Job summary
Job Summary:
The post holder is required to undertake a combination of the following as part of their role:
o Waiting list and pathway management, coordinate clinic capacity, utilisation and urgent/escalated appointments.
o To manage staffing rota's (administrative and/or medical staffing as allocated/rotated).
o Operational line management of administrative and clerical staff.
o Provision of accurate information.
o To provide cross cover at times for Directorate Support Manager colleagues.
Main duties of the job
- Work closely with senior staff and administrative teams to ensure appropriate monitoring, pathway management and validation of pathways in line with the 18-week Referral to Treatment national target
- Line manage designated administrative and clerical staff
- Ensure efficient use of outpatient clinics / elective list capacity through monitoring utilisation and working with the relevant booking team/s. For example, backfilling short notice cancellations.
- Monitor the Outpatient Waiting List and undertake actions in line with the Trust's Access Policy to ensure patients are managed appropriately
- Support the management of the Directorate medical staffing rota
- Ensure urgent, escalation and cancer patients are accommodated within available capacity - this may involve negotiating with clinical staff to arrange for patients to be seen or reviewing current bookings
- To provide cross cover at times for Directorate Support Manager colleagues.
About us
We hold a unique position in the Stockport community as the provider of healthcare and we are one of its largest employers.
We believe that the best organisations are those that reflect the communities they serve. We are therefore seeking to improve the diversity of our workforce to make it truly representative of our local population.
We actively encourage applications irrespective of race, age, disability, sex, gender reassignment, gender identity or expression, sexual orientation, religion or belief, marriage & civil partnership, or pregnancy or maternity. Recognising those communities that are underrepresented within our workforce, we would particularly welcome applications from you.
If you require support with your application please contact a member of the recruitment team, who can discuss alternative application methods.
We recognise that flexible working is important. We take requests for flexible working seriously, consider any request we receive and try to work with you, so we can explore if your request may fit with the needs of the service.
Benefits we offer to you:
- Between 27-33 days of annual leave plus bank holidays
- NHS pension scheme membership
- Salary sacrifice schemes for lease cars, home electronics and more, to make your salary go further
- NHS Staff discounts
- Cycle to work scheme
- Salary finance - for loans, savings, budget planning and tips on managing debt
- Stockport Credit Union- for local financial advice
Job description
Job responsibilities
Main Duties and Responsibilities
- Work closely with senior staff and administrative teams to ensure appropriate monitoring, pathway management and validation of pathways in line with the 18-week Referral to Treatment national target
- Line manage designated administrative and clerical staff
- Ensure efficient use of outpatient clinics / elective list capacity through monitoring utilisation and working with the relevant booking team/s. For example, backfilling short notice cancellations.
- Monitor the Outpatient Waiting List and undertake actions in line with the Trusts Access Policy to ensure patients are managed appropriately
- Support the management of the Directorate medical staffing rota
- Ensure urgent, escalation and cancer patients are accommodated within available capacity this may involve negotiating with clinical staff to arrange for patients to be seen or reviewing current bookings
- To provide cross cover at times for Directorate Support Manager colleagues.
Communications
- Communicate information as appropriate to relevant staff in a timely manner, both written and verbal, pitching the level of information to match the level of the receiver.
- Oral presentations to staff across the Directorate.
- Provides feedback to other staff on their communication at appropriate time
- To communicate professionally either face to face and/or on the telephone with patients
- To be the first port of call for patient complaints either face to face or over the telephone, acting in a professional manner.
- Respond to formal and informal complaints relating to area of work.
- Initiate gathering of information relating to incidents relevant to your area of work and updating Datix, the incident recording tool. For example, incidents relating to typing of letters.
- Motivating and persuading administrative and clerical staff regarding changes to procedures and current practice
- Support operational managers with improvement of their services in achieving 18week RTT performance. For example, educating administrative and clerical staff in pathway management.
