Ashford and St. Peter's Hospitals NHS Foundation Trust
About
Established in 1998 from the merger of Ashford and St. Peters Hospitals, the Trust has been on a long journey of development and improvement to its current position as the largest provider of acute hospital services to Surrey residents. It became a Foundation Trust in December 2010.
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in the boroughs of Runnymede, Spelthorne, Woking and parts of Elmbridge, Hounslow, Surrey Heath and beyond. The Trust employs around 4,400 individual members of staff. Our turnover was £425 million in 2021/22.
The Trust provides a whole range of services across its hospital sites. The majority of planned care, like day case and orthopaedic surgery and rehabilitation services, is provided at Ashford Hospital, with more complex medical and surgical care and emergency services at St. Peters Hospital.
Key details
Location:
Site: Ashford and St Peter's Hospitals
Address: Guildford Rd
Town: Lyne, Chertsey
Postcode: KT16 0PZ
Major / Minor Region: Surrey
Contract type & working pattern:
Contract: Permanent
Hours: Full time - 37.5 hours per week
Salary:
Salary: £31,469 - £38,308 pa. inc. HCA
Salary period: Yearly
Grade: (NHS AfC: Band 5)
Specialty:
Main area: General Specialist Medicine
Job Overview
An exciting Band 5 opportunity has arisen to further improve the Diabetes & Endocrinology Team. To ensure the successful management and leadership of the Clinical Office and Booking Office team for Diabetes & Endocrinology services in line with Trust Values, Strategic Objectives, Policies and Procedure. It is a full-time post of 37.5 hours. The candidate requires a high level of organisational skills, attention to detail, and someone who is good at communicating with a wide range of health care professionals.
Detailed Job Description And Main Responsibilities
* Effectively manage the clinical office, administration and Outpatient clinic capacity to agreed Standard Operating Procedures and Key Performance Indicators, and in line with the Trust Values, Policies and Procedures.
* Line Manager for the clinical office staff, reception staff, ward reception staff including appraisal, monitoring and managing sickness, capability, disciplinary and mandatory training in line with Trust policies and procedures.
* Robust planning and recording of all types of leave including annual leave, special leave, and sickness for Clinical Office staff. Facilitating regular team meetings with clinical office team.
* Support the Service Management to ensure clinic capacity is maintained to prevent two-week-rule and 18 week breaches and request additional clinics as necessary, liaising directly with the Consultants, Doctors, Lead Orthoptist and Nursing team, to arrange availability of staff.
* Ensure clinics are not overbooked and necessary clinics are covered during times of annual leave and overall management of the transcriptions calendar.
* Escalate any operational or capacity issues to Service Management to ensure compliance with Trust targets and quality of patient care.
* Participate in the recruitment and selection and interview process for new members of administration staff as required and ensure Trust training undertaken.
* Review local standard office procedures and policies ensuring they are current and meet the requirements of the service and make changes to these policies when required.
* Manage and book out the patients on the daily ASI lists through eRS identifying and raising sub-speciality capacity issues with Service Management.
* Check and action Advice and Guidance requests from GPs daily, expedite Consultant triage and respond back to the provider within 48 hours.
* Must be conversant with Cerner, Evolve, LUNA, Locums nest and any other system relevant to your role. Must have working knowledge of these systems for in-putting and extracting relevant data in line with attendance at weekly non-admitted PTL meetings.
* Undertake projects as directed by the Service Manager.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Person specification
Experience
Essential criteria:
* Substantial NHS administration experience
* Use of computer packages such as databases, excel
* Experience of working in a front line position with the General Public
Desirable criteria:
* Previous NHS Acute Hospital knowledge
Knowledge
Essential criteria:
* Trust vision, values, strategic objectives and key work programmes
Desirable criteria:
* Comprehensive knowledge of 18 week RTT target
Skills
Essential criteria:
* Ability to work independently
* Ability to effectively communicate at all levels
* Excellent communication skill verbal and written
* Excellent interpersonal skills
* Experience of managing complex situations in a busy and fast-paced environment
* Organisation of work
* Prioritising workload
* Computer skills in excel and email
* Willingness to attend in-house training
* Ability to liaise with all levels of staff
Other Requirements
Essential criteria:
* Ability to travel between Trust sites
* Ability to be flexible to meet the needs of the team, the service and the Trust
* Ability to work as part of a team
* Calm approach at all times especially when under pressure of time constraints
* Ability to prioritize and organize own workload
Qualifications
Essential criteria:
* Degree or demonstrable equivalent practical experience of working in an admin team setting
* ECDL or equivalent IT literacy
Desirable criteria:
* Proof of completion of a management training course
Further details / informal visits contact
Name: Gavin Wood
Job title: Assistant Service Manager
Email address: [email protected]
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