Job summary
An exciting opportunity has arisen for Virtual Ward Team Leader to join our new hospital virtual ward team service, to play a key part in the roll out of our digital virtual ward expansion. Virtual wards are a National initiative that allow patients to be discharged safely from hospital and then be closely observed using remote monitoring technology in the community.
The role of the Virtual Ward Team Leader will be to provide support and guidance to the virtual ward admin and HCA onboarding staff. This will include operating independently to manage the teams and interpret and apply organisational policy effectively. The Virtual Ward Team Leader will work with managers and clinical colleagues to facilitate patients moving from physical wards to home recovery.
The Team Leader will also ensure the co-ordination of cover for all virtual ward teams, managing sickness, absence and annual leave of onboarding and administrative colleagues. Standardised training and education of the team will be led by the Team Leader. Managing staff through recruitment and resignation, with the support of the HR team, will also be a part of the duties.
At UHL, we monitor patient outcomes and experiences therefore regular reporting will be required from the post holder. Supporting the team members in onboarding to aid referrals will also be required.
Main duties of the job
We are looking for an individual who has a good understanding of the philosophy and operating models of virtual ward with a passionate and enthusiastic attitude to supporting clinical teams and patients in this advancing area of healthcare.
The job holder will be required to have excellent communications skills, written and oral to enable them to work collaboratively with clinical teams and partner organisations. They will need to have highly established influencing and negotiating skills and be able to build successful teams and have the ability to communicate complex and sensitive data.
The job holder will also be required to be able to work on own initiative and identify system failures and make recommendations for change, utilising and presenting complex data analysis.
The detailed job description and main responsibilities are included as an attachment to this advert.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.
We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide caring at its best and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that caring at its best is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust:
http://www.leicestershospitals.nhs.uk/aboutus/work-for-us/current-vacancies/
Job description
Job responsibilities
Operational Management: Responsible for workload planning and delegation on a continuous basis for all virtual wards, ensuring equity of distribution of workload between onboarders and administrative staff. Formulate, present, and implement action plans to resolve workload inequalities generated through service developments/changes to work practice. Act as the first point of contact for medical, nursing, administrative and patients in the resolution of administrative queries and problems related to patients on virtual wards. Where such issues cannot be resolved, escalate these appropriately to the Virtual Ward Senior Leadership Team. Manage the requisition of supplies and digital equipment for the Virtual Ward HCA onboarders ensuring adequate levels are maintained. Manage and maintain virtual ward digital tech resources daily. Facilitate the introduction of new technology within the virtual wards. Cover virtual ward administrative duties when service requires ensuring own skills are maintained in this area on a regular basis. Ensure standardisation of administrative and onboarding function, across all virtual ward services. Support the virtual ward senior leadership team in ensuring administrative and HCA onboarding services are provided within budget. Formulate and present creative solutions to administrative and staffing problems. Ensure effective systems of communication are implemented for virtual wards. Establish and chair regular admin and onboarding staff meetings, ensuring staff have a formal route to raise issues and receive information. Attend and participate in all virtual ward operational and development meetings, providing feedback to administrative and HCA onboarding teams.
Leadership: Lead, co-ordinate, organise and prioritise your own work and the work of the team on a day-to-day basis. Ensure supervision of others and participate in education and development. Contribute to the monitoring of the development of virtual wards, new ways of working and the implementation of change. Provide effective leadership and motivation to all administrative and HCA onboarding staff, creating a positive working environment in which staff are valued and respected. Acts as a professional and clinical role model to all staff, clients/service users, carers, and the public at all times. Develop effective and efficient relationships with members of the multi-disciplinary team on issues related to patient care. Act in a professional manner and ensure self and other staff always adhere to the Work Wear policy. Deputise as appropriate for line manager.
