Job summary
The Patient Pathway Team Leader is responsible for coordinating and maintaining the delivery of an efficient and professional administration support service within Ophthalmology. They will be required to provide line management, supervision and support to all Patient Pathway Administrators, Assistant Patient Pathway Administrators and Receptionist Supervisor within Ophthalmology.
Main duties of the job
- Provide primary administrative support to the Service Manager and named Consultant/s, clinical staff and all patients under their care, including diary administration, correspondence support and other administrative duties as required.
- Use of the digital transcription system (Dictate IT and Medisoft) to produce clinical correspondence to inform referrers, patients and other relevant parties of patient pathway progress. In doing so, produce correspondence that is of high quality and conforms to the national target of 7 working days (48 hours for oncology) from the point of clinical delivery/decision.
- Support patients under the Clinicians care by administering where appropriate relevant diagnostic investigations and expediting where appropriate in line with the 6 week diagnostic pathway and 18 week RTT pathway.
- To work with the Service Manager and Patient Pathway Administrators with the continuous management of the Diagnostic Patient Tracking List (PTL).
About us
Oxford University Hospitals NHS Foundation Trustis one of the largest NHS teaching trusts in the country. It provides a wide range of general and specialist clinical services and is a base for medical education, training and research. Find out more here www.ouh.nhs.uk
The Trust comprises four hospitals - the John Radcliffe Hospital, Churchill Hospital and Nuffield Orthopaedic Centre in Headington and the Horton General Hospital in Banbury.
Our values, standards and behaviours define the quality of clinical care we offer and the professional relationships we make with our patients, colleagues and the wider community. We call thisDelivering Compassionate Excellenceand its focus is on our values of compassion, respect, learning, delivery, improvement and excellence. These values put patients at the heart of what we do and underpin the quality healthcare we would like for ourselves or a member of our family. Watch how we set out to deliver compassionate excellence via theOUH YouTube channel
Job description
Job responsibilities
- To directly line manage and supervise the Patient Pathway Administrators, Assistant Patient Pathway Administrators and Reception Supervisor within the Directorate providing training, support and supervision under the guidance of the Service Manager.
- To manage sickness absence and annual leave requests of the assigned administration teams ensuring sufficient service cover is provided at all times.
- To ensure that Statutory and Mandatory training of the assigned administration teams are up-to-date and annually updated. To ensure any further training required for their role is available and supported.
- Annually appraise the assigned members of the administration teams ensuring any performance or development requirements are instigated or addressed accordingly.
- To be familiar with HR policies and take a lead role investigating, identifying and implementing disciplinary procedures where appropriate. To monitor and maintain standards of performance.
- In conjunction with the Service Manager implement the performance and management policy with relation to staff disciplinary management.
- To attend and take minutes of the monthly Specialty/Business Meetings whilst contributing with verbal updates on transcription, staffing, and any other relevant information.
- To deliver formal monthly administration team meetings that are minuted.
- To attend meetings that has relevance to the administrative and clerical staff within the department.
- Take responsibility for ensuring that admin and clerical staff are aware of trust policies and assist in the development of local policies within own area.
- To attend and contribute to the weekly specialty PTL meetings.
- To be responsible for management of stationary orders and other equipment required for the administration team.
- To have the ability to construct and manipulate highly complex information such as Transcription reports, RTT performance, etc.
- Any other duties at the request of the Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
- Attend the specialty and governance meetings and take minutes as and when required.
- Lead on recruitment and retention using the Trusts NHS recruitment system (TRAC).
- Deal with patient PALS verbally, via email and via the telephone.
- Ensure return to work interviews (RTWIs) are completed in a timely fashion.
- Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 07.30-17.30.
Job description
Job responsibilities
- To directly line manage and supervise the Patient Pathway Administrators, Assistant Patient Pathway Administrators and Reception Supervisor within the Directorate providing training, support and supervision under the guidance of the Service Manager.
- To manage sickness absence and annual leave requests of the assigned administration teams ensuring sufficient service cover is provided at all times.
- To ensure that Statutory and Mandatory training of the assigned administration teams are up-to-date and annually updated. To ensure any further training required for their role is available and supported.
- Annually appraise the assigned members of the administration teams ensuring any performance or development requirements are instigated or addressed accordingly.
- To be familiar with HR policies and take a lead role investigating, identifying and implementing disciplinary procedures where appropriate. To monitor and maintain standards of performance.
- In conjunction with the Service Manager implement the performance and management policy with relation to staff disciplinary management.
- To attend and take minutes of the monthly Specialty/Business Meetings whilst contributing with verbal updates on transcription, staffing, and any other relevant information.
- To deliver formal monthly administration team meetings that are minuted.
- To attend meetings that has relevance to the administrative and clerical staff within the department.
- Take responsibility for ensuring that admin and clerical staff are aware of trust policies and assist in the development of local policies within own area.
- To attend and contribute to the weekly specialty PTL meetings.
- To be responsible for management of stationary orders and other equipment required for the administration team.
- To have the ability to construct and manipulate highly complex information such as Transcription reports, RTT performance, etc.
- Any other duties at the request of the Service Manager, which may be needed to fulfil the objectives of the post, which are appropriate to the grade.
- Attend the specialty and governance meetings and take minutes as and when required.
- Lead on recruitment and retention using the Trusts NHS recruitment system (TRAC).
- Deal with patient PALS verbally, via email and via the telephone.
- Ensure return to work interviews (RTWIs) are completed in a timely fashion.
- Be flexible in your approach to work, such as covering other job roles at an appropriate grade or site, and to include varying working hours to ensure the service maintains a minimum level of cover during its core hours of 07.30-17.30.
Person Specification
Education and qualifications
Essential
- oKnowledge of administrative procedures, breadth of computer packages, project monitoring and managerial knowledge
- oGCSE English Language & Maths (or equivalent) at grade C or above
Desirable
- NVQ Level 4 (achieved or working towards)
Experience
Essential
- oPeople management experience, preferably within an NHS environment.
- oExperience working within an NHS environment
- oSecretarial and administration experience
- oCommunicating with members of the public
- oExperience of dealing with 'highly complex/complex information etc
Desirable
- Experience working with clinicians
- An understanding of the knowledge and skills framework (KSF)
Person Specification
Education and qualifications
Essential
- oKnowledge of administrative procedures, breadth of computer packages, project monitoring and managerial knowledge
- oGCSE English Language & Maths (or equivalent) at grade C or above
Desirable
- NVQ Level 4 (achieved or working towards)
Experience
Essential
- oPeople management experience, preferably within an NHS environment.
- oExperience working within an NHS environment
- oSecretarial and administration experience
- oCommunicating with members of the public
- oExperience of dealing with 'highly complex/complex information etc
Desirable
- Experience working with clinicians
- An understanding of the knowledge and skills framework (KSF)
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).
Employer details
Employer name
Oxford University Hospitals NHS Foundation Trust
Address
Oxford John Radcliff
Level Lg1 John Radcliffe Hospital, Headley Way, Headington, Oxford OX3 9DU
Oxford
OX3 9DU
Employer's website
https://www.ouh.nhs.uk/ (Opens in a new tab)
