Job summary
The Cardiovascular CAG is offering an exciting opportunity to join the Barts Heart Centre's Administrative Team leaders. The post holder will be based at our Whipps Cross site.
We are looking for an enthusiastic individual who will be responsible for our Patients Cardiology Pathway, which will require working closely with the Cardiology administrative teams in the area (Secretarial, Booking teams and Receptionist teams) to ensure we uphold a smooth pathway for all our patients.
The post holder will also be required to liaise with the clinical teams within these areas.
The purpose of this post is to actively manage and provide effective and efficient running of the cardiology services within Whipps Cross Hospital. To line manage and support team members across the Cardiology areas.
The post holder will be required to Implement service improvements and actively validate patient's pathways ensuring we meet 18 weeks targets.
To work closely with the Service Delivery Manager and Service Manager to provide updates on waiting times and delays in patients pathways in order to develop the service for both patients and staff. It will be essential to provide weekly information for local and site access meetings.
Please see full advert and JD attached
Main duties of the job
The key purpose of the post-holder will include:-
- Secretarial support for consultant (s)
- Implement service improvements with direct communication with Line Manager
- Front validating patient pathways (18 weeks pathway)
- Provide effective and efficient running of the Cardiology Services at Whipps Cross Hospital
- Ensuring that we meet internal and national targets
- Update Consultant leave and Consultant on-call on e-roster - Clinic Management ensuring clinics when appropriate have been cancelled and rescheduled in real time
- Delivery of quality and activity targets
- Line management / Supporting team members and Service Delivery Manager
- Problem solving
- Actively involved in recruiting new staff for your team
- Dealing with HR issues within the cardiology team
- Actively under minutes of meetings
ERS actioning
About us
WORKING FOR THE ORGANISATION
Barts Health is one of the largest NHS trusts in the country, and one of Britain's leading healthcare providers.
The Barts Health group of NHS hospitals is entering an exciting new era on our improvement journey to becoming an outstanding organisation with a world-class clinical reputation. Having lifted ourselves out of special measures, we now have the impetus and breathing space to chart a fresh course in which we are continually striving to improve all our services for patients.
Our vision is to be a high-performing group of NHS hospitals, renowned for excellence and innovation, and providing safe and compassionate care to our patients in east London and beyond. That means being a provider of excellent patient safety, known for delivering consistently high standards of harm-free care and always caring for patients in the right place at the right time. It also means being an outstanding place to work, in which our WeCare values and behaviours are visible to all and guide us in how we work together.
We strive to live by our WeCare values and are committed to promoting inclusion, where every staff member has a sense of belonging. We value our differences and fully advocate, cultivate and support an inclusive working environment
Job description
Job responsibilities
Main duties, responsibilities and results areas
- Work as part of the team in undertaking Secretarial workload for a number of Consultant(s)
- Work closely with the Service Delivery Manager and Service Manager in order to implement service improvements
- Actively monitor your teams processes and ensure that they are working towards internal and national targets
- Ensuring your team are actively front validating each patients pathway after each clinic entry
- Ensuring your team actively monitor/chase test results and ensure that their Consultant / Doctor actively reports on these (adhoc letters may need to be created)
- Provide effective and efficient running of the Cardiology Administrative Services
- Assist the Service Delivery Manager with covering Minute taking for Cardiology team meetings allocate the roll to your team to improve their knowledge in this area (Cover other meetings with minute taking when required)
- Update and manage Consultant leave system (E-Rostering)
- Update and manage Consultant on call roster (E-Rostering)
- Delivery of quality and activity targets
- Line manage patient care coordinators (PCC), Outpatient admin and other administrative staff within Cardiology including recruitment, induction, appraisal, performance management and ongoing training and development of staff and updating e roster with sickness and annual leave.
- Problem solving
- Actively involved in recruiting new staff for your team
- Dealing with HR issues for all cardiology admin teams
- Ensure that all incoming and outgoing communication, including urgent matters are dealt with efficiently (including vetting correspondence and ensuring that appropriate action is taken before passing on)
- Implement and manage the Trusts digital dictation/voice recognition system for the service area
- Assist the Service Delivery manager in developing plans and standard operating procedures (SOPs) for administration to support changes in service delivery
- Work closely with your team (supported by Service Delivery Manager) to ensure all patients with allocated slot issues (ASIs) are given appointment dates within the time period specified and within the correct clinic specification, escalating when issues arise
- Proactively identify emerging issues that may cause delays at any point in patient pathways and make recommendations for policy or process changes within administration or any other aspect of the total pathway
- Ensure all referrals are dealt with, in line with the correct departmental procedure
- Input and retrieve information from the departmental and/or Trust computer systems in accordance with departmental guidelines
- Actively monitor and support your team members with regular meetings both as a group and individual and ensuring that concerns are taken onboard and actioned upon
- Use the CRS & ERS Systems for booking, including the moving and creating of new slots for patients
- When clinics are cancelled at short notice, inform patients of cancellation
- Ensure that a roster system is set up with the team to collect and deliver post
- Ensure clinic letters have a turnaround time of 5 days actively finding ways to reduce this
- Produce figures / data for Cardiology meetings
- Work closely with your teams to ensure that service needs are met
- Actively monitor work streams weekly and discuss these with the Service Delivery Manager
- Undertake a weekly look ahead meeting to ensure that tasks /activity is being completed/filled (6 weeks in advance) for all areas
- Will be required to assist Service Delivery Manager & Service Manager when requried
Job description
Job responsibilities
Main duties, responsibilities and results areas
- Work as part of the team in undertaking Secretarial workload for a number of Consultant(s)
- Work closely with the Service Delivery Manager and Service Manager in order to implement service improvements
- Actively monitor your teams processes and ensure that they are working towards internal and national targets
- Ensuring your team are actively front validating each patients pathway after each clinic entry
- Ensuring your team actively monitor/chase test results and ensure that their Consultant / Doctor actively reports on these (adhoc letters may need to be created)
- Provide effective and efficient running of the Cardiology Administrative Services
- Assist the Service Delivery Manager with covering Minute taking for Cardiology team meetings allocate the roll to your team to improve their knowledge in this area (Cover other meetings with minute taking when required)
- Update and manage Consultant leave system (E-Rostering)
- Update and manage Consultant on call roster (E-Rostering)
- Delivery of quality and activity targets
- Line manage patient care coordinators (PCC), Outpatient admin and other administrative staff within Cardiology including recruitment, induction, appraisal, performance management and ongoing training and development of staff and updating e roster with sickness and annual leave.
