Employer: Wrightington, Wigan and Leigh Teaching Hospitals NHS Foundation Trust
Employer type: NHS
Site: Aspull Health and Wellbeing Centre
Town: Wigan
Salary: £24,071 - £25,674 pa pro rata
Salary period: Yearly
Closing: 25/02/2025 23:59
Surgical Appliances Deputy Co-ordinator
NHS AfC: Band 3
Choose Well - Choose WWL
Job overview
This is a permanent, full-time post (37.5 hours) to be worked across Monday to Sunday.
The Surgical Appliances Deputy Co-Ordinator will play a key role in supporting the Surgical Appliances Team for the Community Division; deputising for the team manager in their absence by actioning and organising patient appointments, taking and dealing with incoming referrals for various clinical services teams, and handling calls and queries from patients, professionals, colleagues, and the public. The post holder will also be responsible for closely monitoring patients within the system and tracking patients through pathways across the primary, community, secondary, and third sectors if required.
Actioning general administrative and secretarial tasks, providing data as requested, ordering and invoicing supplies, and supporting with organising and minute-taking at meetings and MDTs.
NHS experience is preferred. This vacancy will close early if enough quality applications are received.
Main duties of the job
* To communicate effectively in a variety of ways with patients and carers to ensure the smooth delivery of the service in an efficient, tactful, sensitive, and professional manner, including telephone, video conferencing, or face-to-face.
* Deputising for the Team Manager in their absence.
* Chaperoning clinics across the borough.
* Handling calls and providing a high level of customer service.
* Providing the first point of contact for service user enquiries.
* Assessing patient needs, supported by local policies, to ensure that patients are prioritised appropriately and directed to the correct endpoint.
* Registering referrals received and scanning documentation onto electronic patient records using SystmOne and OPAS.
* Ensuring that all referrals and relevant information are accurately inputted onto the SystmOne database and OPAS, and that the patient tracking process is followed appropriately.
* Monitoring patients through their pathway, liaising with appropriate clinical leads, service leads, and GPs to ensure that all parts of the pathway are delivered in a timely and efficient manner, including urgent requests from GPs, patients, and other health care professionals.
* Supporting in the monitoring of all targets/outcomes.
* Liaising with the referrer for clarification on individual patients and gathering any missing data required to support care delivery.
* Maintaining the systems and processes required to support the tracking of patients and identifying service improvements where necessary.
* Escalating any issues in relation to patient pathways to the service Team Leader.
* Actioning DNAs and cancellations as per local protocols.
* Providing audio typing, reports, and letters as requested.
* Arranging meetings, taking, and transcribing notes for meetings, ensuring they are accurate and distributed in a timely manner when required.
* Compiling data and ensuring agreed timescales are met.
* Prioritising workload effectively to ensure response times are maintained and agreed timescales are met.
* Having a full understanding and being able to accurately use the full Electronic Patient Record using SystmOne and OPAS.
* Providing a general admin and confidential service to clinical services as agreed, including general administrative support dealing with phone calls, correspondence, and typing of reports and letters.
* Having a full understanding of all Microsoft Office Suite.
* Managing/book clinic rooms and meeting rooms and keeping room availability updated as appropriate.
* Liaising with internal departments and external agencies as required.
* Supporting clinical teams with setting up weekly appointments and ensuring they are in line with the Trust policies.
* Participating in audits as required.
* Being responsible for any other administrative tasks as delegated.
* Assisting with the day-to-day organisation of the team to contribute to the smooth running of the service.
* Ordering stock of stationery and NHS Supplies for the teams as agreed by the service using SBS Oracle, ensuring adequate stock, non-stock requisition items, and processing of Non-Po invoices.
* Assisting with the induction and training of new staff.
* Supervising staff including 1-1 meetings and PDRs.
* Working as a member of the Surgical Appliances Team and communicating relevant information to team members.
* Liaising with internal departments and external agencies.
* Complying with Trust Policies and Procedures.
* Respecting the individuality, values, culture, and religious diversity of clients and contributing to the provision of a service sensitive to these needs.
* Maintaining patient and staff confidentiality at all times.
* Exercising good personal time management, punctuality, and consistent attendance.
* Reporting any service equipment deficits/faults to estates and facilities.
* Maintaining own professional development and mandatory training.
* Actively participating in the Trust's appraisal system and supervision by highlighting areas of good personal practice or development needs.
Responsibility for Health & Safety
Compliance with the Health & Safety at Work Act 1974 – the post holder is required to fulfil a proactive role towards the management of risk in all of their actions. This entails the risk assessment of all situations, taking appropriate actions, and reporting all incidents, near misses, and hazards, and a statutory duty of care for their own personal safety and that of others who may be affected by their acts or omissions.
Person specification
Qualifications
* Literacy and numeracy skills
* NVQ 3 in Business Administration or Customer Care or equivalent experience
Experience
* Admin or Secretarial experience
* Good knowledge of Microsoft Word and other Microsoft packages
* Experience of working as part of a team
* Experience in dealing with the public
* Previous NHS experience
* Experience of NHS computer systems including System One
Skills
* Good numerical skills for compilation of statistics
* Excellent telephone manner and interpersonal skills
* Good typing skills, including speed and accuracy
* Demonstrate the ability to work effectively without supervision
* Ability to work as part of a multi-disciplinary team.
* Ability to work calmly and methodically when under pressure from busy caseloads.
* Demonstrate good organisational/prioritising skills.
* Excellent communicator, both verbal and written
Knowledge
* Knowledge of Microsoft Word, Excel Spreadsheets, Access Database, and PowerPoint packages
* Knowledge of medical terminology
Additional
* Speak English to an appropriate standard relevant to their role, i.e., with confidence and accuracy, using correct sentence structures and vocabulary, and without hesitation
* Demonstrate an understanding of the importance of confidentiality in dealing with patient’s and staff details and work in a confidential manner and an understanding of the Data Protection Act.
* The ability to travel independently across the Trust, including all community premises as required
* The ability to work flexibly in accordance with service needs, which may include weekend and evening working.
Our Trust prefers candidates to submit applications online. Please contact the Recruitment Team on 01942 244000 if you have difficulty applying online.
The Trust reserves the right to close adverts earlier than the stated closing date if there is a high volume of applications.
We endeavour to inform all applicants of the outcome of their application by email or SMS text message.
Guidance on Completing Your Application
Applications are scored against the person specification; therefore, we recommend that you use the supporting information section of your application form to demonstrate how you meet the essential and desirable criteria for the role, providing illustrative examples where possible.
On-Call
Please note that some roles may require you to participate in an on-call rota if the role is predominantly operational.
WWL has signed up to the Greater Manchester Continuous Service Commitment and will recognise your continuous or ‘unbroken’ service in any Greater Manchester Local Authority or NHS organisation, Transport for Greater Manchester, Greater Manchester Fire and Rescue Service, or Greater Manchester Combined Authority; giving you access to our service-related benefits.
Employer certification / accreditation badges
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.
Name: Emma Lawler
Job title: Surgical Appliances Team Manager
Email address: e.lawler@nhs.net
Telephone number: 07825 866943
If you have problems applying, contact
Address: Buckingham Row
Brick Kiln Lane
Wigan
WN1 1XX
Telephone: 07786 523454
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