Job summary
The postholder will be responsible for coordinating Gynaecology activity and waiting list management and have Key responsibility for monitoring outpatient waiting list ensuring all government targets including waiting times are met.
The postholder will:
- Be responsible for ensuring that performance targets are monitored and reported to senior managers in line with the trusts performance monitoring framework.
- Hold specific administration responsibility for the clinical management within Gynaecology
- Provide operational assistance to the performance and operations manager, the General Manager and the Divisional Manager.
- Own and update the clinical rota for outpatients to ensure all the clinics are sufficiently covered liaising with the POM, GM and clinical outpatient sister.
- Responsible for reporting any shortfall in clinical activity to the POM.
- Support the senior management team to achieve the annual CIP target for gynaecology ensuring that wherever possible savings are made and recorded on the tracker throughout the year.
- Take forward any new initiatives approved by senior management ensuring that staff training for both clinical and non clinical has been covered appropriately and in enough time to support the change.
- Support the management of a total pay and non- pay budget and be responsible for staff within your area ensuring timely recruitment to avoid additional costs
- Project management as directed by senior managers
Main duties of the job
The Division of Women and Childrens' Health are seeking a forward thinking, proactive individual to join the management team within the Gynaecology department to support the increase in demand for their services and on going initiatives. This is an exciting time to join the division with new initiatives underway and for the right person this would result in a good development opportunity for further progression to senior management level.
The postholder will be responsible for coordinating Outpatient Gynaecology activity and waiting list management and has key responsibility for monitoring the outpatient waiting list ensuring all Government targets including waiting times are met.
As part of their duties; the postholder will be responsible for:
- Ensuring that performance targets are monitored and reported to Senior Managers in line with the Trusts performance monitoring framework.
- Hold specific administrative responsibility for the clinical management within Gynaecology
- Provide operational assistance to the Performance and Operations Manager, the Assistant General Manager and the Divisional Manager.
- Own and update the clinical rota for outpatients activity to ensure that clinics are sufficiently covered, liaising with the Performance Support Manager, and other Clinical Leads who have a responsibility for staff rota's
About us
NBT Cares. It's a very simple statement; one which epitomises how everybody across our organisation goes the extra mile to ensure our patients get the best possible care.
NBT Cares is also an acronym, standing for caring, ambitious, respectful and supportive - our organisational values.
And our NBT Cares values are underpinned by our positive behaviours framework - a framework that provides clear guidance on how colleagues can work with one another in a constructive and supportive way.
Job description
Job responsibilities
- Direct line management of Gynae Secretarys, Fertility team and reception team.
- Responsible for ensuring RTT outpatient waiting list targets are monitored and reported to senior managers in line with the trusts performance framework, ensuring all patients are treated within national targets.
- Liaise with IT and divisional business analyst to gather activity for updating divisional dashboard for outpatient waiting time targets and other key metrics.
- Ensure all outpatient clinical coding is accurate, up to date and completed in a timely manor on a daily/ weekly basis, using trust performance reports, tools and by monitoring staff.
- Organise the workload of the outpatient staff within your area, including arranging cover, ensuring flexibility to meet the demands of the service, working with consultants and healthcare professionals to ensure they are receiving adequate support. Identifying and resolving issues as they arise.
- Hold specific administrative responsibility for the clinical teams within gynaecology.
- Provide operational assistance to the performance and operations manager, the general manager and the divisional director.
- Support the senior management team to achieve the annual CIP target for gynaecology ensuring that wherever possible savings are made and recorded on the tracker throughout the year.
- Report any non compliance and/or change in practise immediately to the performance and operations manager to mitigate the risk of potential patient/ staff harm and/or loss of income for the division.
- To promote a safe working environment in respect of health and safety and the welfare of staff, patients and visitors within your area.
- Responsible for reporting any health and safety risks that arise and taking action to mitigate risk to staff, patients and visitors within your area.
- Take forward any new initiatives that have been approved by senior management, updating staff training and any documentation for non clinical staff.
- Liaise with the clinical lead to ensure that any new initiatives that may impact clinicians or clinical practice is communicated so that training can be arranged to support the change.
- Support management of a total pay and non-pay budget and be responsible for staff within your area.
- To support management of speciality budgets.
- To liaise with finance team to gather financial information when required.
- Project management as directed by senior management
- To provide high profile leadership to areas of responsibility and be available to give advice and guidance to staff
- Responsible for writing and updating SOPs in your area in line with Quality and governance policy.
- Responsible for the recruitment and retention of new staff into posts to include advertising and interview.
- Responsible for staff induction and updating training material for local policies and procedures.
- Responsible for staff performance using 1-1s, team meeting and appraisals process, ensuring that staff feel supported to have opportunities to develop the their skills.
- Ensure that trusts standards are maintained and policies adhered to by all staff with your area of responsibility. Reporting any sickness, absence and non-compliance.
- Ensure staff are up to date with mandatory training including data protection and patient confidentiality. Be aware of any new policy impacting on patient care and cascade to all staff in your area of responsibility.
- Prepare and undertake audits and reports as and when required to monitor the service and performance of the department.
- Investigate patient complaints and provide responses to the complaints department within the trusts complaints policy and timescales, ensuring that any actions are carried out in a timely manor and any changes are recorded correctly via SOPs.
