Job summary
Expected Shortlisting
Date
30/05/2025
Planned Interview
Date
05/06/2025
An
exciting opportunity has arisen in the Cardio-Respiratory CSU to become an
Assistant Patient Services Co-ordinator in our Cardiology admin team.
Why
join our team?
>
You will join a large, friendly and supportive team
>
We will provide a full induction and training package tailored to your
individual needs
>
We are committed to continuous professional development for all our staff
>
Opportunities for flexible working
>
Access to support forums led by staff in key areas including BAME, LGBTQ+,
health and wellbeing, disability networks and more!
We
are looking for a highly motivated and focused individual to deliver
performance targets and service improvement, so we are seeking someone who
will create a positive environment to support teams to deliver administration
tasks. The successful candidate will be able to communicate sensitivity and
effectively with a wide range of people including medical staff, patients and
colleagues. The role will be supporting the Patient Services Co-ordinator and
the Business Manager in delivering the services for the speciality. If you
are an excellent communicator, effective team player and ability to work in a
demanding environment, we want you to join our team!
Main duties of the job
You
will be responsible for the day to day management of our administration team.
The Assistant PSC will manage their defined areas within the speciality and
will be responsible for prioritising work, developing staff, reviewing
working practices to ensure the effective running of the department and
effective communication structures are implemented. They will ensure that
processes/procedures comply with legislation requirements covering Health
& Safety, Data Protection and Confidentiality.
About us
Come
and join our team in Leeds and become part of The Leeds Way sharing our
vision and values. Our Trust is recognised for our staff engagement, great
care and rated GOOD by the Care Quality Commission.
Leeds
Teaching Hospitals NHS Trust is one of the largest acute health providers in
the UK and based in one of the fastest growing and vibrant cities in the
north.
At
Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,
caring teams who are champions of the Leeds Way values. Our values are part
of what make us different from other trusts, so we see this as a strength, as
well as a responsibility. They have been developed by our staff and set out
what they see as important to how we work.
Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Staff
Supervision
Coordinate the day to day
activities of a team of administrative staff including clerical officers,
medical secretaries and supervisors.
To maintain regular communications
with all staff to ensure they all receive and participate in briefings and
are aware of knowledge and information relating to them and their role.
To be actively involved in the
recruitment process.
To ensure that joint working and
close co-operation is developed and maintained with staff both internal and
external, providing the clinical/operational services in order to maintain a
complete and seamless service to patients.
Continually review staffing levels
and ensure there is adequate cover for staff during periods of absence or
flexible working practices in order to maintain a quality service.
Train and supervise members of
their team in all aspects of patient administration service and exceptional
customer service, motivating, improving performance and promoting team values
to achieve required outcomes. Contribute
to the identification and planning of development needs for the team and
individuals.
Contribute to the assessment of
staff performance against objectives and be responsible for the performance
development reviews of individuals. On
a day to day basis support individual learning and development.
Service
Management
To take a lead role in the
management of elective lists, ensuring that all patients are seen within the
required time scales and in accordance with NHS targets and Trust policies.
Responsible for the collection of
data and performing regular audits by random sample. Depending upon the outcome of the audit,
taking follow steps as necessary with instruction to fix any issues.
To maintain and administer relevant
information systems and review monitor systems. This may include
troubleshooting problems, referring to the appropriate department as required
and some evening / weekend contact. Also, being responsible for performing daily
back up of relevant data base where appropriate.
Responsible for ensuring the
integrity of the system and that it meets the requirements of the Data
Protection Act.
Support management in liaising with
Information Services Department to provide data as required.
To ensure all patients enquiries
are dealt with in a friendly and professional manner and that patient admin
staff provide exceptional customer service
Monitor administrative processes to
ensure all are completed within agreed timescales.
Deal with complex enquires from
staff/patients/relatives/visitors investigating and researching matters
thereby providing information/guidance and advice to others to ensure their
queries have been dealt with. This could
involve managing the complaints process, monitoring response times, seeking
out information to be able to prepare straightforward response, or to assist
in the provision of a response, to the complaint.