- Review & escalate A&C staffing and/or medical rota issues daily
- Administrative compilation of effective on call consultant and junior rotas, working with clinical leads and operational managers to deliver safe and cost-effective care
- Assist the organisation for commencement of colleagues, including induction and relevant initial training
- When requested liaise with the Trusts Temporary Staffing Team regarding the directorate requirement
Planning and organising
- The post holder will be expected to plan work logically in order to complete tasks within specific projects
- Monitor and initiate actions to manage 18-week Referral to Treatment and Clinical Correspondence performance targets
- Implement processes to manage duplicate and/or multiple pathways
- Ensure processes are enforced to monitor and action consultant to consultant referrals in line with Trust policy
- Setting of clear objectives for staff, communicating responsibilities and agreed timescales
- Maintenance of filing systems, updating the Directorates shared drive as appropriate
- Attend regular meetings covering all aspects of 18-week Referral to Treatment pathway management
- Review, plan & publish staffing rotas
- Other administrative tasks as appropriate
Responsibilities for Physical and / or Financial Resources
- To assess the workload of administrative & clerical staff, ensuring equitable distribution of duties in order to obtain the best use of resources
- Approve submission of budget requests for administrative & clerical staff
- Authorise payroll information on Healthroster for administrative & clerical staff
Responsibility for Policy and Service Development and Implementation
- Anticipate improvements for processes and tasks within the post sphere of responsibility, proactively share these with colleagues and lead delivery as required.
- Review systems and practices within own area of work to ensure they support the sustained delivery of the service
- Promote robust and efficient end to end processes
- Actively manage database for delegated staff rota management.
Responsibilities for Human Resources and Leadership
- To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
- Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
- In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
- To provide cross cover at times for Directorate Support Manager colleagues.
Responsibilities for data and information resources
- To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
- Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
- In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
- To provide cross cover at times for Directorate Support Manager colleagues.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.
Job description
Job responsibilities
Main Duties and Responsibilities
- Work closely with senior staff and administrative teams to ensure appropriate monitoring, pathway management and validation of pathways in line with the 18-week Referral to Treatment national target
- Line manage designated administrative and clerical staff
- Ensure efficient use of outpatient clinics / elective list capacity through monitoring utilisation and working with the relevant booking team/s. For example, backfilling short notice cancellations.
- Monitor the Outpatient Waiting List and undertake actions in line with the Trusts Access Policy to ensure patients are managed appropriately
- Support the management of the Directorate medical staffing rota
- Ensure urgent, escalation and cancer patients are accommodated within available capacity this may involve negotiating with clinical staff to arrange for patients to be seen or reviewing current bookings
- To provide cross cover at times for Directorate Support Manager colleagues.
Communications
- Communicate information as appropriate to relevant staff in a timely manner, both written and verbal, pitching the level of information to match the level of the receiver.
- Oral presentations to staff across the Directorate.
- Provides feedback to other staff on their communication at appropriate time
- To communicate professionally either face to face and/or on the telephone with patients
- To be the first port of call for patient complaints either face to face or over the telephone, acting in a professional manner.
- Respond to formal and informal complaints relating to area of work.
- Initiate gathering of information relating to incidents relevant to your area of work and updating Datix, the incident recording tool. For example, incidents relating to typing of letters.
- Motivating and persuading administrative and clerical staff regarding changes to procedures and current practice
- Support operational managers with improvement of their services in achieving 18week RTT performance. For example, educating administrative and clerical staff in pathway management.
- Review & escalate A&C staffing and/or medical rota issues daily
- Administrative compilation of effective on call consultant and junior rotas, working with clinical leads and operational managers to deliver safe and cost-effective care
- Assist the organisation for commencement of colleagues, including induction and relevant initial training
- When requested liaise with the Trusts Temporary Staffing Team regarding the directorate requirement
Planning and organising
- The post holder will be expected to plan work logically in order to complete tasks within specific projects
- Monitor and initiate actions to manage 18-week Referral to Treatment and Clinical Correspondence performance targets
- Implement processes to manage duplicate and/or multiple pathways
- Ensure processes are enforced to monitor and action consultant to consultant referrals in line with Trust policy
- Setting of clear objectives for staff, communicating responsibilities and agreed timescales
- Maintenance of filing systems, updating the Directorates shared drive as appropriate
- Attend regular meetings covering all aspects of 18-week Referral to Treatment pathway management
- Review, plan & publish staffing rotas
- Other administrative tasks as appropriate
Responsibilities for Physical and / or Financial Resources
- To assess the workload of administrative & clerical staff, ensuring equitable distribution of duties in order to obtain the best use of resources
- Approve submission of budget requests for administrative & clerical staff
- Authorise payroll information on Healthroster for administrative & clerical staff
Responsibility for Policy and Service Development and Implementation
- Anticipate improvements for processes and tasks within the post sphere of responsibility, proactively share these with colleagues and lead delivery as required.
