Job summary
Please note thatinterviews for this role will be on Friday 6th December viaMicrosoft Teams.
An exciting opportunity has arisen for anenthusiastic and motivated individual to join the Surgical Division asDirectorate Support Officer covering ENT, OMFS and Dermatology.
This would be an excellent opportunity forsomeone wishing to progress their career within the NHS. We are looking for ahighly organised and self-reliant individual. You will be working with a widerange of stakeholders including Consultant Surgeons, Secretaries, Theatres andOutpatients whilst assisting in the management of the day to day function ofthe services. You will need to be an excellent communicator and be able tomanage access and activity targets including working to our internal andnational targets.
Main duties of the job
Support with line management of Directorates administrative staff
Ensure there are adequate procedures in place within thespecialities for booking of patients in a timely manner, to be aware of thestatus of capacity and booking, ensuring maximum utilisation of availablecapacity within our Out Patient and Theatre activity
Make operational arrangements for additional Theatres/Outpatientsessions, according to availability of Consultants; this includes liaising withTheatres and Outpatient staff and the relevant clinics on all sites
Manage administrative and medical recruitment in the Directorate
RTT Validation and understanding of the Trusts RTT policies andprocedures
Support the departments Rota's, including managing sickness and vacant rota gaps
Creating Agenda's and taking minutes within the monthly directorate meetings
About us
Our purpose is simple - Putting Patients First. We are looking for exceptional colleagues who can help us achieve this.
Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.
The Trust operates hospital-based services from three sites in Kidderminster, Redditch and Worcester
Our workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care. You could be one of them.
We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward. Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.
Our objectives are simple:
1. Best services for local people
2. Best experience of care and best outcomes for our patients
3. Best use of resources
4. Best people
Better never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.
We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description
Job responsibilities
Post Title: Directorate Support Officer
Pay Band: 5
Hours: Full-time hours per work
Contract: Permanent
Location / Department: County-wide /Surgery
Accountable to: Directorate Support Manager
Reportsto: DirectorateManager
Ref: 365-A-21-167847
Key Working Relationships:
Internal: Divisional Management Team,Waiting List Manager, Team Leaders Health Records, Medical Secretaries,Appointments Clerks, Receptionists, Ward Clerks, Information Department,Patient Services Department, Legal Services
External: Primary Care Networks (PCNs),Clinical CommissioningGroups (CCGs), Patients and their relatives
Risk Assessment:
Works with display screen equipment for prolonged periods
Sitting for prolonged periods
Job Purpose:
To support the Directorate Team inworking with the clinical teams andmanagement teams to establish clinical and non-clinical performance targets andco-ordinate the monitoring of these through an agreed set of performanceindicators
To Line management of Directorates administrative staff
To particapte in the management of complaints/PALs issues
To use skills/knowledge to: further develop patient pathways toimprove access to surgical services; to improve the flow and management ofcomplaints within the Division
Ensure personal skills and knowledge of National and Local AccessPolicies are maintained by attending in-house training and through thedirection of the Divisional Management Team
To liaise with patients/relatives concerning their surgicalpathway; administrate complaint/concerns to ensure all relevant information isgathered to enable to the Directorate to effectively investigate and respond tothe complainant
To have a good working knowledge of the Trusts electronic systemsto enable the post-holder to undertake his/her role ie, Datix, Oasis, Bluespier
KeyDuties:
Line management of Directorates administrative staff
To have an in-depth knowledge of the Patient Access Policy, assistwith the review of this Policy and be able to advise other staff on aspects ofthis Policy. Monitor the achievement of standards within the policy and goodpractice guidance and ensuring action is taken to improve performance againstthese standards
To liaise with Medical Secretaries, Health Records and Informationstaff to ensure patients are entered on to the waiting list appropriately.Check waiting list entries are correct, according to Patient Access Policy
Ensure there are adequate procedures in place within thespecialities for booking of patients in a timely manner, to be aware of thestatus of capacity and booking, ensuring maximum utilisation of availablecapacity
Make operational arrangements for additional Outpatient sessions,according to availability of Consultants; this includes liaising withOutpatient staffand the relevant clinics on all sites
Work with Consultants and medical secretaries with regards to non-clinicalprioritisation of patients for treatment, availability of operating slots,discuss situations where a decision needs to be made to remove a patient fromthe waiting list and those patients whose care could be transferred toalternative surgeons in order to expedite patient pathways, ensuring AccessPolicy is followed
Contact patients to agree treatment plan, taking account ofpatient availability and preferences, availability of surgeons andtheatre/clinic capacity. Ensure that all action is documented appropriately onthe Patient Administrative System
Make operational arrangements for additional theatre sessions,according to availability of surgeons; this includes liaising with theatrestaff, anaesthetic staff and the relevant wards on all sites
Respond to information requests from the Trust Access Team andCCGs with regard to surgical specialty patients
Provide Directorate Managers with regular position statement onthe position in relation to Access Targets, and inform of any cancellations, wherecapacity is required and not available, remedial action of any potentialdifficulties
Monitor mandatory training and PDRs of administrative staff withinthe Directorate
Manage administrative and medical recruitment in the Directorate
General Duties:
To facilitate completion of monthly payroll turnaround documentsfor the specialties
Support administrative staff as required
To undertake any other duties as may be required as appropriate inaccordance to the needs of the service
Person Specification
Experience
Essential
5. Administrative experience working at a senior level, supporting senior managers
6. Previous clerical or secretarial experience within the NHS, particularly developing and maintaining office systems
7. Previous experience of dealing with relevant stakeholders including patients, Consultants, administrative staff etc.
8. Experience using patient administration systems
9. Experience using Microsoft Office
Desirable
10. Previous managerial experience within the NHS
11. Previous analytical experience / assessment of processes
12. Previous line manager experience
Qualifications
Essential
13. GCSE or equivalent in English and Maths
14. Sound education background with evidence of continued personal development
Knowledge and Skills
Essential
15. Telephone skills
16. Clear communicator with excellent writing, data entry and presentation skills, capable of constructing and delivering clear information
17. In-depth knowledge of National and Local policies in respect of waiting times and targets 18 weeks, 2ww and 62 day pathway
18. Ability to develop pathways/processes and implement accordingly in line with Trust Policy
19. Ability to prioritise workload
20. Must be able to work as part of a team
21. To be aware of Clinical Governance and Data Protection ensuring patient confidentiality at all times
22. Ability to work on own initiative with minimal supervision
Additional Criteria
Essential
23. Self-motivated, enthusiastic, adaptable and flexible
24. Able to prioritise workloads
25. Able to work county-wide