Job summary
An exciting opportunity has arisen to join the CWAMHS Care Group. We are seeking an enthusiastic & motivated individual to provide an efficient and effective clerical service to the Sheffield Child and Adolescent Mental Health Service, to support the Assessment Clinic Pathway.
The post holder will be expected to prioritise their own workload to ensure appointment bookings and waiting list management are in line with the Trust waiting time standards and the Trust Access Policy, seeking reference from the Supervisor as required.The post holder will work to defined working procedures to maximise effective use of clinic capacity and help ensure the Trust meets local and national waiting time targets.
A significant responsibility of the role is waiting list management and clinic coordination, alongside delegation and supervisory approaches to Booking Coordinators where required.
Main duties of the job
- Manage bookings, cancellation, and reduction of clinics according to departmental guidelines.
- Coordinating and/or rearranging patient appointments if required and ensuring waiting times do not exceed the Trust target. Concentration and attention to detail is required for this.
- Adjust clinic booking as per departmental guidelines, adding or amending clinic appointment slots to maximise clinic capacity to assist in effective utilisation of clinic slots.
- Maintain waiting lists, monitoring patients on the list to ensure all patients are seen within the required target dates.
- Monitor and feedback issues concerning utilisation of clinic capacity to achieve waiting times so that remedial action can be taken.
- Co-ordinate the effective utilisation of clinic slots
- Monitor and circulate departmental information, such as notice for cancellation of clinics
About us
Sheffield Children's is one of three independent, specialist paediatric hospitals in the country, providing dedicated healthcare for children and young people across community, mental health and acute specialist settings.
We have three overarching aims that set the direction for the Trust in our vision "to create a healthier future for children and young people."
- Outstanding patient care
- Brilliant place to work
- Leader in children's health
Our commitment to rewarding colleagues is demonstrated through our brilliant reward and benefits offer including; generous annual leave entitlement and pension scheme and access to salary sacrifice schemes such as cycle to work and lease cars.
We are committed to supporting colleagues from different heritages and lifestyles while at work. This is supported through the offer we have in place for flexible working and the three equality network groups we have in place. Colleagues are encouraged to join these groups and request flexible working.
Job description
Job responsibilities
- Manage bookings, cancellation, and reduction of clinics according to departmental guidelines, coordinating and/or rearranging patient appointments if required and ensuring waiting times do not exceed the Trust target. Concentration and attention to detail is required for this.
- Adjust clinic booking as per departmental guidelines, adding or amending clinic appointment slots to maximise clinic capacity to assist in effective utilisation of clinic slots.
- Maintain waiting lists, monitoring patients on the list to ensure all patients are seen within the required target dates.
- Monitor and feedback issues concerning utilisation of clinic capacity to achieve waiting times so that remedial action can be taken.
- Co-ordinate the effective utilisation of clinic slots
- Monitor and circulate departmental information, such as notice for cancellation of clinics
- Close liaison with clinicians and Operational Managers to ensure bookings are made appropriately.
- Plan and organise work allocation, re-allocating tasks accordingly to meet organisational requirements.
- Daily support to the Bookings Coordinator in ensuring appointments are booked accurately and in a timely manner.
- Booking appointments in the Bookings Coordinator absence ensuring Business Continuity
- Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
- Establishing good levels of communication and liaison with other staff and departments to ensure the smooth running of clinics.
- Use of SystmOne and other local systems
- Check and update patient information.
- Make/change/cancel clinic appointments.
- Responsibility for ensuring all data entered on SystmOne is accurately recorded, with particular regards to ensuring no duplicate patient bookings are made.
- Ensure that policies, protocols, and procedures for the work of the department are followed.
- Ensure that the Trusts Code of Practice for Safeguarding Patient Information is adhered to at all times.
- Ensure that both the Trusts and the General Services Health and Safety Policies are adhered to at all times.
- Supporting the achievement of waiting times for patients.
- Collating information for monitoring and reporting of referral list, waiting times information and clinic utilisation.
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
Job description
Job responsibilities
- Manage bookings, cancellation, and reduction of clinics according to departmental guidelines, coordinating and/or rearranging patient appointments if required and ensuring waiting times do not exceed the Trust target. Concentration and attention to detail is required for this.
- Adjust clinic booking as per departmental guidelines, adding or amending clinic appointment slots to maximise clinic capacity to assist in effective utilisation of clinic slots.
- Maintain waiting lists, monitoring patients on the list to ensure all patients are seen within the required target dates.
- Monitor and feedback issues concerning utilisation of clinic capacity to achieve waiting times so that remedial action can be taken.
