Band 5 Patient Pathway Coordinator

Birmingham Community Healthcare NHS FT; Birmingham; On-site; GBP 32,000 - 39,000; Full time

Job summary

Birmingham Community Healthcare NHS FT is seeking a Band 5 Patient Pathway Coordinator in the Inclusion Services Group, across Speech and Language Therapy and Physiotherapy within the Children and Families Division. The post is full-time (37.5 hours) with some travel to other sites across Birmingham and potential part-time/flexible options.

You will provide administrative support to the clinical teams, manage referral validation data, and help monitor waiting times to optimise patient pathways.

Qualifications

• Good standard of general education to A level or equivalent
• Educated to Degree level or equivalent experience.
• Evidence of personal and professional learning & development

Responsibilities

• Provide comprehensive administration and business support to the Inclusion Services group.
• Manage day-to-day operational management of referral validation and waiting times reporting.
• Collaborate with managers and support staff to ensure smooth office systems.
• Input, analyse and validate data in IT systems (Rio/ESR) and generate reports.
• Oversee staff workload, rosters, and provide guidance to team members.
• Lead recruitment activity with Recruitment and Trust Bank.
• Support service development using transformational tools and adherence to policies.
• Ensure sufficient staffing levels and staff development reviews (PDRs).

Skills

Administration

Data analysis

Team leadership

Stakeholder communication

Education

A level or equivalent

Degree level or equivalent

Tools

Microsoft Office

Excel

Job description

***This job advert will close as soon as sufficient applications have been received.***

x2 Band 5 Patient Pathway Coordinator posts available (SLT and Physiotherapy)

Two exciting opportunities have arisen for a Patient Pathway Coordinator to join the Inclusion Services Group in Speech and Language Therapy or Physiotherapy services in the Children and Families Division.

These Services are citywide but Admin Staff are will be based. There is an expectation of travel to other sites across the city of Birmingham.These are Band 5, permanent posts offered on a full-time basis, working 37.5 hours per week. Part time and/or flexible working requests will be considered.

This interesting and varied role requires the ability to work well using your own initiative whilst being committed to teamwork. This position also requires good communication skills and the ability to meet the conflicting demands of working in a busy office environment.

You will be expected to provide effective and efficient business focused administration, to support the day-to-day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective and efficient management to optimise clinical delivery.

Main duties of the job

You will support the designated clinical team, the Senior Management Team and Service Managers to deliver safe and effective services whilst also ensuring compliance with targets.

To provide comprehensive administration and business function, to support the Speech and Language Therapy/Physiotherapy Team within the Inclusion Services group.

To provide an effective and efficient business focused administration, to support the day to day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective, and efficient management to optimise clinical delivery.

To work collaboratively with managers and other support staff to ensure the smooth running of all office based systems and to resolve or escalated concerns as necessary.

Take responsibility for a range of administrative duties which will include analysis of databases, Rio (Patient Management System) and the Electronic Staff Record (ESR).

Support with the delivery of projects and deadlines as directed by the Management Team.

To support the review and development of Standard Operating Procedures (SOP) for clinical and non-clinical functions in to ensure that it they are fit for purpose to support the reduction of waiting times within Inclusion Services and ensure all referrals are processed efficiently and managed appropriately throughout the patient pathways.

About us

Be Part of Our Team...

BCHC has more than 5000 staff working across Birmingham and the West Midlands in a wide range of community nursing and specialist healthcare roles. BCHC delivers over 100 clinical services, in people's homes, health centres, clinics and inpatient facilities. We deliver a wide range of services for children, young people and families as well as adults and community services, two community hospitals, services for people with learning disabilities, the internationally recognised West Midlands Rehab Centre and one of Europe's leading Dental Hospitals and School of Dentistry. We deliver all of this with a commitment to integrated, personalised care that is rooted in our local communities. We have an ambition to deliver outstanding, integrated care as one of the key NHS providers in the West Midlands.

Job responsibilities

To provide comprehensive administration and business function, to support the Paediatric Physiotherapy and Occupational Therapy Teams within the Inclusion Services group.

To provide an effective and efficient business focused administration, to support the day to day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective, and efficient management to optimise clinical delivery.

To work collaboratively with managers and other support staff to ensure the smooth running of all office based systems and to resolve or escalated concerns as necessary.

Take responsibility for a range of administrative duties which will include analysis of databases, Rio (Patient Management System) and the Electronic Staff Record (ESR).

Support with the delivery of projects and deadlines as directed by the Management Team.

To support the review and development of Standard Operating Procedures (SOP) for clinical and non-clinical functions in to ensure that it they are fit for purpose to support the reduction of waiting times within Inclusion Services and ensure all referrals are processed efficiently and managed appropriately throughout the patient pathways.

Responsible for:

Direct line management responsibility: and more junior administrative staff within the service.

Budgetary responsibilities: authorised signatory for under £1000 (for timesheets, stock orders)

Main Duties:

• To have day to day operational management responsibility for the administration team, ensuring the smooth running of the team and maintenance of the operational standards.
• To have a comprehensive and detailed understanding of Microsoft office functions in particular ability to manipulate data using excel. To input data into IT systems to accurately reflect service position to ensure accurate reporting of waiting times across services.
• To input, analyse and validate relevant data to provide accurate and detailed reports to the Management and Corporate Teams as necessary e.g., to support targets for Inclusion Services Group.
• To ensure open referrals are validated and corrective actions are taken to ensure patients are progressing through the patient pathway appropriately and without unnecessary delay.
• To undertake day-to-day line management for more junior administrative staff.
• To take overall management for staff workload allocation / rotas, ensuring that there is adequate cover and skill mix to meet the demands of the service. Addressing any training or development needs with team members.
• Provide advice support and guidance to team members and act as a point of escalation for complex administration queries.
• Working with the Recruitment and Trust Bank departments to support all recruitment activity across the team.
• To continuously monitor and implement service development using transformational tools, change models and techniques.
• To ensure implementation and adherence to Trust Policies.
• To ensure that sufficient staffing levels are maintained to meet variations in demand.
• To lead and empower all members of their team to perform to high standards and to innovate.
• Ensure supportive staff management arrangements are in place and to carry out personal development reviews for direct reports. Ensure all staff in your team/s has annual PDRs resulting in specific objectives and effective personal development plans.
• Develop a working culture that ensures appropriate knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective is included in PDRs.
• Develop a working culture that ensures Health and Wellbeing and promotes a Great Place to Work and learn for staff.
• To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.
• To minimise the Trusts environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.
• Responsible for ensuring identified training and development is undertaken appropriate to the post holders role.

Person Specification

Other job requirements

• Able to travel between different locations

Qualifications

• Good standard of general education to A level or equivalent
• Educated to Degree level or equivalent experience.
• Evidence of personal and professional learning & development

Experience

• Experience of managing a Team of Administrative Support Staff
• Significant experience of use of Electronic Administration Systems
• Experience of staff management of shift work

Skills and Knowledge

• Knowledge of staff management and supervision procedures
• Familiar with working within operational guidelines & procedures.
• Able to prioritise own and team's workload.
• To demonstrate comprehensive and detailed understanding of Microsoft office functions in particular ability to manipulate data using excel.
• Competent in analysis of data & preparing related reports

Personal Qualities

• Able to lead a team.
• Able to communicate with staff and patients at all levels on complex or difficult situations.
• Ability to manage stressful situations and/or challenging conversations.
• Ability to manage change.
• Ability to work to tight deadlines.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

£32,073 to £39,043 a yearper annum (pro rata)