Job summary
An exciting opportunity has arisen for an additional Admin Team Leader. the post holder will provide our team with robust leadership and management.
This support is crucial across our Gastroenterology and Endoscopy teams allowing the delivery of a high quality, timely service for patients, which ultimately delivers best quality care.
To monitor and ensure that the management of patients is efficient and effective, adhering to the principles of waiting list management and Cancer / RTT guidelines whilst also taking into account the individual needs of each patient and the requirements of the service.
To ensure that patients are treated with courtesy, dignity and respect and to support the Practice Manager to undertake change management.
Main duties of the job
- To provide direct line management support and supervision of the administration service, ensuring strict compliance with our trust access policy, along with other trust policies and procedures.
- Act as first point of contact and liaison for our team including managing their planned and unplanned leave, departmental inductions and training.
- To proactively work with the Practice Manager and Operational Manager to ensure the general smooth running of non-clinical services so they are optimised to meet the needs of the service.
- To support service development projects as directed to ensure the service and all processes remain fit for purpose and are meeting the changing needs of the department.
About us
The Gastroenterology department has 9 Consultant Gastroenterologists, their workload includes Endoscopy, clinics and general ward cover. They also take part in the General Medical Cover at weekends.
The Gastroenterology & Endoscopy service is expanding and is a very busy department. The admin team is key to ensuring that things run smoothly and efficiently.
Torbay and South Devon NHS Foundation Trust (Torbay Hospital) is a busy, successful and progressive hospital located on the English Riviera, South Devon's beautiful bay which is surrounded by stunning coast and countryside.
We are famous for our award winning beaches and vast countryside waiting for you to explore.
The cities of Exeter and Plymouth are also close by with access to all major cities via excellent rail links.
Opportunities for outdoor activities both on and off the water abound, with easy access to the neighbouring centres of Plymouth and Exeter.
Why work with us - 1 (pagetiger.com)
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
- To ensure that all staff are kept up to date with any relevant information via regular meetings
- Communicate effectively in writing and verbally with:
Internal
- Consultants
- Nursing staff
- Medical personnel
- Admin and clerical staff
- Ancillary staff
- Management
- Across our trust
External
- Patients and carers
- Members of the general public
- P. Practices
- Other hospitals both in and out of the district
- Locum medical agencies
Planning and organisation
- To ensure that an efficient and effective secretarial and administrative support service is provided to the directorate and contribute to the adjustment of plans and escalate unresolved issues to the Practice Manager
- To participate in the recruitment and selection process, including assisting with shortlisting and take part in interview panels
- To build departmental rotas for medical staff using appropriate skills and SOPs, escalating to Practice Manager as appropriate
- To assist with the induction for all clerical and medical staff, including training rotations
- To oversee and check that e-Referral work lists are actioned daily
- To provide cover for administrative teams if and when required
Responsibility and accountability
- To deal with day to day rota issues, escalating to Practice Manager when unable to resolve issues
- To deal with the initial stages of grievance and disciplinary procedures
- To contribute to the achievement of Trust and National Targets, including referral to treatment times and cancer targets, through robust RTT validation processes and ensuring all staff within the allocated area understand and adopt the responsibilities required of them in the management of waiting times
- To monitor stages of the Patient Tracking List (PTL) for exceptions and data quality where found any patient who is at risk of breaching 18RTT/Cancer pathways are to be proactively managed and if required escalate to the Practice Manager. Examples of these to include unrecorded outcomes, 2nd review letters and non-responders, patients waiting with no future events, patients treated within 0-7 days with incorrect outcomes entered.