Staff Development: Devise and implement a comprehensive standardised induction programme for all virtual ward administrative and HCA onboarding staff, facilitating their introduction and integration into current virtual wards. Ensure all administrative staff and HCA onboarders have attended mandatory training and virtual ward specific training in accordance with Trust policy. Develop and implement systems for monitoring and reviewing across all virtual wards. Coordinate the training requirements of all administrative and HCA onboarding staff, enabling them to undertake their roles effectively and to the required standard. Provide local training where possible and review staff training requirements on an ongoing basis and ensure accurate records are maintained. Maintain an understanding of, and contribute to, best practice nationally and internationally to support the strategic development and improvement of the Trusts services. Participate, facilitate, and monitor managerial supervision for themselves and the team via reviewed and agreed appraisal mechanisms.
Clinical Governance, Reduction of Risk, Audit and Research: Support virtual ward clinical teams in the investigation and resolution of verbal/written complaints within agreed timescales. Ensure that the service delivery meets the standards required by regulating bodies, for example CQC. Facilitate risk assessments and health and safety reviews of the service on a regular basis. Contribute to developing and monitoring the implementation of Trust policies, procedures and clinical guidelines and ensures compliance of self and others. Continually monitor standards of service/care and lead and facilitate improvements of service, through benchmarking, audit and research. Lead and facilitate participation and contribution to patient and public involvement activities. Maintains own and ensures others maintain professional boundaries and appropriately declare any conflicts of interest.Management of Resources and Information Providing accurate and appropriate information for the business planning process. To ensure the effective and efficient organisation of rotas using the E-roster system. Develop and implement effective monitoring systems to ensure consistent onboarding and administrative cover across all virtual wards and ensure all records and staff files are accurately maintained. Complete manpower returns as required by the trust. Manage effectively short/long-term staff absence always ensuring ongoing maintenance of a high-quality virtual ward service. To manage the adherence to the Trust policy for booking and taking annual leave/time owing/training to always enable adequate levels of onboarding and administrative cover within the virtual wards. Be responsible for the deployment of HR policies within your sphere of responsibility including the proactive management of sickness and unauthorised absence. To undertake the recruitment and selection of staff to the team, assessing the skill mix needed, undertaking relevant documentation and chairing the recruitment panel. To manage issues and concerns related to staff performance and conduct in line with Trust Policies and Procedures. Ensure confidentiality is maintained at all times and information relating to patient/users and personnel is used only in connection with authorised duties.
Data Quality & Reporting Collate and track virtual ward activity data supporting clinical teams in gathering of specific quality and performance metrics. Formulating activity data into presentation reports as required. Function as the local point of contact in the management of virtual ward data Responsible for virtual wards utilisation of virtual wards patient records and management systems, ensuring ongoing compliance with guidance and resolution of all associated queries. Ensuring the application of admin practice is consistent with this. Formulate, present, and implement action plans to ensure ongoing activity delivery, working collaboratively with all the virtual ward clinical and operational teams. Work with virtual ward teams to identify solutions to delays/discrepancies/inconsistencies with delivery issues and escalate where appropriate. Support the virtual ward clinical teams and the virtual ward senior leadership team in developing speciality admin policies and procedures. Ensuring staff receive adequate training on an ongoing basis in these policies. Maintain records of training as required. Ensure accurate and timely data entry amongst all administrative and HCA onboarding staff. Oversee the correction of any inaccuracies through proactive identification or by the virtual ward operational/clinical teams or Trust Data Quality team. Ensure that patient records are maintained to the highest standard of data quality. Implement change to correct systemic data recording as required. Undertake and maintain training to enable function as a system Super User for the data management/patient record system utilised by virtual ward teams. Review quality reports as required for virtual wards, resolving any discrepancies as required. Represent virtual wards at Data Quality meetings, providing feedback to virtual ward colleagues as required. Support any data accreditation processes as required. Lead the local process of implementation for all new initiatives. Support virtual ward clinical and operational teams in implementing administrative process changes in response to changes in National/local guidance. Generate new ideas on ways to improve administrative processes. Ensure regular and consistent communication between virtual ward clinical, administrative and operational teams in relation to activity delivery.
