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Birmingham Community Healthcare NHS Foundation Trust is seeking to appoint to the role of Team Leader within Dental Services Division.

There has never been a more rewarding time to be a part of the recovery and restoration of operational delivery for services within BCHC. This very exciting role will require a motivated and dedicated individual with outstanding organisational and communication skills.

As Team Leader you will supervise and provide daily leadership within the specialty management team for operational management and service delivery. The post holder will support and deputise for the Specialty Manager ensuring key business targets are met and to highlight areas of non-compliance.

The Key focus of the role will be to Manage General anaesthetic waiting lists, ensure referrals are triaged within agreed deadlines, maximising clinic utilisation, ensuring activity is captured to secure contract income whilst adhering to both local and national targets.

The post holder will supervise and provide daily leadership within the specialty management team for operational management and service delivery. The post will be based in one of our Community Birmingham Sites, some travelling maybe required.

The post holder will support and deputise for Specialty Manager(s) ensuring key business targets are met and to highlight areas of non-compliance.

The key focus of the role will be to line manage admin team, day to day operationally supporting management, clinic diary management. Waiting lists, maximising clinic capacity, and activity is captured to secure contract income.

To ensure that all telephone bookings are carried out in accordance with the Divisional Administrative Standards and Service Standing Operating procedures (SOPs).

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.

If you want to 'Be Part of Our Team' and work with a Foundation Trust which is continuously striving for best care and healthy communities, we want to hear from you.

IMPORTANT

• Please ensure you check your TRAC account regularly as this is how we will communicate with you during the shortlisting and selection process
• Please ensure all sections of the application form are completed fully. Please particularly ensure that you provide full details of all referees including BUSINESS EMAIL ADDRESS, telephone contact details and postal address

• Work on own initiative with minimal supervision on a daily basis and oversee the day to day management of the specialty management group.
• Application of Human Resource policies for staff within the team including recruitment, induction, disciplinary and sickness absence monitoring taking appropriate action as required in accordance with Trust policies.
• To be first point of contact when dealing with concerns, queries and complaints in regards to operational service delivery associated with the Speciality Management Group and relevant patient pathways
• To have a comprehensive knowledge of all clinics ensuring they run according to agreed clinic rules. This will include being responsible for ensuring bookings are made effectively and that clinic capacity is maximised escalating areas of concern to Specialty Manager(s).
• To work alongside Specialty Manager(s) validating patient pathways on regular basis through use of information dashboards, maintaining a high degree of accuracy for prolonged periods of time
• Responsible for the monitoring and management of waiting lists. This will include identifying problems and assessing which solutions can be dealt with using their own initiative.
• Be aware of National 18 week Referral to Treatment (RTT) policy and local policies to monitor compliance.
• Maintain up to date knowledge of all targets, processes and clinic rules and be a subject matter expert for the specialty Management Group
• Development of excellent working relationships with key business partners and stakeholders such as Heads of Service, Clinicians, students, Informatics along with colleagues in other Specialty Management Groups.
• Creation and dissemination of operational performance reports on a routine and ad hoc basis for a variety of audiences, e.g senior management meetings and speciality team meetings.
• Ensure that Patient Administration Systems (PAS) are kept up to date with operational and patient information. For example; updating and archiving clinical records and patient administration systems following notification of death. This will also involve technical updates in R4 Carestream and Patient Administration Systems.
• Involved in the planning and implementation of new business processes and contribute towards ongoing service improvement.
• Undertake an active role in projects relating to the development and evolution of the service ensuring relevant SOPs are implemented in line with service developments and redesign.
• Ensure timely completion and submission of procedure clinical coding forms on a daily basis, having been quality assured and amended by comparison to clinical record as necessary.
• Support the Specialty Manager with the validation and authorisation for cancellation of clinical sessions, ensuring patients are communicated with effectively and rebooked appropriately to minimise patient impact.
• Ensure all IT systems are configured appropriately to support clinics; i.e correct clinic code configuration to support Service Line Activity Matric, Carestream, kiosks, text messages and solving issues as they arise.
• Responsible for the storage, archiving and disposal of patient records. Liaising with external stakeholders with regards to data quality issues and incomplete patient records ensuring corrective measures are taken as appropriate
• Produce staff rotas and support with the production of clinical rotas as required.
• To actively participate in the delivery of administrative tasks during period of high demand and service needs.
• Responsible for providing reconciliation reporting for all patient related payments
• Report any issues or complaints as necessary through the DATIX system.
• Investigation of any incidents relating to administrative functions within Specialty Management Group.
• Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.
• Ensure that due diligence of data quality is embedded within the team(s) responsible for data entry.
• Be fully conversant with the requirements of the service specification for all services ensuring that the standards for dealing with referrals and waiting time initiatives are embedded in the team
• Ensure all staff within the Specialty Management Group have the necessary skills and ongoing training and development to deal with queries from a range of stakeholders, to ensure a responsive and professional service.
• Ensure that records are maintained in the Electronic Staff Record (ESR) for all staff within the team, to capture information for compliance purposes and to inform the annual training needs analysis including coordination of annual leave.
• Develop and empower all members of your team to perform to high standards and innovate.
• Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports. Ensure all staff in your team/s have annual PDRs resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework.
• Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDRs.
• Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staffs perception about their working lives are measured and improvements made.

• Level 4 NVQ Diploma/ILM qualification in Business Administration (or equivalent) or equivalent experience.
• Relevant experience of processing a variety of administrative duties
• Supervisory experience within an administration or call centre environment
• Previous NHS experience

• Excellent communication skills (written and verbal).
• Excellent organisational skills.
• Proficient in the use of Microsoft Packages, particularly Excel
• Ability to prioritise own work and that of others.
• Ability to analyse and interpret data from multiple sources
• Knowledge of clinical pathways including 18 weeks RTT.
• Knowledge of NHS waiting list management.
• Knowledge of Electronic Staff Record (ESR).

• Ability to work under pressure and manage conflicting priorities
• Ability to handle confidential information appropriately.
• Excellent attention to detail

• Able and willing to travel to community locations as required
• Is able to use VDU equipment for prolonged periods of time

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.