- To investigate and respond to verbal complaints, Datix reports and assist with the investigation of written complaints
- Any other appropriate duties/tasks as requested by management
Policy and service development
- To comply with our trusts Patient Access policy and ensure that the administration staff adhere to the policy with specific regard to the recording of Referral to Treatment data
- To contribute to the development of standard operating procedures (SOPs), their implementation and continual review
Responsibility for supervision, leadership and management
- To facilitate and lead the implementation of ideas for service improvement within the remit of the role
- To oversee and organise staff deployment, dependent on the needs of the relevant director and to liaise with other Admin Team Leaders on a regular basis
- To be responsible for the management of the secretarial and administration staff, including appraisal, annual leave, sickness absence, PDPs and work place risk assessments
- To train and coach staff to ensure compliance with standard operating procedures
- To act as an assistant to the Practice Manager by learning key aspects of the role and to provide cover during periods of absence
Information technology and administrative duties
- To attend weekly meetings, and take minutes, provide updates and ensure any changes are communicated and implemented within the department
- To be first point of contact for induction and leave management
- Ensure staff ESR/Allocate records are submitted/updated as required
Responsibility for finance, equipment and other resources
- To have access to Unit 4 and order equipment & consumables as required
- Responsibility for ordering stationary and stock
Job description
Job responsibilities
Communication and working relationships
- This position requires empathy and tact when dealing with patients that may be angry or upset regarding any aspect of their care
- To ensure that all staff are kept up to date with any relevant information via regular meetings
- Communicate effectively in writing and verbally with:
Internal
- Consultants
- Nursing staff
- Medical personnel
- Admin and clerical staff
- Ancillary staff
- Management
- Across our trust
External
- Patients and carers
- Members of the general public
- P. Practices
- Other hospitals both in and out of the district
- Locum medical agencies
Planning and organisation
- To ensure that an efficient and effective secretarial and administrative support service is provided to the directorate and contribute to the adjustment of plans and escalate unresolved issues to the Practice Manager
- To participate in the recruitment and selection process, including assisting with shortlisting and take part in interview panels
- To build departmental rotas for medical staff using appropriate skills and SOPs, escalating to Practice Manager as appropriate
- To assist with the induction for all clerical and medical staff, including training rotations
- To oversee and check that e-Referral work lists are actioned daily
- To provide cover for administrative teams if and when required
Responsibility and accountability
- To deal with day to day rota issues, escalating to Practice Manager when unable to resolve issues
- To deal with the initial stages of grievance and disciplinary procedures
- To contribute to the achievement of Trust and National Targets, including referral to treatment times and cancer targets, through robust RTT validation processes and ensuring all staff within the allocated area understand and adopt the responsibilities required of them in the management of waiting times
- To monitor stages of the Patient Tracking List (PTL) for exceptions and data quality where found any patient who is at risk of breaching 18RTT/Cancer pathways are to be proactively managed and if required escalate to the Practice Manager. Examples of these to include unrecorded outcomes, 2nd review letters and non-responders, patients waiting with no future events, patients treated within 0-7 days with incorrect outcomes entered.
- To investigate and respond to verbal complaints, Datix reports and assist with the investigation of written complaints
- Any other appropriate duties/tasks as requested by management
Policy and service development
- To comply with our trusts Patient Access policy and ensure that the administration staff adhere to the policy with specific regard to the recording of Referral to Treatment data
- To contribute to the development of standard operating procedures (SOPs), their implementation and continual review
Responsibility for supervision, leadership and management
- To facilitate and lead the implementation of ideas for service improvement within the remit of the role
- To oversee and organise staff deployment, dependent on the needs of the relevant director and to liaise with other Admin Team Leaders on a regular basis
- To be responsible for the management of the secretarial and administration staff, including appraisal, annual leave, sickness absence, PDPs and work place risk assessments
- To train and coach staff to ensure compliance with standard operating procedures
- To act as an assistant to the Practice Manager by learning key aspects of the role and to provide cover during periods of absence
Information technology and administrative duties
- To attend weekly meetings, and take minutes, provide updates and ensure any changes are communicated and implemented within the department
- To be first point of contact for induction and leave management
- Ensure staff ESR/Allocate records are submitted/updated as required
Responsibility for finance, equipment and other resources
- To have access to Unit 4 and order equipment & consumables as required
- Responsibility for ordering stationary and stock
Person Specification
Essential
Essential
- Good level of general education
- Keyboard skills
- Admin experience
- Line management experience
- Experience of problem solving skills
- Experience of change management
- Ability to work under pressure/achieve deadlines
- Ability to prioritise workload
- Ability to manage conflict
Desirable
- Leadership/Management qualification or relevant experience
- Proven NHS supervisory experience
- Understanding of performance targets and waiting lists
- Experience of compiling departmental timetables and rota
Person Specification
Essential
Essential
- Good level of general education
- Keyboard skills
- Admin experience
- Line management experience
- Experience of problem solving skills
- Experience of change management
- Ability to work under pressure/achieve deadlines
- Ability to prioritise workload
- Ability to manage conflict
Desirable
- Leadership/Management qualification or relevant experience
- Proven NHS supervisory experience
- Understanding of performance targets and waiting lists
- Experience of compiling departmental timetables and rota
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.
