Team Leader in Urology

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 proactive Team Leader for the Urology administrative service at the Churchill Hospital. You will provide day-to-day leadership and manage the local admin team, ensuring workloads are balanced and targets met while supporting clinical staff and patients throughout the care pathway.

You will oversee patient pathways, maintain PTLs in EPR, and contribute to capacity planning, data quality and service improvements.

Qualifications

• Substantial relevant experience in administration and a proven background of leading/supervising a team or service.
• Experience of working with clinicians and other health care professionals.
• Ability to lead and motivate staff.
• Excellent communication and negotiating skills.
• Ability to prioritise conflicting demands on resources to deliver challenging targets.
• Good organisational and time management skills.
• Ability to cope effectively under pressure.
• Ability to work independently also as a member of a team
• EPR trained

Responsibilities

• Provide day-to-day leadership and operational management of the local administrative team within Urology.
• Ensure workloads are appropriately managed and performance standards are maintained.
• Maintain accurate PTLs (waiting lists) in EPR and support expedient patient pathways.
• Contribute to data quality initiatives and adherence to local and national targets.
• Attend Directorate meetings and communicate developments to staff and clinicians.
• Lead recruitment, induction and training for administrative staff and support HR processes.

Skills

Admin leadership

Team supervision

Clinician liaison

Communication skills

Prioritisation

Organisational skills

Pressure management

Independent working

EPR trained

Tools

Microsoft Office

Excel

Access

Job description

The post holder will be expected to provide cross cover across the Urology Administrative team as directed by the Patient Pathway Manager on a day-to-day basis according to service need. Patient administration underpins the patient journey and supports clinical teams in delivering high quality patient care and can make a real difference to the patient experience. Effective and efficient patient administration supports management through ensuring a high standard of data quality and by making the best use of capacity and resources. The post holder has responsibility for the provision of a professional, comprehensive and efficient administrative service, which is effectively delivered to all patients and members of the Department. This will involve providing a full administration service to the consultant team and taking responsibility for managing the whole patient pathway in line with the Elective Access policy and Cancer Pathway whilst providing strong leadership to designated admin teams, To provide support to the operational function of the service as required, ensuring service objectives are achieved, whilst delivering effective day-to-day leadership to designated administrative teams involving monitoring and responsibility of team performance, sickness absence and annual leave, This may include undertaking HR investigations under supervision and supporting the implementation of Trust workforce policies and procedures. To manage the workload of the administrative staff, ensuring all administrative tasks are completed to the desired standard and within agreed local and National targets. To take responsibility for ensuring that training and supervision is carried out of designated staff to ensure that they have the knowledge and skills to carry out tasks effectively and efficiently. To consistently review admin processes with the aim to continually improve the effective and efficient service delivery and department dynamic. To promote effective communication through regular one to one and group meetings with the team, and facilitate and promote a one team approach to staff management and issues. To manage the recruitment and induction process for administrative staff, preparing job descriptions, short listing and interviewing candidates. To attend meetings on behalf of the Directorate relating to data quality and patient administration systems (e.g. EPR) and to keep staff up-to-date with any developments. To be responsible for the management of patient pathways in conjunction with the Access Team Leader, supporting adherence to both local and National performance targets. To be responsible for maintaining accurate and up-to-date PTL's (waiting lists) within EPR in conjunction with the Access Team Leader, including the timely adding of patients to appropriate waiting lists and taking appropriate actions to ensure patients are treated in clinical priority and breach date order. To work closely with the central validation team to ensure that any knowledge gaps identified in the validation of clock stops / past performance are identified and addressed. To bring to the attention of the Patient Pathway Manager / Service Manager in a timely manner any concerns or gaps in respect to forthcoming capacity so that corrective actions can be taken. To support the setting up of new clinics / maintenance of existing clinics and ensure that booking of elective cases is in line with local protocols in terms of the types of cases added to lists and theatre list utilisation. To attend meetings on behalf of the Directorate relating to data quality and patient administration systems (i.e. EPR) and to keep staff up-to-date with any developments ensuring that changes and policies are implemented and adhered to and that any required training is given to staff. Attend Data Quality Meetings as required. To develop processes and procedures that maintain and underpin the effective delivery of all administrative procedures placing patient's experience and efficiency at the forefront of processes and decision making. To contribute and take a lead role as necessary in department wide local projects, 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.

An opportunity has arisen for a highly motivated and enthusiastic Team Leader to join our Urology team at the Churchill Hospital. This Team Leader role is a challenging yet crucial to the smooth and effective running of the Urology administrative service. The postholder will provide day-to-day leadership and operational management of the local administrative team, ensuring workloads are appropriately managed, performance standards are maintained, and patients receive a high-quality service. The successful candidate will possess excellent interpersonal and communication skills, enabling them to build positive relationships with patients, clinical staff and colleagues, whilst ensuring all patients have a positive experience throughout their care pathway. The role requires the ability to work on their own initiative, manage competing priorities and make informed decisions within a busy operational environment, whilst drawing upon the support and expertise of peers and Patient Pathway Managers when required. Applicants must be computer literate and have a sound working knowledge of Microsoft Excel and other Microsoft Office applications, as the role involves the management of workload trackers, performance monitoring, data validation and reporting requirements.

• Substantial relevant experience in administration and a proven background of leading/supervising a team or service.
• Experience of working with clinicians and other health care professionals.
• Ability to lead and motivate staff.
• Excellent communication and negotiating skills.
• Ability to prioritise conflicting demands on resources to deliver challenging targets.
• Good organisational and time management skills.
• Ability to cope effectively under pressure.
• Ability to work independently also as a member of a team
• EPR trained

Desirable criteria

• Experience of working within the NHS Experience of working in a multi-disciplinary environment.
• Experience managing a team., Degree or equivalent professional qualification/ training or experience.
• Good standard of general education (GCSE, A-Level or equivalent).

Desirable criteria

• Management Certificate.
• Line management experience, Excellent understanding of people management.
• Up to date experience of MS Windows, MS Office, Excel, PowerPoint and Access (or equivalent).
• Advanced analytical and decision making and resolving complex work related issues.

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 of four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.

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.