Job summary
Expected Shortlisting
Date
20/04/2026
Planned Interview
Date
27/04/2026
An
exciting and rewarding opportunity has arisen to join the Trauma and Related
Services Clinical Service Unit (CSU). We are looking for a focused and highly
motivated individual to join the management team in the role of Assistant
Patient Services Coordinator (APSC), in Vascular Surgery.
This
post is pivotal in providing key operational support to ensure the delivery
of a quality, patient focused service, with a key focus on day to day RTT
management within the CSU. The post
holder will join an established and supportive management team in the
CSU. The successful candidate will be
required to work with clinicians and administrative teams to support in the
elective recovery for Vascular Surgery, within the Trauma and Related
Services CSU.
The
post holder will be required to manage day to day aspects of service
delivery, with a focus on achieving and monitoring access delivery
performance in line with LTHT Trust policies.
An
8am working start time will be required for this post due to the MDT and
Handover meetings currently held with the Consultant team.
The
role of Assistant Patient Service Coordinator includes supporting both
Patient Services Coordinators, (Acute PSC and Outpatient PSC) daily
therefore, collaborative working and clear communication for this role is
essential.
Main duties of the job
Daily
tasks can include but are not limited to, completing weekly KPI reports,
attending stakeholder meetings, typing clinical letters, handling patient
complaints, PAS work and providing training within the TRS team.
The
post holder will be required to develop professional relationships with a
wide range of key stakeholders in order to support the delivery functions of
the service. The ideal candidate will have experience of working in an
operational environment within the NHS.
The
role would suit someone with experience in an administrative role. For the
right person this is a role that is both demanding and challenging, but
equally rewarding, with the chance to develop your skills and career in a
high profile and supportive NHS trust.
The
successful candidate will be able to demonstrate:
Strong delivery acumen with a proven track record in this area.
The ability to utilise and interpret data to achieve best results.
Capability to work effectively under pressure, multi-task and prioritise
heavy workloads.
Maintenance of professional integrity always.
An adaptable, can do and teamwork based attitude.
For further information or an informal
discussion about this position please contact:
Jodi
Lancaster, Patient Services Coordinator - jodi.lancaster@nhs.net
Rajwant
Kaur, Patient Services Coordinator rajwant.kaur5@nhs.net
Gemma
Davis, Business Manager gemma.davis10@nhs.net
About us
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
JOB
PURPOSE/SUMMARY
The
Assistant PSC will provide a high-quality service in line with Trust
standards and be able to communicate sensitivity and effectively with a wide
range of people including medical staff, patients and colleagues. Support the
Patient Services Co-ordinator and the Business Manager in delivering the
services for the speciality.
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.
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
JOB
PURPOSE/SUMMARY
The
Assistant PSC will provide a high-quality service in line with Trust
standards and be able to communicate sensitivity and effectively with a wide
range of people including medical staff, patients and colleagues. Support the
Patient Services Co-ordinator and the Business Manager in delivering the
services for the speciality.
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.
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
Experience
Essential
- Thorough knowledge of patent Administration Processes
- Experience of staff management including recruitment and retention
- Knowledge of Microsoft Office Packages and e-mail technology
- A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration
Desirable
- Significant previous secretarial and/or administration experience (as applicable).
- Diary management experience
Qualifications
Essential
- Good standard of education to minimum of GCSE
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Basic computer literacy and willingness to further computer skills
- Professional attitude to work, diplomatic and calm under pressure
- Ability to communicate effectively at all levels
- Ability to prioritise and organise own workload
- Ability to work on their own initiative and to stringent deadlines
- Able to work with staff with varying levels of authority
- To provide a high standard confidential, effective and accurate administration service
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff.
- A thorough understanding of the patient pathway
- Flexibility to meet the needs of the service
Person Specification
Experience
Essential
- Thorough knowledge of patent Administration Processes
- Experience of staff management including recruitment and retention
- Knowledge of Microsoft Office Packages and e-mail technology
- A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration
Desirable
- Significant previous secretarial and/or administration experience (as applicable).
- Diary management experience
Qualifications
Essential
- Good standard of education to minimum of GCSE
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Basic computer literacy and willingness to further computer skills
- Professional attitude to work, diplomatic and calm under pressure
- Ability to communicate effectively at all levels
- Ability to prioritise and organise own workload
- Ability to work on their own initiative and to stringent deadlines
- Able to work with staff with varying levels of authority
- To provide a high standard confidential, effective and accurate administration service
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff.
- A thorough understanding of the patient pathway
- Flexibility to meet the needs of the service
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.
