Job summary
This is an exciting opportunity to join the department of Infectious Diseases. We are looking to recruit a highly organised, self-motivated individual with good interpersonal skills and a demonstrable understanding of how to lead and motivate a team.
Candidates must have a combination of excellent listening and interpersonal skills, a thorough and methodical attention to detail, good problem-solving skills and the ability to negotiate and use judgement to make autonomous decisions.
Working in a strong multidisciplinary environment, you will coordinate and oversee the provision of a high quality administrative service and outpatient co-ordination for the Directorate of Clinical Infection.
You will provide first line supervision to a number of staff as well as working in collaboration with the the wider teams to deliver a number of administration duties, including outpatient flow and clinic coordination.
This role will involve leading in the following key administrative areas:
Staff Management, Education and training, Information management, Data quality, RTT tracking, Activity & Outpatient Support, Rota Coordination and the OPAT Daycase service administration.
Main duties of the job
To take a lead role in the administrative function of the services within the Infectious Diseases Department. This will include:
- To provide leadership and supervision to both outpatient and inpatient admin and clerical staff
- Take an active part in disciplinary and sickness management processes for members of staff, in line with Trust Policies and procedures.
- To generate and manage reports as requested, to include clinic data required for weekly management meetings.
- Responsible for first line management of Infectious Diseases and Tropical Medicine outpatient clerical staff, ensuring smooth day-to-day running of the department, problem solving, operational issues.
- Assist the Operational Manager in reviewing and implementing policies and procedures to achieve both local and national requirements.
- To be involved in projects to improve efficiency in administration processes and improvements to the patient's pathway.
- To actively participate in MDT meetings, including the departmental meeting.
- In conjunction with the Operational manager, develop and implement working protocols ensuring the provision of a high-quality service.
- Liaison with Consultants to ensure clinics are booked in accordance with their instruction. This will include using a variety of Trust EPRs for the management of overbookings, cancellationsand reduction of clinics and re-arranging outpatient appointments in accordance with Directorate/Trust policies.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education and Qualifications
Essential
- GCSE standard of education including English and mathematics at grades C/4 or above (or equivalent qualification / experience)
- NVQ Level 4 Diploma or equivalent in business and administration or demonstrable experience to that level.
Desirable
- ECDL or other relevant IT related qualification
- OCR III in typing or word processing or equivalent. Or proven skills to the same standard
Experience
Essential
- Evidence of significant administration and coordination experience
- Evidence of clinic coordination and utilisation management.
- Staff Management Including appraisal and supervision / Managing sickness absence
- Knowledge of / experience of using information and/or customer service systems.
- Training and developing others
- Ability to work effectively with colleagues from a range of disciplines
- Evidence of IT literacy and keyboard skills (Microsoft Word, Excel, Powerpoint and Teams).
- Contribution to the development of systems and processes
- Experience of working within multidisciplinary teams
Desirable
- Development of Standard Operating Procedures and their application in the workplace.
- Experience of Connect / ICE results / ERS
- Awareness of NHS policies
- Communicating with a wide range of people
- Leading / managing change
- Preparing reports
- Handling complaints and incidents
Special skills/aptitudes
Essential
- Demonstrable track record of meeting deadlines and targets by prioritising workloads
- Ability to deal with difficult situations effectively and confidently.
- Good decision making skills.
- Understanding of information governance
- Willingness to contribute to continuous service improvement.
- Ability to work to Standard Operating Procedures.
- Ability to prioritise and work to strict/conflicting deadlines
- Ability to promote team work as well as encourage individual development
- Ability to problem solve
- Methodical approach and excellent attention for detail
- Ability to engage, motivate and positively influence people.
Desirable
- Able to show initiative and challenge processes with a view to improving patient pathways or admin processes
Further training
Essential
- Working knowledge of confidentiality, related legislation and Codes of Practice, including Data Protection Act (1998), Freedom of Information Act (2000), Duty of Candour (2015) and Caldicott Guidelines (1997)
Person Specification
Education and Qualifications
Essential
- GCSE standard of education including English and mathematics at grades C/4 or above (or equivalent qualification / experience)
- NVQ Level 4 Diploma or equivalent in business and administration or demonstrable experience to that level.
Desirable
- ECDL or other relevant IT related qualification
- OCR III in typing or word processing or equivalent. Or proven skills to the same standard
Experience
Essential
- Evidence of significant administration and coordination experience
- Evidence of clinic coordination and utilisation management.
- Staff Management Including appraisal and supervision / Managing sickness absence
- Knowledge of / experience of using information and/or customer service systems.
- Training and developing others
- Ability to work effectively with colleagues from a range of disciplines
- Evidence of IT literacy and keyboard skills (Microsoft Word, Excel, Powerpoint and Teams).
- Contribution to the development of systems and processes
- Experience of working within multidisciplinary teams
Desirable
- Development of Standard Operating Procedures and their application in the workplace.
- Experience of Connect / ICE results / ERS
- Awareness of NHS policies
- Communicating with a wide range of people
- Leading / managing change
- Preparing reports
- Handling complaints and incidents
Special skills/aptitudes
Essential
- Demonstrable track record of meeting deadlines and targets by prioritising workloads
- Ability to deal with difficult situations effectively and confidently.
- Good decision making skills.
- Understanding of information governance
- Willingness to contribute to continuous service improvement.
- Ability to work to Standard Operating Procedures.
- Ability to prioritise and work to strict/conflicting deadlines
- Ability to promote team work as well as encourage individual development
- Ability to problem solve
- Methodical approach and excellent attention for detail
- Ability to engage, motivate and positively influence people.
Desirable
- Able to show initiative and challenge processes with a view to improving patient pathways or admin processes
Further training
Essential
- Working knowledge of confidentiality, related legislation and Codes of Practice, including Data Protection Act (1998), Freedom of Information Act (2000), Duty of Candour (2015) and Caldicott Guidelines (1997)
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).
