Team Leader - Therapies

Job responsibilities

Clinical

To provide a first class service to Clinicians and Service users within the Therapies Care Group.

To ensure that patient referrals are entered and Outpatients appointments are made in a timely manner within local and national targets, eg RTT, E Ref, slot issues etc, liaising with relevant clinical and managerial colleagues to address issues as appropriate.

To ensure all diagnostic referrals are completed in accordance with Trust policy and procedure.

To ensure all clinic outcome information is recorded on relevant information systems in a timely manner.

To ensure all referrals received are accompanied by all relevant information to support effective and efficient clinical triage.

To work collaboratively with other professionals and agencies to ensure patient needs are met in relation to service provision.

To ensure outpatient clinic templates are built, amended, published and used appropriately to support service provision as required.

General Administration

To provide general administration support to the Clinical Business Manager and Assistant Clinical Business Manager as required.

To co-ordinate activities including meetings and training programmes as required.

To assist the Clinical Business Manager and Assistant Clinical Business Manager when responding to complaints and incidents in accordance with Trust policies.

To act as first point of contact for Therapies staff in matters relating to Admin and Clerical and related matters.

To take / transcribe formal minutes or ensure provision to do so is arranged as required.

Training and Development

To maintain own training and development needs.

To ensure all team members have development reviews and that issues of poor competence are addressed.

To ensure all team members have identified development needs and a development plan.

To ensure all team members are suitably trained to use Trust systems to fulfil their duties.

To ensure own compliance and compliance of others with regard to mandatory training, maintaining records of training and development are undertaken.

To promote a culture of continuous learning and personal development for all staff.

Communication and Working Relationships

To liaise and build effective working relationships with the CBU Information Officer, CBU Workforce Admin Officer, CBU Clinical Leads and the Deputy Clinical Business Managers.

To liaise with external agencies and other departments as required, eg Orthopaedics, Rheumatology, Patient Choice.

To communicate with staff at all levels within the CBU.

To ensure timely and appropriate communication with patients

To establish effective communication with patients and carers/relatives, clinicians and staff in a variety of settings.

Managerial / Leadership

To manage the Admin and Clerical Team on a day to day basis, including first level grievances and discipline, appraisals and allocation of work.

To motivate the Admin and Clerical Team regarding personal development and the tasks at hand.

To co-ordinate annual leave, sickness cover and relevant staffing levels at all relevant Trust sites ensuring appropriate clerical cover.

To co-ordinate the booking of patient appointments in a timely manner.

To ensure patient referrals and waiting lists are validated.

To ensure clinic preparation is conducted in an organised and timely manner.

To support the development of a culture within the department that promotes equality and diversity.

To ensure staff are well informed when introducing change within the department.

To ensure all staff adhere to Trust policies.

To take a proactive approach to ensure that services are continually improving.

To assist in recruitment and retention of staff.

To assist the Assistant Clinical Business Manager to ensure that financial balance is maintained and there is efficient use of physical and financial resources.

To monitor and evaluate health, safety and security of self and others and implement best practice.

To act as delegated budget holder for office equipment and stationary for the CBU, ordering and controlling stock levels.

To act on concerns reported by team members or service users.

Clinical Governance

To ensure compliance with policies, procedures and clinical guidelines.

To propose changes to policies and changes to services and discuss proposals for implementation of change with the Assistant Clinical Business Manager.

To monitor achievement against performance indicators, be responsible for benchmarking and audit within the working environment.

To promote an environment and culture which improves health safety and security.

To ensure the confidentiality of all recorded information in accordance with relevant legislation and Trust policy.

Miscellaneous

To use Datix to report and manage incidents as required.

To provide administrative cover within the Therapies Care Group as required.

To check and process agency and supplies invoices as required.

To undertake and support project, survey and audit work as required for the service.

To lead on specific projects relating to the role, eg Admin and Clerical or Outpatient Clinic Management Procedure issues.

To work on any Trust site as directed by the CBM or ACBM.

Qualifications

Essential

• Educated to NVQ 3 level in a relevant subject or equivalent level of qualification including good standard of English and maths or significant equivalent previous proven experience.
• Evidence of leadership development
• ECDL or equivalent qualification or experience

Experience

Essential

• Demonstrable experience in admin role.
• Demonstrable administrative/secretarial experience including initiating and maintaining office systems.
• Demonstrable experience in dealing with the public and dealing with sensitive and confidential information.
• Experience of working in a supervisory role.
• Experience of working in the NHS.

Knowledge

Essential

• Strong knowledge of IT systems and software programmes such as Outlook, Word, Excel, Powerpoint and Access.
• Understanding of Confidentiality and Data Protection Act
• Understanding of and commitment to equality of opportunity and good working relationships
• Knowledge of Hospital IT systems such as IPM, ICE, RAS, EPOC etc
• Knowledge of Trust obligations and targets such as RTT etc

Desirable

• Knowledge of financial/resource management

Skills

Essential

• Team building skills
• Able to respond to unpredictable working patterns and meet deadlines
• Effective delegation skills
• Able to persuade and influence and handle conflict
• Ability to development effective interpersonal relationships with colleagues in the health care setting
• Ability to work under pressure in a busy working environment and able to multi-task
• Ability to understand and interpret Trust policies and procedures
• Ability to work under own initiative
• Ability to work in a team and across team boundaries
• Excellent organisation and administrative skills
• Excellent written and verbal communication skills
• Good problem solving skills

Other

Essential

• Assertive and able to work without supervision
• Able to work on own initiative, organising and prioritising own and others workloads to changing and often tight deadlines
• Demonstrate a positive attitude to a changing work environment and processes
• Demonstrate ability to meet Trust values
• Flexibility and adaptability
• Able to work to deadlines
• Enthusiastic and action orientated
• Commitment to team and team members
• Appreciates the need for confidentiality and can demonstrate ability to use discretion
• Commitment to customer care

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.

Certificate of Sponsorship

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).