- Problem solving
- Actively involved in recruiting new staff for your team
- Dealing with HR issues for all cardiology admin teams
- Ensure that all incoming and outgoing communication, including urgent matters are dealt with efficiently (including vetting correspondence and ensuring that appropriate action is taken before passing on)
- Implement and manage the Trusts digital dictation/voice recognition system for the service area
- Assist the Service Delivery manager in developing plans and standard operating procedures (SOPs) for administration to support changes in service delivery
- Work closely with your team (supported by Service Delivery Manager) to ensure all patients with allocated slot issues (ASIs) are given appointment dates within the time period specified and within the correct clinic specification, escalating when issues arise
- Proactively identify emerging issues that may cause delays at any point in patient pathways and make recommendations for policy or process changes within administration or any other aspect of the total pathway
- Ensure all referrals are dealt with, in line with the correct departmental procedure
- Input and retrieve information from the departmental and/or Trust computer systems in accordance with departmental guidelines
- Actively monitor and support your team members with regular meetings both as a group and individual and ensuring that concerns are taken onboard and actioned upon
- Use the CRS & ERS Systems for booking, including the moving and creating of new slots for patients
- When clinics are cancelled at short notice, inform patients of cancellation
- Ensure that a roster system is set up with the team to collect and deliver post
- Ensure clinic letters have a turnaround time of 5 days actively finding ways to reduce this
- Produce figures / data for Cardiology meetings
- Work closely with your teams to ensure that service needs are met
- Actively monitor work streams weekly and discuss these with the Service Delivery Manager
- Undertake a weekly look ahead meeting to ensure that tasks /activity is being completed/filled (6 weeks in advance) for all areas
- Will be required to assist Service Delivery Manager & Service Manager when requried
Person Specification
Experience
Essential
- Experience of working with Windows packages including Microsoft Office to produce reports, letters, presentations and spreadsheets
- Experience of developing innovative solutions and contributing to planning.
- Experience with, and a creative approach to, problem solving and responding flexibly to planning and change.
- Experience of working with colleagues from a broad range of professional backgrounds effectively
Desirable
- Experience of managing and developing a significant team or number of teams or a significant project or number of projects.
Skills
Essential
- Excellent secretarial skills
- High level of numeracy and ability to research, benchmark, analyse and present relevant financial and other data, and strategic and procedural information.
- Excellent written and oral communication skills, including internal and external report writing
- Excellent IT skills including effective use of spreadsheet, database and similar software to analyse and present complex information.
- High-level interpersonal skills including motivational negotiating, influencing and relationship building and ability to work creatively with diverse teams.
Knowledge
Essential
- Understanding of HR legislation, regulations and national codes of practice and the implications of non-compliance
- Excellent minute-taking skills; experience of writing minutes for external publication.
- Excellent skills use of electronic diaries/email systems
Qualifications
Essential
- Good level of education (including Maths and English)
- Accredited Project Management Qualifications or equivalent
Person Specification
Experience
Essential
- Experience of working with Windows packages including Microsoft Office to produce reports, letters, presentations and spreadsheets
- Experience of developing innovative solutions and contributing to planning.
- Experience with, and a creative approach to, problem solving and responding flexibly to planning and change.
- Experience of working with colleagues from a broad range of professional backgrounds effectively
Desirable
- Experience of managing and developing a significant team or number of teams or a significant project or number of projects.
Skills
Essential
- Excellent secretarial skills
- High level of numeracy and ability to research, benchmark, analyse and present relevant financial and other data, and strategic and procedural information.
- Excellent written and oral communication skills, including internal and external report writing
- Excellent IT skills including effective use of spreadsheet, database and similar software to analyse and present complex information.
- High-level interpersonal skills including motivational negotiating, influencing and relationship building and ability to work creatively with diverse teams.
Knowledge
Essential
- Understanding of HR legislation, regulations and national codes of practice and the implications of non-compliance
- Excellent minute-taking skills; experience of writing minutes for external publication.
- Excellent skills use of electronic diaries/email systems
Qualifications
Essential
- Good level of education (including Maths and English)
- Accredited Project Management Qualifications or equivalent
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).
