Job summary
A fantastic opportunity has arisen for a pro-active, self motivated individual to join a multidisciplinary, specialist service based at University Hospitals Bristol and Weston.
We are seeking to fill the exciting role of Service Coordinator for the South West Cleft Service.
We are looking for an individual who has excellent communication skills and the ability to lead and inspire our friendly administrative team.
This post is one of two SW Cleft Service Coordinator roles in the department. It is expected that collectively, these post holders will ensure the smooth delivery of the service to our patient group, carers and colleagues.
The main purpose of this role is:
To be responsible for the provision of comprehensive administrative support to the South West Cleft Team, line-managing the administrative staff on a day-to-day basis.
To support the Performance and Operations Manager to ensure a service which delivers care within appropriate waiting times and monitors demand and capacity.
Main duties of the job
To line-manage the administrative team, motivating and supporting them to achieve service objectives.
To support work with clinical teams, ensuring theatre and outpatient clinic capacity is fully and flexibly utilised to treat patients.
Monitor demand for outpatient, inpatient and day case services, planning capacity to meet this demand and highlighting potential shortfalls in capacity Responsible for day-to-day management of the admin team in the South West Cleft Unit, allocating and checking work, reviewing performance and progress, conducting 'return to work' interviews following sickness absences, participating in the recruitment and selection of new staff, ensuring that staff receive appropriate induction and ongoing training, undertaking annual appraisal and development reviews for staff in the administration team
Organise cover for administrative staff and specialist orthodontic nurses, ensure annual leave and sickness records are maintained, including monthly payroll return
Ability to organise own workload as well as that of other staff to ensure clinics are typed promptly and outlying clinic appointments are booked in accordance with NHS guidelines Manage diaries of senior managerial and clinical staff Ability to liaise comfortably with all levels of staff using appropriate tact and diplomacy
Able to identify shortcomings in, and propose improvements to, administrative systems, particularly those that directly impact services to patients
About us
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW) is one of the largest acute Trusts in the country, bringing together a combined workforce of over 13,000 staff and over 100 different clinical services across 10 different sites, serving a core population of more than 500,000 people across South West England. UHBW has been rated by the CQC as 'Good' overall and our staff are proud to deliver excellent care to the people of Bristol, Weston and beyond. As a forward-thinking multi-award winning Trust and a digital exemplar committed to improving patient care, our world-leading research and innovations are having a positive local and global impact. Our hospitals are spread across Bristol and Weston, join us and you can enjoy the very best of both worlds; city living within a stone's throw of the countryside or beside the seaside, both with easy access to all that the South West has to offer. UHBW is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults. As an equal opportunities employer actively working towards a diverse workforce we aim to recruit and retain a workforce which represents the rich diversity of the local population at all levels and are committed to designing our services around the needs of individual patients and those around them. Anonymous information will be used from your application in order to ensure we're meeting our pledge.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Job description
Job responsibilities
For a more detailed job description and main responsibilities, please refer to the job description document attached to this vacancy.
Person Specification
Qualifications and training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Experience of line-managing staff
- Experience of dealing with the public, both on the telephone and in person
- Experience of working within and leading teams to deliver results
- Experience of staff development and training
- Proven ability in proactively solving complex problems
- Experience of interpreting and presenting data
- An understanding of how to apply patient confidentiality and data protection legislation in practice
Desirable
- Previous NHS experience
- Experience of using a patient administration system (PAS).
- Experience of office management functions, e.g., health & safety, fire safety, stationery ordering and control, maintenance of policy and procedure manuals
- Knowledge of RTT pathways
- Knowledge of administrative and secretarial practice within multi-disciplinary teams
Skills and abilities
Essential
- Ability to work under pressure without supervision and meet deadlines whilst maintaining a high standard of accuracy
- Effective and polite manner when dealing with people, both face to face and on the phone
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work independently whilst managing others in a team environment
- Confidence to handle difficult conversations with patients, relatives, and carers
- Effective organisational skills
- Excellent interpersonal skills
- Excellent written and communication skills
- Ability to interpret data
- Information technology skills including Microsoft Suite
- Effective team facilitation and motivational skills
- Ability to manage and resolve conflict
- Ability to build effective working relationships
- Attention to detail
Person Specification
Qualifications and training
Essential
- Educated to GCSE, grade C or above (or equivalent) in English Language and Maths
- Business and Administration Level 3 NVQ or equivalent experience
Knowledge and Experience
Essential
- Experience of line-managing staff
- Experience of dealing with the public, both on the telephone and in person
- Experience of working within and leading teams to deliver results
- Experience of staff development and training
- Proven ability in proactively solving complex problems
- Experience of interpreting and presenting data
- An understanding of how to apply patient confidentiality and data protection legislation in practice
Desirable
- Previous NHS experience
- Experience of using a patient administration system (PAS).
- Experience of office management functions, e.g., health & safety, fire safety, stationery ordering and control, maintenance of policy and procedure manuals
- Knowledge of RTT pathways
- Knowledge of administrative and secretarial practice within multi-disciplinary teams
Skills and abilities
Essential
- Ability to work under pressure without supervision and meet deadlines whilst maintaining a high standard of accuracy
- Effective and polite manner when dealing with people, both face to face and on the phone
- Ability to work effectively in a busy team, adjust to change and motivate others
- Ability to work independently whilst managing others in a team environment
- Confidence to handle difficult conversations with patients, relatives, and carers
- Effective organisational skills
- Excellent interpersonal skills
- Excellent written and communication skills
- Ability to interpret data
- Information technology skills including Microsoft Suite
- Effective team facilitation and motivational skills
- Ability to manage and resolve conflict
- Ability to build effective working relationships
- Attention to detail
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
University Hospitals Bristol and Weston NHS Foundation Trust (UHBW)
Address
Bristol Dental Hospital
Lower Maudlin Street
Bristol
BS1 2LY
Employer's website
https://www.uhbw.nhs.uk/ (Opens in a new tab)