- Co-ordinate the effective utilisation of clinic slots
- Monitor and circulate departmental information, such as notice for cancellation of clinics
- Close liaison with clinicians and Operational Managers to ensure bookings are made appropriately.
- Plan and organise work allocation, re-allocating tasks accordingly to meet organisational requirements.
- Daily support to the Bookings Coordinator in ensuring appointments are booked accurately and in a timely manner.
- Booking appointments in the Bookings Coordinator absence ensuring Business Continuity
- Exercise independent judgement and initiative based on acquired experience and knowledge when problems arise by taking appropriate action to resolve the problems or referring to the appropriate person.
- Establishing good levels of communication and liaison with other staff and departments to ensure the smooth running of clinics.
- Use of SystmOne and other local systems
- Check and update patient information.
- Make/change/cancel clinic appointments.
- Responsibility for ensuring all data entered on SystmOne is accurately recorded, with particular regards to ensuring no duplicate patient bookings are made.
- Ensure that policies, protocols, and procedures for the work of the department are followed.
- Ensure that the Trusts Code of Practice for Safeguarding Patient Information is adhered to at all times.
- Ensure that both the Trusts and the General Services Health and Safety Policies are adhered to at all times.
- Supporting the achievement of waiting times for patients.
- Collating information for monitoring and reporting of referral list, waiting times information and clinic utilisation.
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
Person Specification
Qualifications
Essential
- NVQ Level 4 or equivalent experience
- 5 GCSE's or equivalent (grades A-C)
Desirable
- ECDL or equivalent qualification
- Proof of appropriate continuous professional development
Experience
Essential
- Previous experience of developing and implementing new office systems
- Good working knowledge of Microsoft Office packages especially excel
- Experience in coordination of clinics and clinic utilisation
- Experience of patient tracking and validation
Desirable
- NHS admin experience
- Experience of working within a NHS Clinic Bookings team
- Experience of working in a mental health service
- Devising and running office based administrative systems and procedures
Knowledge
Essential
- Developing, reviewing, and enhancing office systems and practice
- Understands confidentiality and upholds Trust policy at all times
- Advanced use of comprehensive range of IT software including Word, Excel and email.
- Highly organised with the ability to prioritise a diverse workload and proven ability to meet deadlines
- Ability to communicate with professionals from a broad range of agencies and services in a professional manner.
- Ability to adapt to change by discussing new ideas and solutions
Desirable
- Experience of bespoke database systems such as SystmOne.
Personal Attributes
Essential
- Adaptable and flexible to cope with fluctuating workloads
- Work as a member of a team
- Good interpersonal and communication skills for dealing with relatives/carers and professionals
- Good organisational skills including arranging appointments and meetings
- Work without direct supervision
- Work under pressure, meet deadlines and be self motivated
- Polite and courteous manner
- Use discretion and judgment on issues that are sensitive and highly confidential
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect, Excellence - Together we CARE
Person Specification
Qualifications
Essential
- NVQ Level 4 or equivalent experience
- 5 GCSE's or equivalent (grades A-C)
Desirable
- ECDL or equivalent qualification
- Proof of appropriate continuous professional development
Experience
Essential
- Previous experience of developing and implementing new office systems
- Good working knowledge of Microsoft Office packages especially excel
- Experience in coordination of clinics and clinic utilisation
- Experience of patient tracking and validation
Desirable
- NHS admin experience
- Experience of working within a NHS Clinic Bookings team
- Experience of working in a mental health service
- Devising and running office based administrative systems and procedures
Knowledge
Essential
- Developing, reviewing, and enhancing office systems and practice
- Understands confidentiality and upholds Trust policy at all times
- Advanced use of comprehensive range of IT software including Word, Excel and email.
- Highly organised with the ability to prioritise a diverse workload and proven ability to meet deadlines
- Ability to communicate with professionals from a broad range of agencies and services in a professional manner.
- Ability to adapt to change by discussing new ideas and solutions
Desirable
- Experience of bespoke database systems such as SystmOne.
Personal Attributes
Essential
- Adaptable and flexible to cope with fluctuating workloads
- Work as a member of a team
- Good interpersonal and communication skills for dealing with relatives/carers and professionals
- Good organisational skills including arranging appointments and meetings
- Work without direct supervision
- Work under pressure, meet deadlines and be self motivated
- Polite and courteous manner
- Use discretion and judgment on issues that are sensitive and highly confidential
Demonstrates Trust Values
Essential
- Compassion, Accountability, Respect, Excellence - Together we CARE
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
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).
