Administration jobs in United Kingdom

Anexciting and rewarding opportunity has arisen to join the Trauma and RelatedServices Clinical Service Unit (CSU). We are looking for a focused and highlymotivated individual to join the management team in the role of PatientServices Coordinator (PSC) within Trauma & Orthopaedics.

Thispost is pivotal in providing key operational support to ensure the deliveryof a quality, patient focused service, with a key focus on day to day RTTmanagement within the CSU. The post holder will join an established andsupportive management team in the CSU. The successful candidate will berequired to work with clinicians and administrative teams to support with therecovery of activity and provide co-ordination of theatre lists for Trauma& Orthopaedics.

Therole would suit someone with experience in an Assistant PSC or a PSC role whois looking for a new challenge. Forthe right person this is a role that is both demanding and challenging, butalso rewarding, with the chance to develop your skills and career in a highprofile and supporting trust.

Thepost holder will be required to manage day to day aspects of servicedelivery, with a focus on achieving and monitoring access deliveryperformance in line with LTHT Trust policies and managing a motivatedadministrative and secretarial team, this will include day to day managementas well as any grievance, absence and appraisals.

Thepost holder will be required to develop professional relationships with awide range of key stakeholders in order to support the delivery functions ofthe service. The ideal candidate willhave experience of working in an operational environment within the NHS.

Thesuccessful candidate will be able to demonstrate:

Strong delivery acumen with a proven track record in this area.

The ability to utilise and interpret data to achieve best results.

Capability to work effectively under pressure, multi-task and prioritiseheavy workloads

Evidence of strong leadership and extensive line management experience

Maintenance of professional integrity at all times.

An adaptable, can do and team work based attitude.

*Pleasenote that previous candidates should not reapply*

Forfurther information or an informal discussion about this position pleasecontact: Emma Snowden, Business Manager - emma.snowden3@nhs.net; MollyGascoyne, Service Manager m.gascoyne@nhs.net

LeedsTeaching Hospitals is committed to our process of redeploying 'at risk'members of our existing workforce to new roles. As such, all our job advertsare subject to this policy and we reserve the right to close, delay or removeadverts while this process is completed. If you do experience a delay in theshortlisting stage of the recruitment cycle, please bear with us while thisprocess is completed, and contact the named contact if you have anyquestions.

JOBPURPOSE

Toensure the provision of an efficient and effective administration service tosupport the delivery of clinical services to patients. The postholder willprovide a high quality service in line with Trust policies and standards andwill be required to communicate sensitivity and effectively with a wide range of people including medical staff, patients and colleagues.

JOBDIMENSIONS

Thepostholder will provide managerial support to administrative and clericalstaff on relevant sites within the Trust.You will be responsible for the day to day operational management ofpatient administration and access services for the Trauma and RelatedServices Clinical Service Unit (CSU). You will ensure the provision of ahighly effective patient administration service within the CSU by reviewingworking practices to ensure the effective running of the department andeffective communication structures are implemented. In addition you will ensure thatappropriate systems are in place to enable the CSU to achieve patientdelivery targets and that the processes/procedures comply with legislationrequirements covering Health & Safety, Data Protection andConfidentiality.

Youwill also provide support and advice on patient administration/deliveryrelated issues to core members of the clinical and administrative managementteam.

PRINCIPALDUTIES & AREAS OF RESPONSIBILITY

STAFFMANAGEMENT

Provide leadership, management and supervision to the patient administrationteam within the CSU.

Establish robust communication systems with all staff, ensuring thatsupervisory staff conduct regular, effective team meetings.

Lead the recruitment and selection of patient administration staff within theCSU. Ensure systems are in place for induction and orientation of new staff.

Undertake staff appraisals and compile personal development plans inaccordance with trust policy. Provide support for staff in undertakingcontinuing personal development opportunities.

Implement Trust Attendance Management policy and maintain records for allstaff. Manage staff annual leave, sickness absence, capability and staffgrievances with support as required.

Ensure that all members of staff work co-operatively with staff within andoutside the CSU to ensure delivery of a high quality service.

Take a lead role in reviewing and implementing new systems to ensure thatboth the clerical team and medical secretariat function effectively andwithin delegated budgets.

Ensure that both an effective working relationship and good communication ismaintained between all grades of staff, promoting positive morale within theteam through mutual co-operation.

Establish and maintain effective training plans to ensure that staff followcorrect policy and procedure and respond to developments in the service.Ensure that staff are able to use electronic patient administration systems,providing support where appropriate.