Job description
Job responsibilities
Operational Management: Responsible for workload planning and delegation on a continuous basis for all virtual wards, ensuring equity of distribution of workload between onboarders and administrative staff. Formulate, present, and implement action plans to resolve workload inequalities generated through service developments/changes to work practice. Act as the first point of contact for medical, nursing, administrative and patients in the resolution of administrative queries and problems related to patients on virtual wards. Where such issues cannot be resolved, escalate these appropriately to the Virtual Ward Senior Leadership Team. Manage the requisition of supplies and digital equipment for the Virtual Ward HCA onboarders ensuring adequate levels are maintained. Manage and maintain virtual ward digital tech resources daily. Facilitate the introduction of new technology within the virtual wards. Cover virtual ward administrative duties when service requires ensuring own skills are maintained in this area on a regular basis. Ensure standardisation of administrative and onboarding function, across all virtual ward services. Support the virtual ward senior leadership team in ensuring administrative and HCA onboarding services are provided within budget. Formulate and present creative solutions to administrative and staffing problems. Ensure effective systems of communication are implemented for virtual wards. Establish and chair regular admin and onboarding staff meetings, ensuring staff have a formal route to raise issues and receive information. Attend and participate in all virtual ward operational and development meetings, providing feedback to administrative and HCA onboarding teams.
Leadership: Lead, co-ordinate, organise and prioritise your own work and the work of the team on a day-to-day basis. Ensure supervision of others and participate in education and development. Contribute to the monitoring of the development of virtual wards, new ways of working and the implementation of change. Provide effective leadership and motivation to all administrative and HCA onboarding staff, creating a positive working environment in which staff are valued and respected. Acts as a professional and clinical role model to all staff, clients/service users, carers, and the public at all times. Develop effective and efficient relationships with members of the multi-disciplinary team on issues related to patient care. Act in a professional manner and ensure self and other staff always adhere to the Work Wear policy. Deputise as appropriate for line manager.
Staff Development: Devise and implement a comprehensive standardised induction programme for all virtual ward administrative and HCA onboarding staff, facilitating their introduction and integration into current virtual wards. Ensure all administrative staff and HCA onboarders have attended mandatory training and virtual ward specific training in accordance with Trust policy. Develop and implement systems for monitoring and reviewing across all virtual wards. Coordinate the training requirements of all administrative and HCA onboarding staff, enabling them to undertake their roles effectively and to the required standard. Provide local training where possible and review staff training requirements on an ongoing basis and ensure accurate records are maintained. Maintain an understanding of, and contribute to, best practice nationally and internationally to support the strategic development and improvement of the Trusts services. Participate, facilitate, and monitor managerial supervision for themselves and the team via reviewed and agreed appraisal mechanisms.
Clinical Governance, Reduction of Risk, Audit and Research: Support virtual ward clinical teams in the investigation and resolution of verbal/written complaints within agreed timescales. Ensure that the service delivery meets the standards required by regulating bodies, for example CQC. Facilitate risk assessments and health and safety reviews of the service on a regular basis. Contribute to developing and monitoring the implementation of Trust policies, procedures and clinical guidelines and ensures compliance of self and others. Continually monitor standards of service/care and lead and facilitate improvements of service, through benchmarking, audit and research. Lead and facilitate participation and contribution to patient and public involvement activities. Maintains own and ensures others maintain professional boundaries and appropriately declare any conflicts of interest.Management of Resources and Information Providing accurate and appropriate information for the business planning process. To ensure the effective and efficient organisation of rotas using the E-roster system. Develop and implement effective monitoring systems to ensure consistent onboarding and administrative cover across all virtual wards and ensure all records and staff files are accurately maintained. Complete manpower returns as required by the trust. Manage effectively short/long-term staff absence always ensuring ongoing maintenance of a high-quality virtual ward service. To manage the adherence to the Trust policy for booking and taking annual leave/time owing/training to always enable adequate levels of onboarding and administrative cover within the virtual wards. Be responsible for the deployment of HR policies within your sphere of responsibility including the proactive management of sickness and unauthorised absence. To undertake the recruitment and selection of staff to the team, assessing the skill mix needed, undertaking relevant documentation and chairing the recruitment panel. To manage issues and concerns related to staff performance and conduct in line with Trust Policies and Procedures. Ensure confidentiality is maintained at all times and information relating to patient/users and personnel is used only in connection with authorised duties.