- Review systems and practices within own area of work to ensure they support the sustained delivery of the service
- Promote robust and efficient end to end processes
- Actively manage database for delegated staff rota management.
Responsibilities for Human Resources and Leadership
- To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
- Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
- In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
- To provide cross cover at times for Directorate Support Manager colleagues.
Responsibilities for data and information resources
- To manage and support administrative & clerical staff effectively by undertaking appraisals on a regular basis, incorporating objective setting, handling of performance standards and handling grievances/disciplinary matters in line with Trust policy
- Ongoing monitoring to ensure objectives and performance standards are achieved, managing underperformance/underachievement as appropriate, identifying training and development needs and providing support and guidance as necessary
- In conjunction with the Directorate Manager / Assistant Directorate Manager / Directorate Support Manager, identify staffing requirements, place adverts, shortlist candidates and arrange interviews. Participate in recruitment of staff in line with Trust policy
- To provide cross cover at times for Directorate Support Manager colleagues.
The Trust is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment and promote safeguarding by implementing the Trusts policies and procedures, acting promptly on concerns, communicating effectively and sharing information appropriately.
If successful this vacancy will require a Standard DBS check at a cost of £26.50. This cost will be deducted from your first Trust salary
In addition to this it will be a condition of your employment that you will join the DBS update service and pay the annual subscription fee of £16.
Person Specification
Education & Qualifications
Essential
- oGood general standard of education
- oGCSE English or equivalent
- oExperience of working in a busy complex administrative environment
- oEvidence of continued personal development
Desirable
- oDegree in relevant subject area.
- oECDL
- oNVQ in Administration
Knowledge
Essential
- oKnowledge of administrative procedures
- oKnowledge of specialised terminology
- oManagerial knowledge acquired through degree or equivalent experience or equivalent training and experience
- oUnderstanding of 18-week Referral to Treatment pathways
Desirable
- oKnowledge of NHS policies and procedures
Experience
Essential
- oExperience using NHS Information Systems
- oExperience of line management in an administrative environment
- oExperience managing, maintaining and developing paper based and/or computer filing systems
Desirable
- oService Development
- oChange Management
- oDelivery of training and development
- oUndertaking of surveys or audits
Skills
Essential
- oCommunicate sensitive information
- oAbility to analyse Directorate performance information
- oAbility to contribute to decisions on meeting Directorate targets
- oLogical approach to problem solving
- oKeyboard skills/Advanced use of IT packages, manipulating data
- oAble to act independently using own initiative
- oCustomer care skills
- oAble to persuade, negotiate and influence others
- oAbility to manage allocation of work to staff; train new members of staff on IT systems, pathway management, using databases and filing systems
Desirable
- oUsing computers to process large volumes of work
Person Specification
Education & Qualifications
Essential
- oGood general standard of education
- oGCSE English or equivalent
- oExperience of working in a busy complex administrative environment
- oEvidence of continued personal development
Desirable
- oDegree in relevant subject area.
- oECDL
- oNVQ in Administration
Knowledge
Essential
- oKnowledge of administrative procedures
- oKnowledge of specialised terminology
- oManagerial knowledge acquired through degree or equivalent experience or equivalent training and experience
- oUnderstanding of 18-week Referral to Treatment pathways
Desirable
- oKnowledge of NHS policies and procedures
Experience
Essential
- oExperience using NHS Information Systems
- oExperience of line management in an administrative environment
- oExperience managing, maintaining and developing paper based and/or computer filing systems
Desirable
- oService Development
- oChange Management
- oDelivery of training and development
- oUndertaking of surveys or audits
Skills
Essential
- oCommunicate sensitive information
- oAbility to analyse Directorate performance information
- oAbility to contribute to decisions on meeting Directorate targets
- oLogical approach to problem solving
- oKeyboard skills/Advanced use of IT packages, manipulating data
- oAble to act independently using own initiative
- oCustomer care skills
- oAble to persuade, negotiate and influence others
- oAbility to manage allocation of work to staff; train new members of staff on IT systems, pathway management, using databases and filing systems
Desirable
- oUsing computers to process large volumes of work
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).
