Job summary
An exciting position has become available within the Radiology department for an Administrative Team Lead position. The post holder will be part of a highly skilled administrative team whose responsibilities are to support the clinical services within the Radiology Department in managing the daily demand and to effectively prioritise incoming referrals into urgent and non-urgent.
The post holder will operationally manage and oversee all administrative activities of the Radiology Department and to be the line manager for all clerical staff. To be responsible for the general administrative functions within Radiology. To be responsible for coordinating all radiology activity including invoicing.
The successful candidate will need to be assertive, confident, flexible and able to work under pressure. Attention to detail, a keen eye for data quality check and a comprehensive understanding of the MRI, CT, Ultrasound modality and knowledge of clinical system such as Cerner, Soliton, IEP and Somerset is essential for this role.
Please note this post may close early if the application limit is reached.
Main duties of the job
Please refer to the attached job description for the main duties of the Radiology Admin Team Lead in Radiology
About us
The Hillingdon Hospitals NHS Foundation Trust is the only acute Hospital in the London Borough of Hillingdon and offers a wide range of services including accident and emergency, inpatient care, day surgery, outpatient clinics and maternity services. The Trust's services at Mount Vernon Hospital include routine day surgery, delivered at a modern treatment centre, a minor injuries unit and outpatient clinics.
The safety and well-being of our patients and of our staff is paramount and we are making urgent improvements to address this - particularly in infection prevention and control. We are making progress and going forward by working in partnership with local GPs, charities,community services, academic partners, our local authority, neighbouring hospitals and the wider North West London Integrated care system, and ensuring that we listen and work in partnership with our local population. We are absolutely focused on ensuring that our hospitalsprovide high quality, safe and compassionate care, while drive forward the building of the new Hillingdon Hospital.
We have over 3,500 members of staff that are proud to care for nearly half a million people, with a vision to be an outstanding provider of healthcare through leading health and academic partnerships, transforming services, to provide the best care where needed.
Job description
Job responsibilities
Responsibilities and key result areas to include:
1. Vision, Strategy and Business development
- To participate in service improvement, devising new ways of working to maximise the effectiveness and efficiency of the administrative and clerical team.
- To be responsible for managing Radiology waiting lists and appointment bookings process for CT, MRI, and Ultrasound procedures, optimising scheduling processes to ensure timely access to essential imaging services and reduce wait times.
- To adopt new systems that enhance the administrative function in radiology.
- Proactive and accurate tracking of patients on a cancer pathway via the cancer system, Soliton to ensure patients are seen in a timely and efficient manner.
- To participate and support in service improvement, devising new ways of working to maximise the effectiveness and efficiency of the administrative and clerical team.
- To develop and maintain an understanding of the Cancer Waiting Times (CWT) guidance to ensure that two week wait 2WW, 28 day, 31 day and 62 day targets are met.
- To be responsible for checking the outcomes of patients attending clinic on a suspected cancer pathway and monitor bookings of required tests within deemed timescales.
- Liaising with internal and external stakeholders in ensuring that data is processed in a timely and effective way.
- To support and attend the tumour site patient tracking list (PTL) meetings through the preparation of patient tracking lists, capturing of actions and following up progress via agreed escalation protocols within the Radiology department.
- To assist in meeting timescales of the submission of data for national and local requirements of the Cancer Network. This includes, but is not limited to, data relating to diagnostic waiting times and the national cancer audits.
- To ensure the timely and efficient transfer of patients and information between trusts involved in the patient pathway, adhering to agreed communication pathways and protocols
- Use Patient Administration System to book patient outpatient appointments.
- Deputise for the Assistant Service Manager where required.
2. Leadership, Culture and Values and People
- To lead a high performing clerical team, address daily administrative challenges and implementing performance management strategies.
- To be responsible on a day to day basis for ensuring accuracy of data used in the Radiology Information System (Soliton) for all Imaging and X-Ray referrals and appointments. This will include monitoring and tracking all referrals to ensure access to the service is equitable for all patients within national and local policies and guidelines.
- Line Manage the clerical staff to provide an efficient and timely service to the department and provide cover as necessary.
- To be responsible for all complaints and queries, escalating to the Radiology Service Manager when appropriate.
- Responsible for recruitment and retention of all clerical staff, and conducting yearly appraisals with records of any personal development plans.
- Responsible for staff induction and training of clerical staff on all radiology systems. Assist with the ongoing development of Radiographic staff in the use of Soliton, ICE, IEP, Cerner and PAS.
- Provide first-line of support to application-level problems and questions.
3. Governance, Quality and Performance
- Produce and validate weekly performance data for the department and North West London Proactively manage the radiology waiting lists and liaise with the Modality Leads and Radiology Service Manager weekly. Disseminate the information as appropriate to support planning and scheduling.
- Manage and review system utilisation, error and turnaround time reports, and report issues directly with appropriate lead to ensure prompt action to resolve problems.
- Monitor IEP and manage requests in a timely manner.
- Respond to complaints and support with providing information for Datix incidents in a timely manner relating to the A&C function.
- Participate in risk management by carrying out risk assessments and identifying new risks and compiling a monthly governance report.
- Ensure that outcomes and learning from complaints and incidents is shared with the clerical team.
- All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.
4. Communication and Partnership Working
- Participate in Directorate and North West London sector meetings, prepare and present progress reports as appropriate.
- Liaise and work closely with Consultants and Administrative Staff and other colleagues and departments across the Trust, as well as GP Practices, ensuring the provision of a high quality effective and efficient Radiology service across the Trust and Community.
5. Financial health
- To ensure efficient use of resources.