Data Quality & Reporting Collate and track virtual ward activity data supporting clinical teams in gathering of specific quality and performance metrics. Formulating activity data into presentation reports as required. Function as the local point of contact in the management of virtual ward data Responsible for virtual wards utilisation of virtual wards patient records and management systems, ensuring ongoing compliance with guidance and resolution of all associated queries. Ensuring the application of admin practice is consistent with this. Formulate, present, and implement action plans to ensure ongoing activity delivery, working collaboratively with all the virtual ward clinical and operational teams. Work with virtual ward teams to identify solutions to delays/discrepancies/inconsistencies with delivery issues and escalate where appropriate. Support the virtual ward clinical teams and the virtual ward senior leadership team in developing speciality admin policies and procedures. Ensuring staff receive adequate training on an ongoing basis in these policies. Maintain records of training as required. Ensure accurate and timely data entry amongst all administrative and HCA onboarding staff. Oversee the correction of any inaccuracies through proactive identification or by the virtual ward operational/clinical teams or Trust Data Quality team. Ensure that patient records are maintained to the highest standard of data quality. Implement change to correct systemic data recording as required. Undertake and maintain training to enable function as a system Super User for the data management/patient record system utilised by virtual ward teams. Review quality reports as required for virtual wards, resolving any discrepancies as required. Represent virtual wards at Data Quality meetings, providing feedback to virtual ward colleagues as required. Support any data accreditation processes as required. Lead the local process of implementation for all new initiatives. Support virtual ward clinical and operational teams in implementing administrative process changes in response to changes in National/local guidance. Generate new ideas on ways to improve administrative processes. Ensure regular and consistent communication between virtual ward clinical, administrative and operational teams in relation to activity delivery.
Person Specification
Education & Qualifications
Essential
- Educated to GCSE level with GCSE passes in English & Maths
- Diploma or equivalent training or experience.
- Knowledge and understanding of NHS systems and procedures including Virtual Wards
Experience
Essential
- NHS experience working within an admin & clerical role (AfC Band 3/ 4)
- Knowledge and understanding of patient administrative systems e.g. HISS, SystmOne
- Knowledge and understanding of NHS admin systems and processes and patient pathways.
- oExperience of developing admin systems and processes and implementing change
Skills
Essential
- Ability to analyse and interpret data
- Digital fluency of the Microsoft Office Suite
- Ability to present highly complex data in a way which is understandable to mixed groups of staff
- Ability to input and extrapolate complex data
- Ability to build successful teams
Person Specification
Education & Qualifications
Essential
- Educated to GCSE level with GCSE passes in English & Maths
- Diploma or equivalent training or experience.
- Knowledge and understanding of NHS systems and procedures including Virtual Wards
Experience
Essential
- NHS experience working within an admin & clerical role (AfC Band 3/ 4)
- Knowledge and understanding of patient administrative systems e.g. HISS, SystmOne
- Knowledge and understanding of NHS admin systems and processes and patient pathways.
- oExperience of developing admin systems and processes and implementing change
Skills
Essential
- Ability to analyse and interpret data
- Digital fluency of the Microsoft Office Suite
- Ability to present highly complex data in a way which is understandable to mixed groups of staff
- Ability to input and extrapolate complex data
- Ability to build successful teams
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).