Undertake general administrative
duties including filing, typing, photocopying, faxing, arrangement of
meetings and dealing with general communication.
.
Such other duties at a comparable
level of responsibility as may be allocated to the post or post-holder.
Comply with the requirements
dictated by regulatory bodies and their code of practice throughout all
disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS
Job description
Job responsibilities
PRINCIPAL
DUTIES & AREAS OF RESPONSIBILITY
Staff
Supervision
Coordinate the day to day
activities of a team of administrative staff including clerical officers,
medical secretaries and supervisors.
To maintain regular communications
with all staff to ensure they all receive and participate in briefings and
are aware of knowledge and information relating to them and their role.
To be actively involved in the
recruitment process.
To ensure that joint working and
close co-operation is developed and maintained with staff both internal and
external, providing the clinical/operational services in order to maintain a
complete and seamless service to patients.
Continually review staffing levels
and ensure there is adequate cover for staff during periods of absence or
flexible working practices in order to maintain a quality service.
Train and supervise members of
their team in all aspects of patient administration service and exceptional
customer service, motivating, improving performance and promoting team values
to achieve required outcomes. Contribute
to the identification and planning of development needs for the team and
individuals.
Contribute to the assessment of
staff performance against objectives and be responsible for the performance
development reviews of individuals. On
a day to day basis support individual learning and development.
Service
Management
To take a lead role in the
management of elective lists, ensuring that all patients are seen within the
required time scales and in accordance with NHS targets and Trust policies.
Responsible for the collection of
data and performing regular audits by random sample. Depending upon the outcome of the audit,
taking follow steps as necessary with instruction to fix any issues.
To maintain and administer relevant
information systems and review monitor systems. This may include
troubleshooting problems, referring to the appropriate department as required
and some evening / weekend contact. Also, being responsible for performing daily
back up of relevant data base where appropriate.
Responsible for ensuring the
integrity of the system and that it meets the requirements of the Data
Protection Act.
Support management in liaising with
Information Services Department to provide data as required.
To ensure all patients enquiries
are dealt with in a friendly and professional manner and that patient admin
staff provide exceptional customer service
Monitor administrative processes to
ensure all are completed within agreed timescales.
Deal with complex enquires from
staff/patients/relatives/visitors investigating and researching matters
thereby providing information/guidance and advice to others to ensure their
queries have been dealt with. This could
involve managing the complaints process, monitoring response times, seeking
out information to be able to prepare straightforward response, or to assist
in the provision of a response, to the complaint.
Undertake general administrative
duties including filing, typing, photocopying, faxing, arrangement of
meetings and dealing with general communication.
.
Such other duties at a comparable
level of responsibility as may be allocated to the post or post-holder.
Comply with the requirements
dictated by regulatory bodies and their code of practice throughout all
disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS
Person Specification
Qualifications
Essential
- Good standard of education to minimum of GCS
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Exceptional interpersonal and customer service skills
- Ability to communicate effectively at all levels
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff
- Effective organisational skills
Desirable
- Experience of dealing with complaints
Experience
Essential
- Thorough knowledge of patent Administration Processes
- Knowledge of Microsoft Office Packages and e-mail technology
- Experience of staff management including recruitment and retention
Desirable
- Significant previous secretarial and/or administration experience
- Patient centre/PAS experience
- Customer focussed/customer service skills
- Diary management experience
Person Specification
Qualifications
Essential
- Good standard of education to minimum of GCS
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Exceptional interpersonal and customer service skills
- Ability to communicate effectively at all levels
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff
- Effective organisational skills
Desirable
- Experience of dealing with complaints
Experience
Essential
- Thorough knowledge of patent Administration Processes
- Knowledge of Microsoft Office Packages and e-mail technology
- Experience of staff management including recruitment and retention
Desirable
- Significant previous secretarial and/or administration experience
- Patient centre/PAS experience
- Customer focussed/customer service skills
- Diary management experience
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.
