Patient Pathway Team Leader

Oxford University Hospitals NHS Foundation Trust; Oxford; On-site; GBP 32,000 - 42,000; Full time

Job summary

Oxford University Hospitals NHS Foundation Trust is seeking a Band administrative Team Leader for the Blenheim Head and Neck service. You will coordinate a professional admin team, provide line management, supervise reception and clerical staff, and support clinical staff and patients with diary management and correspondence.

You will use Dragon transcription to produce high-quality clinical letters within 7 working days (48 hours for oncology) and contribute to the Cancer/ RTT pathway

Qualifications

• Experience managing administrative teams within a healthcare setting.
• Understanding of NHS policies and HR procedures is preferred.
• Experience with diary management, clinical correspondence and administrative duties.

Responsibilities

• Coordinate and maintain an efficient administration support service.
• Line manage Patient Pathway Administrators and Receptionists.
• Oversee transcription and RTT pathways data and ensure timely correspondence.
• Lead recruitment and manage staff sickness/leave.
• Attend and minute monthly meetings and support policy development.

Skills

People management

NHS experience

Secretarial & administration

Communication with public

Complex information handling

Disciplinary procedures

Meeting minutes

Job description

The Patient Pathway Team Leader is responsible for coordinating and maintaining the delivery of an efficient and professional administration support service within Blenheim Head and Neck service. They will be required to provide line management, supervision and support to all Patient Pathway Administrators, Assistant Patient Pathway Administrators and Receptionists within the Blenheim Head and Neck department.

• Provide primary administrative support to the Service Manager and named Consultant/s, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
• Use of the digital transcription system (Dragon) to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of 7 working days (48 hours for oncology) from the point of clinical delivery/decision.
• Support patients under the Clinicians care by administering where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.
• To work with the Service Manager and Patient Pathway Administrators with the continuous management of the Cancer Patient Tracking List/s(PTL) to ensure compliance with Cancer and Elective access standards., To directly line manage and supervise the Patient Pathway Administrators, Assistant Patient Pathway Administrators and Reception Supervisor within the Directorate providing training, support and supervision under the guidance of the Service Manager.
• To manage sickness absence and annual leave requests of the assigned administration teams ensuring sufficient service cover is provided at all times.
• To ensure that Statutory and Mandatory training of the assigned administration teams are up-to-date and annually updated. To ensure any further training required for their role is available and supported.
• Annually appraise the assigned members of the administration teams ensuring any performance or development requirements are instigated or addressed accordingly.
• To be familiar with HR policies and take a lead role investigating, identifying and implementing disciplinary procedures where appropriate. To monitor and maintain standards of performance.
• In conjunction with the Service Manager implement the performance and management policy with relation to staff disciplinary management.
• To attend and take minutes of the monthly Specialty/Business Meetings whilst contributing with verbal updates on transcription, staffing, and any other relevant information.
• To deliver formal monthly administration team meetings that are minuted.
• To attend meetings that has relevance to the administrative and clerical staff within the department.
• Take responsibility for ensuring that admin and clerical staff are aware of trust policies and assist in the development of local policies within own area.
• To attend and contribute to the weekly specialty PTL meetings.
• To be responsible for management of stationary orders and other equipment required for the administration team.
• To have the ability to construct and manipulate highly complex information such as Transcription reports, RTT performance, etc.
• Any other duties at the request of the Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
• Attend the specialty and governance meetings and take minutes as and when required.
• Lead on recruitment and retention using the Trust's NHS recruitment system (TRAC).
• Deal with patient PALS verbally, via email and via the telephone.
• Ensure return to work interviews (RTWIs) are completed in a timely fashion.
• Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 07.30-17.30. 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.
• People management experience, preferably within an NHS environment.
• Experience working within an NHS environment
• Secretarial and administration experience
• Communicating with members of the public
• Experience of dealing with 'highly complex/complex information etc
• 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
• Knowledge of Cancer Access standards

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. Find out more here www.ouh.nhs.uk 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 healthcare 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, 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.