- Monitor and maintain stock levels of office consumables.
- Participate in departmental finance initiatives.
- Responsible for invoicing Radiology activity
Any other business as required by the Radiology Admin Manager, Service Manager or Head of Radiology.
This job description is intended as a guide to the main tasks involved in the post and is not an exhaustive list of duties and responsibilities. It may be changed from time to time in consultation with the postholder.
Job description
Job responsibilities
Responsibilities and key result areas to include:
1. Vision, Strategy and Business development
- To participate in service improvement, devising new ways of working to maximise the effectiveness and efficiency of the administrative and clerical team.
- To be responsible for managing Radiology waiting lists and appointment bookings process for CT, MRI, and Ultrasound procedures, optimising scheduling processes to ensure timely access to essential imaging services and reduce wait times.
- To adopt new systems that enhance the administrative function in radiology.
- Proactive and accurate tracking of patients on a cancer pathway via the cancer system, Soliton to ensure patients are seen in a timely and efficient manner.
- To participate and support in service improvement, devising new ways of working to maximise the effectiveness and efficiency of the administrative and clerical team.
- To develop and maintain an understanding of the Cancer Waiting Times (CWT) guidance to ensure that two week wait 2WW, 28 day, 31 day and 62 day targets are met.
- To be responsible for checking the outcomes of patients attending clinic on a suspected cancer pathway and monitor bookings of required tests within deemed timescales.
- Liaising with internal and external stakeholders in ensuring that data is processed in a timely and effective way.
- To support and attend the tumour site patient tracking list (PTL) meetings through the preparation of patient tracking lists, capturing of actions and following up progress via agreed escalation protocols within the Radiology department.
- To assist in meeting timescales of the submission of data for national and local requirements of the Cancer Network. This includes, but is not limited to, data relating to diagnostic waiting times and the national cancer audits.
- To ensure the timely and efficient transfer of patients and information between trusts involved in the patient pathway, adhering to agreed communication pathways and protocols
- Use Patient Administration System to book patient outpatient appointments.
- Deputise for the Assistant Service Manager where required.
2. Leadership, Culture and Values and People
- To lead a high performing clerical team, address daily administrative challenges and implementing performance management strategies.
- To be responsible on a day to day basis for ensuring accuracy of data used in the Radiology Information System (Soliton) for all Imaging and X-Ray referrals and appointments. This will include monitoring and tracking all referrals to ensure access to the service is equitable for all patients within national and local policies and guidelines.
- Line Manage the clerical staff to provide an efficient and timely service to the department and provide cover as necessary.
- To be responsible for all complaints and queries, escalating to the Radiology Service Manager when appropriate.
- Responsible for recruitment and retention of all clerical staff, and conducting yearly appraisals with records of any personal development plans.
- Responsible for staff induction and training of clerical staff on all radiology systems. Assist with the ongoing development of Radiographic staff in the use of Soliton, ICE, IEP, Cerner and PAS.
- Provide first-line of support to application-level problems and questions.
3. Governance, Quality and Performance
- Produce and validate weekly performance data for the department and North West London Proactively manage the radiology waiting lists and liaise with the Modality Leads and Radiology Service Manager weekly. Disseminate the information as appropriate to support planning and scheduling.
- Manage and review system utilisation, error and turnaround time reports, and report issues directly with appropriate lead to ensure prompt action to resolve problems.
- Monitor IEP and manage requests in a timely manner.
- Respond to complaints and support with providing information for Datix incidents in a timely manner relating to the A&C function.
- Participate in risk management by carrying out risk assessments and identifying new risks and compiling a monthly governance report.
- Ensure that outcomes and learning from complaints and incidents is shared with the clerical team.
- All staff have a responsibility to report all clinical and non-clinical accidents or incidents promptly and when requested to, co-operate with any investigation undertaken.
4. Communication and Partnership Working
- Participate in Directorate and North West London sector meetings, prepare and present progress reports as appropriate.
- Liaise and work closely with Consultants and Administrative Staff and other colleagues and departments across the Trust, as well as GP Practices, ensuring the provision of a high quality effective and efficient Radiology service across the Trust and Community.
5. Financial health
- To ensure efficient use of resources.
- Monitor and maintain stock levels of office consumables.
- Participate in departmental finance initiatives.
- Responsible for invoicing Radiology activity
Any other business as required by the Radiology Admin Manager, Service Manager or Head of Radiology.
This job description is intended as a guide to the main tasks involved in the post and is not an exhaustive list of duties and responsibilities. It may be changed from time to time in consultation with the postholder.
Person Specification
Shortlisting
Essential
- Educated to graduate level and/or have equivalent knowledge and experience
- Advanced knowledge of radiology systems and applications
- IT skills - competent in Word and Excel
- General computer skills
- Working successfully within a multidisciplinary team.
- Experience of working well under pressure and to deadlines
- Experience of managing people.
- Experience of all processes in radiology department.
- Experience of all processes in radiology department
Desirable
- Management qualification or equivalent experience
- ECDL
- Experience of project work
- Experience of database management
- Experience of collation of audit results
Person Specification
Shortlisting
Essential
- Educated to graduate level and/or have equivalent knowledge and experience
- Advanced knowledge of radiology systems and applications
- IT skills - competent in Word and Excel
- General computer skills
- Working successfully within a multidisciplinary team.
- Experience of working well under pressure and to deadlines
- Experience of managing people.
- Experience of all processes in radiology department.
- Experience of all processes in radiology department
Desirable
- Management qualification or equivalent experience
- ECDL
- Experience of project work
- Experience of database management
- Experience of collation of audit results
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).
