Job summary
We are seeking a highly motivated and proactive individual to fulfil the role of Assistant Operations Co-Ordinator within our Care Group Management Team based at Southampton General (Minerva House).
Specialist Medicine covers a wide range of adult outpatients specialities, as well as managed care infusion unit and endoscopy, and deals with an appreciable percentage of all Trust elective care.
The role therefore provides excellent experience across a range of systems and disciplines, and will stretch the successful candidate and provide development opportunities.
You will build relationships with numerous people including Patient Services Centre, IT Service Desk, EPR, Operations Co-Ordinators, Admin Team Leads, and Access Managers. You will need excellent communication skills.
Core Hours are between 8am and 4pm Mon-Fri. You may be asked to work an evening or weekend with prior notice.
Main duties of the job
Attached you will find the person specification document which provides more detail about the essential and desirable skills and experience needed for this role. We highly recommend you review this document and use it when completing your application as these criteria are used by hiring managers as guidance during shortlisting.
For an overview of the main duties of the role please see the 'Job Description and Main Responsibilities' section below. To understand the day-to-day responsibilities in more detail please read the full job description document attached.
About us
As one of the largest acute teaching Trusts in England, we offer learning and development opportunities to help you achieve the career you aspire to. UHS is rated 'Good' by the CQC and in the latest national NHS Staff Survey, we were in the top 10 acute trusts for staff engagement and for staff recommending the hospital as a place to work or receive care.
All non-clinical roles may involve a mixture of on site and remote working, Specific details and flexible working options can be discussed as part of the interview process. UHS employees are able to access a range of NHS discounts, are entitled to a minimum of 35 days paid holiday (pro rata), and we offer a generous pension scheme.
Southampton is an attractive place to live and work situated on the south coast, with an international airport and direct trains to London. The New Forest National Park and beaches of the Jurassic coast are also right on our doorstep. The city offers living costs 20% lower than London and 14 schools rated outstanding by Ofsted.
Job description
Job responsibilities
- Monitoring of care group clinical and room capacity utilisation
- Act as first point of contact with clinicians to resolve room requests, add clinics to job plans and waiting list initiative databases.
- Complete EPR requests for clinic template addition / amendment.
- Act as local subject matter expert for clinical templates and patterns.
- Work towards creation and upkeep of a care group database of clinic patterns, locations, and eReferral links
- Attend meetings for space utilisation; liaise with admin teams and clinical staff to resolve requests.
- Booking / rescheduling of appointments and waiting list entries, including via eReferral
- Contacting patients when required (by phone or letter) to move appointments in response to short notice changes in capacity
- Escalation of points of concern to senior colleagues
- Using Trust systems to obtain, verify and update data
- Investigation and escalation of ERS billing challenges
- Identifying process issues in care group and working with team leaders and management to implement changes
- Assess clock start dates and data quality of referrals from patient tracking list to enable effective use of additional clinical capacity and create booking lists of patients
- Monitoring of outstanding care group validation position for elective pathways
- Collation of rolling Care Group performance figures Clear verbal and non verbal communication
What were looking for
- Demonstrates clarity and breadth in use of verbal and written communications in relation to our patient group
- Smart and professional appearance, in line with Trust uniform policy.
- Educated to A-level, or NVQ Level 3 in Business Administration/Customer Care or equivalent.
- Use of Microsoft Office software (including Word and Excel) to an intermediate level. Experience of dealing with non-routine / complex problems.
- Administrative experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with sensitive and confidential information.
- Excellent communication skills, including via telephone.
- Ability to demonstrate a flexible and highly organised approach with an eye for detail.
- Ability to work efficiently; stay calm and reliable when under pressure.
- Able to learn and assimilate information quickly.
- Ability to prioritise tasks and cope with deadlines.
- Adaptable and flexible to meet conflicting demands of the role.
Job description
Job responsibilities
- Monitoring of care group clinical and room capacity utilisation
- Act as first point of contact with clinicians to resolve room requests, add clinics to job plans and waiting list initiative databases.
- Complete EPR requests for clinic template addition / amendment.
- Act as local subject matter expert for clinical templates and patterns.
- Work towards creation and upkeep of a care group database of clinic patterns, locations, and eReferral links
- Attend meetings for space utilisation; liaise with admin teams and clinical staff to resolve requests.