Develop effective relations with peers, working in co-operation andcontributing to cover arrangements for annual leave, sickness and otherabsence.

SERVICEMANAGEMENT

Ensure that the provision of administration/delivery processes and servicesare of the highest quality and that they are responsive to the needs ofpatients, carers and the clinical teams, and that all processes adhere toTrust policy.

Take a lead role in soliciting the views of patients, carers and members ofthe public in respect of the administrative services provided by the CSU.

Ensure that outpatient clinics and appointments processes are administeredeffectively and that relevant quality standards are correctly measured andmonitored; respond to problems and resolve appropriately.

Ensure that theatre and bed capacity are used effectively. Through liaison with clinical and wardbased teams including Site Matrons, jointly manage the daily elective andacute demand for admission and treatment ensuring that patients are treatedin chronological order and clinical priority.

Ensure effective systems for monitoring and validating activity are in place.Monitor waiting lists on a weekly basis. Identify and respond appropriatelyto potential problems and work with other members of the CSU to ensurepatients are seen within agreed local and NHS Plan target times.

Ensure the regular validation of waiting lists, following this up with anynecessary action, advice, coaching and/or training of staff.

The post holder will support their line manager to lead the establishment ofnew ways of working to improve patient access as directed in the NHS Plan,including the implementation of booking systems.

Report to the CSU progress and achievement, including any areas of concernand an action plan detailing how these will be resolved.

Establish effective systems of working with the CSU core team and withcorporate administration and information teams.

Ensure that the Patient Access Policy for Outpatient Management isimplemented and that clinics are utilised efficiently, including ensuring theDNA policy is implemented as agreed by the CSU. Monitor reduced and cancelledclinics and respond appropriately in line with this policy.

Ensure that the Patient Access Policy for Patients Waiting for ElectiveInpatient and Daycase Admissions is implemented and that processes aremonitored to check compliance with the policy.

Lead casenote audit meetings in the CSU, selecting patient records for auditand reporting any breach of policy with recommendation for action, to theBusiness Manager.

Investigate complaints relating to administration/access issues and implementchanges in practice as required. Address the concerns of patients and serviceusers and respond to their suggestions for local quality improvements.

Plans rotas and staff cover for one or more teams of staff, includingClerical Officers, Medical Secretaries, Supervisors and Assistant PSCs. This may mean staff movement betweenhospital sites.

Plans and organises service changes within their speciality eg. servicereconfiguration organising office and staff movement to a new building andplanning the office layout.

INFORMATIONMANAGEMENT

Ensure the appropriate recording, monitoring and management of inpatient andoutpatient waiting lists, providing regular reports to agreed timescales.Identify and resolve any problems highlighted as a result of the monitoringundertaken.

Implementation and monitor systems for timely and accurate collection andrecording of patient related data, in conjunction with the CSU and CorporateInformation staff. Identify and resolve any problems highlighted as a resultof the monitoring undertaken.

Contribute to monthly performance review meetings, providing data for this ina timely manner as requested.

RESOURCEMANAGEMENT

The post holder will support their line manger with the management of staffand non-staffing budgets; ensuring that available resources are deployedefficiently and effectively to support the administrative and operationalprocesses.

Establish systems to cover staff annual leave, sickness and vacancies and toreduce expenditure, contributing to the CSU financial plan.

OTHERRESPONSIBILITIES

All employees must maintain strict confidentiality in respect of patient andstaff records. Comply with the requirements of the Caldicott Report, the DataProtection Act, Access to Health Records Act., Mental Health Act andsubsequent legislation issued in relation to confidential data. Ensure allstaff practice in accordance with these guidelines.

Maintain a safe working environment, complying with Health and Safetypolicies and regulations. Undertake and facilitate risk assessments asrequired, take any corrective action required and record any untoward riskincidents in accordance with trust procedures.

Provide operational patient administration/access support and advice to othermembers of the CSU as required.

Support and assist the Business Manager with other projects andresponsibilities as required.

• Experience of managing a team of administration staff
• Experience of managing a waiting list, including familiarity with PTLs
• Experience of working with clinicians
• Experience of service re-design

• Good general standard of education
• Training in Excel, Word and the use of databases

• Excellent written and oral communication skills
• Good interpersonal skills
• Ability to organise a group of staff to deliver a defined end
• Ability to re-assess ways of working and design better processes in conjunction with others
• Understanding of capacity planning and management
• Knowledge of producing reports
• Ability to work well under pressure
• Openness, honesty and integrity

• Some flexibility in terms of working times

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.