The Job description and Person Specification are attached to this job advert please review for the full details, skills and responsibilities. Specific Team Leadership Responsibilities 1 Provide leadership and support to the Waiting List Office staff and offer hands-on training for new staff and or new processes to all staff. 2 Carry out objective setting and appraisal for all direct reports 3 Lead all staff in effective utilisation of all available theatre sessions and population of lists in line with agreed priorities 4 Prepare and attend the weekly theatre operational group meeting and report any operational requirements or adjustments needed to ensure a smooth flow through theatres. 5 To train and mentor staff in the use of ATOM times to ensure the staff are allocating the right amount of operation time required for the procedure and to allow maximum utilisation of theatre capacity. 6 To train and mentor all staff in the use of waiting list procedure coding allocated to waiting list entries based on specific procedures per patient. 7 To train and mentor staff in the use of the 18 week PTL and the IPM waiting list entries. 8 The post holder will be the main point of contact and coordinator for the patient from the point of outpatient clinic appointment though to their admission and discharge. 9 To create and develop staff rotas in conjunction with the Waiting List Manager to ensure cover of vital key areas and maintain leave trackers to ensure up to date records are held in a central area to be accessible to all staff that required the information. 10 Ensure that all leave and sickness is appropriately recorded and applied for according to due process. Monitor allocations and provide forward notice to staff with regards to managing their leave. 11 Act as a central point of contact for Waiting List staff who are unexpectedly absent from work and to ensure the service is covered by assessing workloads and contributing to help cover the teams core activities. Carry out return to work interviews and ensure the Health Roster system is updated. 12 Ensure that when any bank staff are required to support the Waiting List office that they are requested on Health Roster in sufficient time. 13 To participate in the recruitment and selection process of the Waiting List office team. Managing Waiting Lists and Admission Procedures 14 Working closely with clinicians and theatre scheduling/theatre teams to ensure optimal utilisation of theatre time; using all available sessions and populating lists against agreed priority criteria and problems escalated to the Operating Theatre Teams and the General Manager as appropriate. 15 Ensure patients are communicated with in a timely and professional manner against agreed standards for TCI and cancellations. 16 Ensure full compliance with suspension and cancellation policies, providing timely information to surgeons, theatre staff and divisional leads. 17 To review patient correspondence on evolve and info flex on a regular basis to interpret and assist in managing the patients pathways to preventing any 52 week breaches. 18 Responsible for auditing the ICE system on a daily basis to ensure that all ETCI forms have been dealt with in accordance with the department policies and procedures. Addressing any issues as and when they arise. 19 Responsible for auditing the waiting lists on the IPM system on a daily basis, ensuring accurate data quality highlighting any potential issues and addressing these with the appropriate staff. 20 Interpret and analyse the IPM system. Problem solve any discrepancies across the wider Trust; reporting any issues to senior management where admissions may need to be corrected to ensure the patients waiting list entries are appropriately used on the wards at the point of admission. Working with Hospital Colleagues 21 To maintain continuity of communication with the clinician in the administration of the waiting list. Liaise with surgeons, anaesthetists, pharmacist, pre op assessment nursing and secretaries regarding the status of patients whose waiting list entries have been recorded as deferred or suspended. 22 To attend the 18 week PTL meeting on a weekly basis reporting any potential service risks. 23 To proactively identify opportunities for improvement and efficiency of waiting list administration and the utilisation of elective capacity. 24 Assist the PALS and complaints department investigating areas of concern with patient information regarding waiting list or surgery dates. 25 Meet regularly with specific consultants to review waiting lists and theatre utilisation. 26 Supply theatres and all clinicians, of all admissions in advance, highlighting equipment or individual patient specific needs. Provision of Information 27 Monitor closely on a daily basis the Waiting List. Report and action accordingly, reporting on bottlenecks and avoiding patient breaches escalating any issues to the service managers. 28 Complete and record outcomes of offer on IPM, ensuring accurate information reflecting refusals of reasonable offers of admission for non-clinical reasons thus providing an audit trail on all episodes. 29 Provide regular validation reports as directed by the Waiting List Office Manager. 30 To work in conjunction with the Waiting List Manager to monitor and manage the surgical inpatient list, ensuring that reportable waiting deadlines are not breached. 31 To liaise with the Theatre Leads, Service Managers, Surgeons and any other key administrative staff to validate waiting list information and to develop effective administrative process to ensure and maintain the accuracy of said information. 32 Create spreadsheet reports by collecting daily audit data and provide initial summary analysis on operations cancelled on the day of surgery as part of the theatre management process to track all operations cancelled on the day and flag all hospital initiated cancellations ensuring that the patients are offered new dates for surgery within 28 days in accordance with the Cancelled operations policy. Escalate any potential breaches to the Waiting list manager and specialty Service Manager. Liaison with the Public 33 To treat emotionally distressed patients with sensitivity, dignity and respect either 1:1 or by telephone and advise where possible the best course of action. i.e. GP, consultant 34 Occasional exposure to verbal aggression from patients and relatives. You must be able to handle these situations in a professional manner 35 In accordance with the Trust Access, Booking and Choice policy, to remove patients from the waiting list and ensure full notification to relevant parties (including patient and GP). Any Other Duties 36 To attend seminars, training and briefings that are beneficial to both personal and departmental development and feedback to the teams as appropriate 37 To oversee the departments stock levels; using Lyreco and Insight to process orders required. 38 Undertake any duties relevant to the purpose of the post.