- Booking / rescheduling of appointments and waiting list entries, including via eReferral
- Contacting patients when required (by phone or letter) to move appointments in response to short notice changes in capacity
- Escalation of points of concern to senior colleagues
- Using Trust systems to obtain, verify and update data
- Investigation and escalation of ERS billing challenges
- Identifying process issues in care group and working with team leaders and management to implement changes
- Assess clock start dates and data quality of referrals from patient tracking list to enable effective use of additional clinical capacity and create booking lists of patients
- Monitoring of outstanding care group validation position for elective pathways
- Collation of rolling Care Group performance figures Clear verbal and non verbal communication
What were looking for
- Demonstrates clarity and breadth in use of verbal and written communications in relation to our patient group
- Smart and professional appearance, in line with Trust uniform policy.
- Educated to A-level, or NVQ Level 3 in Business Administration/Customer Care or equivalent.
- Use of Microsoft Office software (including Word and Excel) to an intermediate level. Experience of dealing with non-routine / complex problems.
- Administrative experience including initiating and maintaining office systems.
- Demonstrable experience in dealing with sensitive and confidential information.
- Excellent communication skills, including via telephone.
- Ability to demonstrate a flexible and highly organised approach with an eye for detail.
- Ability to work efficiently; stay calm and reliable when under pressure.
- Able to learn and assimilate information quickly.
- Ability to prioritise tasks and cope with deadlines.
- Adaptable and flexible to meet conflicting demands of the role.
Person Specification
Qualifications
Essential
- Educated to A-level, or NVQ Level 3 in Business Administration/Customer Care or equivalent.
- Use of Microsoft Office software (including Word and Excel) to an intermediate level.
Desirable
- Courses / further study attended to demonstrate evidence of personal development including a willingness to undertake job specific training
- Knowledge of Trust IT systems
- Enhanced Excel skills, to include VLOOKUP, pivot tables, and formula creation to assist in data gatherings
Experience
Essential
- Previous clerical / admin experience
- Experience with working with multidisciplinary teams
- Experience of dealing with non-routine / complex problems.
- Significant administrative experience including initiating and maintaining office systems
- Demonstrable experience in dealing with sensitive and confidential information.
Desirable
- Previous hospital administrative experience
- In depth experience of using full range of Trust IT and patient data systems
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of medical terminology
Aptitudes and Skills
Essential
- Ability to work using own initiative.
- Adaptable and flexible to meet conflicting demands of the role
Desirable
- Good knowledge of speciality specific patient pathways.
- Knowledge of organisational policies and procedures relating to 18 week pathways
- Knowledge of organisational policies and procedures relating to cancer pathways (14, 31, 62 day targets)
Special Requirements
Essential
- Ability to work within a team
Trust Values and Behaviours
Essential
- Patients First
- Always Improving
- Working Together
Desirable
- Hobbies or Interests that demonstrate team work and Leadership qualities
Person Specification
Qualifications
Essential
- Educated to A-level, or NVQ Level 3 in Business Administration/Customer Care or equivalent.
- Use of Microsoft Office software (including Word and Excel) to an intermediate level.
Desirable
- Courses / further study attended to demonstrate evidence of personal development including a willingness to undertake job specific training
- Knowledge of Trust IT systems
- Enhanced Excel skills, to include VLOOKUP, pivot tables, and formula creation to assist in data gatherings
Experience
Essential
- Previous clerical / admin experience
- Experience with working with multidisciplinary teams
- Experience of dealing with non-routine / complex problems.
- Significant administrative experience including initiating and maintaining office systems
- Demonstrable experience in dealing with sensitive and confidential information.
Desirable
- Previous hospital administrative experience
- In depth experience of using full range of Trust IT and patient data systems
- Understanding of Confidentiality and Data Protection Act.
- Knowledge of medical terminology
Aptitudes and Skills
Essential
- Ability to work using own initiative.
- Adaptable and flexible to meet conflicting demands of the role
Desirable
- Good knowledge of speciality specific patient pathways.
- Knowledge of organisational policies and procedures relating to 18 week pathways
- Knowledge of organisational policies and procedures relating to cancer pathways (14, 31, 62 day targets)
Special Requirements
Essential
- Ability to work within a team
Trust Values and Behaviours
Essential
- Patients First
- Always Improving
- Working Together
Desirable
- Hobbies or Interests that demonstrate team work and Leadership qualities
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
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.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
