScrambledEggAndToast · 28/02/2015 09:55

No, it's not a commissioned service.

OP posts:
ILovePud · 28/02/2015 09:57

I would urge caution about suggesting to you manager that the work is shared out between 4 people, I think it's your bosses job to come up with this kind of solution. Do you know of three others who you are thinking of in this scenario, are they the same grade as you and are you certain that they are not also being asked to do this kind of admin work already?

ILovePud · 28/02/2015 10:00

If the person giving you the work is your manager's manager then she is in effect your manager too (just not your line manager), I get work direct from my manager, manager's manager and even manager's manager's manager!