Job responsibilities
Job specific responsibilities To be responsible for the day-to-day supervision of a team of administrative staff providing essential support relating to the provision ofa high quality, efficient and responsive service To work in conjunction with the Operational Support Manager to lead and develop the team ensuring the highest quality of service isalways provided in line with local and national objectives Regularly monitor and review Patient Tracking List and clinic data to ensure review list patients are being called for follow-up in a timelymanner, referrals are registered and graded in accordance to set timescales and all appointments are appropriately concluded,identifying potential issues with process or clinic capacity To ensure all staff are adhering to department standard operating procedures with regards to the reception of patients and booking ofoutpatient appointments Monitor and support staff to ensure that clinic over-bookings, outcomes and interpreter and transport requests are processed in a timelymanner working with other staff groups Prioritising and targeting vacant clinic slots intelligently based on the Trusts current 18 week position Ensure that the processes for monitoring and maximising clinic bookings are fully understood by staff and that management of clinics iskept under regular review to ensure that booking capacity is not lost Ensure processes are in place to oversee interpreter bookings within the service area and that these are made within the scope of thecontract and process for identifying eligibility is consistent Ensure clinic templates are adjusted accordingly upon notification of medical/clinical leave in order to reschedule patient appointmentsin line with Trust waiting time targets Ensure staff are capturing and recording data accurately an in a timely manner such as clinic attendance outcomes and RTT data,putting in corrective measures if this is not adhered to Create and amend letters ensuring they are accurate and reflect information required by the patientStaff Supervision Supervise staff providing support when necessary, e.g. when staff experience problems with work, medical or personal issues Responsible for ensuring work is appropriately allocated to staff on a daily basis in order to meet changing priorities and organisationalrequirements. This includes responsibility for designing and implementing rotas where required To assist in the recruitment and selection process for new staff Joint responsibility for ensuring that all administrative and clerical staff are adequately trained and developed and have completed therelevant mandatory training In conjunction with the Operational Support Manager, induct new staff and prepare training schedules and facilitate a level of trainingwhich enables all clerical officers to achieve a high level of performance Input staff sickness information and provide regular tracker reports to managers Assist the Operational Support Manager in monitoring sickness and absence records, taking appropriate action in line with sicknessand absence policies and undertake return to work interviews Assist the Operational Support Manager in the performance management of team members ensuring high standards of service aredelivered at all times Assist the Divisional Management team by initiating first line action in potential disciplinary and capability casesPolicies and Procedures Support the implementation of new policies and procedures within the departments Support the implementation of standards set for the department Support the implementation of Local and National Initiatives Monitor that working procedures are adhered to by all staff and implement new working practices and procedures where necessaryInterviewer information packInformation and SystmOne Ensure patients attendance and outcome information is accurately recorded on SytmOne in a timely manner relevant to service area,by running reports Responsible for ensuring missing data items on SystmOne are resolved, addressing staff training as and when required Create ad hoc reports as required to enable reporting of performance and standards relevant to service areaCommunication/Working Relationships Support staff in dealing with service issues and complaints from departments and patients in liaison with PALS as required Liaise with other departments regarding patient specific queries, e.g. Performance team Liaise regularly with the clerks to co-ordinate the effective utilisation of service area, highlighting any issues and concerns to the teammanagers Have responsibility for cascading communication and briefing to all staff in the departmentGeneral To liaise with other departments within the hospital, ensuring that the department interfaces efficiently with them To endorse the patient access policy, ensuring all staff are fully aware of the guidance and that all other local policies and proceduresare adhered to Authorised signatory for staff overtime and agency staff timesheets in line with budgetary boundaries To attend and participate in meetings, helping to implement changes as required and contributes to the development of the department Act as point of contact for all Health and Safety and security issues in the service function Ensure the Trusts Code of Practice for Safeguarding Patient Information is adhered to at all times
Inclusive Recruitment & Selection
We are committed to being an inclusive employer and accurate data capture is an important part of that to ensure we are supportive and representative. Our aim is to ensure that all applicants can see themselves in the available categories on our application form, but we recognise that some of our data capture fields are not inclusive. We have flagged this with our system provider to ask for change.
We offer encouragement and active support to applicants with additional needs, including those from ethnic minorities, with disabilities and members of the LGBTQ+ community. If you wish to adjust any aspect of the recruitment process or wish to find out more about our recruitment & selection processes, please get in touch with our Recruitment Manager: Catherine.Gilbert7@nhs.net
We are continually reviewing our recruitment & selection process to support the long-term aim of Sheffield Childrens being a champion of Equality, Diversity, and Inclusion. If you have any ideas for improvement, please get in touch with Catherine Gilbert at Catherine.Gilbert7@nhs.net
Trust Values
The Trust is committed to providing great quality patient care and keep children, young people and families at the heart of what we do by following our CARE values:
- Compassion leading by kindness and showing empathy, understanding and respect
- Accountability striving to do the right thing and owning responsibility
- Respect value differences, tackling inequality and fostering a culture of inclusion
- Excellence delivering a high-quality standard of care