- To provide management support and advice to staff in relation to dealing with patient queries and provide information to ensure that all patients are treated in a fair and professional way.
- To maintain effective communication by holding regular team/ departmental meeting, ensuring the trust and departments team briefing system is robust.
- To develop effective communication links with external agencies, other neighbouring trusts and PCTs to support best practice sharing and development of new initiatives.
- Represent the directorate at trust meetings such as performance meeting, cancer PTL meeting, and outpatient bronze meetings.
Job description
Job responsibilities
- Direct line management of Gynae Secretarys, Fertility team and reception team.
- Responsible for ensuring RTT outpatient waiting list targets are monitored and reported to senior managers in line with the trusts performance framework, ensuring all patients are treated within national targets.
- Liaise with IT and divisional business analyst to gather activity for updating divisional dashboard for outpatient waiting time targets and other key metrics.
- Ensure all outpatient clinical coding is accurate, up to date and completed in a timely manor on a daily/ weekly basis, using trust performance reports, tools and by monitoring staff.
- Organise the workload of the outpatient staff within your area, including arranging cover, ensuring flexibility to meet the demands of the service, working with consultants and healthcare professionals to ensure they are receiving adequate support. Identifying and resolving issues as they arise.
- Hold specific administrative responsibility for the clinical teams within gynaecology.
- Provide operational assistance to the performance and operations manager, the general manager and the divisional director.
- Support the senior management team to achieve the annual CIP target for gynaecology ensuring that wherever possible savings are made and recorded on the tracker throughout the year.
- Report any non compliance and/or change in practise immediately to the performance and operations manager to mitigate the risk of potential patient/ staff harm and/or loss of income for the division.
- To promote a safe working environment in respect of health and safety and the welfare of staff, patients and visitors within your area.
- Responsible for reporting any health and safety risks that arise and taking action to mitigate risk to staff, patients and visitors within your area.
- Take forward any new initiatives that have been approved by senior management, updating staff training and any documentation for non clinical staff.
- Liaise with the clinical lead to ensure that any new initiatives that may impact clinicians or clinical practice is communicated so that training can be arranged to support the change.
- Support management of a total pay and non-pay budget and be responsible for staff within your area.
- To support management of speciality budgets.
- To liaise with finance team to gather financial information when required.
- Project management as directed by senior management
- To provide high profile leadership to areas of responsibility and be available to give advice and guidance to staff
- Responsible for writing and updating SOPs in your area in line with Quality and governance policy.
- Responsible for the recruitment and retention of new staff into posts to include advertising and interview.
- Responsible for staff induction and updating training material for local policies and procedures.
- Responsible for staff performance using 1-1s, team meeting and appraisals process, ensuring that staff feel supported to have opportunities to develop the their skills.
- Ensure that trusts standards are maintained and policies adhered to by all staff with your area of responsibility. Reporting any sickness, absence and non-compliance.
- Ensure staff are up to date with mandatory training including data protection and patient confidentiality. Be aware of any new policy impacting on patient care and cascade to all staff in your area of responsibility.
- Prepare and undertake audits and reports as and when required to monitor the service and performance of the department.
- Investigate patient complaints and provide responses to the complaints department within the trusts complaints policy and timescales, ensuring that any actions are carried out in a timely manor and any changes are recorded correctly via SOPs.
- To provide management support and advice to staff in relation to dealing with patient queries and provide information to ensure that all patients are treated in a fair and professional way.
- To maintain effective communication by holding regular team/ departmental meeting, ensuring the trust and departments team briefing system is robust.
- To develop effective communication links with external agencies, other neighbouring trusts and PCTs to support best practice sharing and development of new initiatives.
- Represent the directorate at trust meetings such as performance meeting, cancer PTL meeting, and outpatient bronze meetings.
Person Specification
Education/Training/Qualifications
Essential
- Evidence of ongoing personal development
- Experience in recruitment and retention
Desirable
- Completion or undertaken formal management course e.g. NEB's or NVQ or ILM management course
Work Experience
Essential
- Previous direct line management experience
- Experience of assisting senior managers within an NHS setting
- Report writing and using information systems
- Proven track record of leadership and motivation skills
Desirable
- Experience of project management
Knowledge/Skills/Abilities
Essential
- Comprehensive knowledge of IT packages
- clear understanding of the patient access policy and an indepth knowledge of waiting lists access targets
- Excellent time management, managerial and leadership skills
Personal Qualities/Special Circumstances
Essential
- Excellent motivational skills
- Skilled in building positive relationships at all levels
Person Specification
Education/Training/Qualifications
Essential
- Evidence of ongoing personal development
- Experience in recruitment and retention
Desirable
- Completion or undertaken formal management course e.g. NEB's or NVQ or ILM management course
Work Experience
Essential
- Previous direct line management experience
- Experience of assisting senior managers within an NHS setting
- Report writing and using information systems
- Proven track record of leadership and motivation skills
Desirable
- Experience of project management
Knowledge/Skills/Abilities
Essential
- Comprehensive knowledge of IT packages
- clear understanding of the patient access policy and an indepth knowledge of waiting lists access targets
- Excellent time management, managerial and leadership skills
Personal Qualities/Special Circumstances
Essential
- Excellent motivational skills
- Skilled in building positive relationships at all levels
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).
