Job summary An exciting opportunity has arisen for a 2 full time Patient Service Coordinator to join the Cardio-Respiratory CSU within the Cardiac Surgery Team at the Leeds General Infirmary and Respiratory Team at St James's Hospital. We are looking for focused and highly motivated individuals to join the Teams. The successful applicants will join an interesting and varied area of the Cardio-Respiratory CSU at LTHT and will be required to assist the Business Manager in the day to day running of the service. We are entirely committed to the Leeds Way values and expect all staff to demonstrate these values in every aspect of their role. General duties will include waiting list and clinic validation, PAS work, adding and amending adhoc outpatient clinics, staff line management and developing good working relationships with the team and all stakeholders involved for LTHT. The post holders will be expected to work closely with the management team, to support and implement service developments, manage access targets and review departmental systems to manage the patient pathway more effectively. The successful candidates must have excellent IT skills, and be able to demonstrate well developed organisational and communication skills showing attention to detail, along with the ability to work on their own initiative. Expected Shortlisting Date: 14th AprilPlanned Interview Date: 29th April Main duties of the job The roles and responsibilities associated with these posts are to manage speciality administration, clerical and secretarial staff to deliver services. The post holders will be expected to work closely with the Business and Service Managers, to support and implement service developments, manage access targets including referral to treatment targets. The posts will also require the successful candidate to review departmental systems and to manage the patient pathway more efficiently. The post holders will be liaising with nursing staff, medical personnel and other administration services within the directorate and the Trust. The positions dictates strong managerial skills, coupled with the ability to undertake quality improvement initiatives to enhance services. In addition to their site specific duties they will be expected to work closely with other Specialities within the directorate across SJUH, LGI, Seacroft and Wharfedale Hospitals. About us Come and join our team in Leeds and become part of The Leeds Way sharing our vision and values. Our Trust is recognised for our staff engagement, great care and rated GOOD by the Care Quality Commission. Leeds Teaching Hospitals NHS Trust is one of the largest acute health providers in the UK and based in one of the fastest growing and vibrant cities in the north. At Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive, caring teams who are champions of the Leeds Way values. Our values are part of what make us different from other Trusts, so we see this as a strength, as well as a responsibility. They have been developed by our staff and set out what they see as important to how we work. Our five values are: Patient-centred Collaborative Fair Accountable Empowered Leeds Teaching Hospitals is committed to our process of redeploying 'at risk' members of our existing workforce to new roles. As such, all our job adverts are subject to this policy and we reserve the right to close, delay or remove adverts while this process is completed. If you do experience a delay in the shortlisting stage of the recruitment cycle, please bear with us while this process is completed, and contact the named contact if you have any questions. Date posted 19 March 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year Contract Permanent Working pattern Full-time Reference number C9298-CRS-257 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities Principal Duties & Areas Of Responsibility STAFF MANAGEMENT Provide leadership, management and supervision to the patient administration team within the CSU. Establish robust communication systems with all staff, ensuring that supervisory staff conduct regular, effective team meetings. Lead the recruitment and selection of patient administration staff within the CSU. Ensure systems are in place for induction and orientation of new staff. Undertake staff appraisals and compile personal development plans in accordance with trust policy. Provide support for staff in undertaking continuing personal development opportunities. Implement Trust Attendance Management policy and maintain records for all staff. Manage staff annual leave, sickness absence, capability and staff grievances with support as required. Ensure that all members of staff work co-operatively with staff within and outside the CSU to ensure delivery of a high quality service. Take a lead role in reviewing and implementing new systems to ensure that both the clerical team and medical secretariat function effectively and within delegated budgets. Ensure that both an effective working relationship and good communication is maintained between all grades of staff, promoting positive morale within the team through mutual co-operation. Establish and maintain effective training plans to ensure that staff follow correct policy and procedure and respond to developments in the service. Ensure that staff are able to use electronic patient administration systems, providing support where appropriate. Develop effective relations with peers, working in co-operation and contributing to cover arrangements for annual leave, sickness and other absence. SERVICE MANAGEMENT Ensure that the provision of administration/access processes and services are of the highest quality and that they are responsive to the needs of patients, carers and the clinical teams, and that all processes adhere to Trust policy. Take a lead role in soliciting the views of patients, carers and members of the public in respect of the administrative services provided by the CSU. Ensure that outpatient clinics and appointments processes are administered effectively and that relevant quality standards are correctly measured and monitored; respond to problems and resolve appropriately. Ensure that theatre and bed capacity are used effectively. Through liaison with clinical and ward based teams including Site Matrons, jointly manage the daily elective and acute demand for admission and treatment ensuring that patients are treated in chronological order and clinical priority. Ensure effective systems for monitoring and validating activity are in place. Monitor waiting lists on a weekly basis. Identify and respond appropriately to potential problems and work with other members of the CSU to ensure patients are seen within agreed local and NHS Plan target times. Ensure the regular validation of waiting lists, following this up with any necessary action, advice, coaching and/or training of staff. The post holder will support their line manager to lead the establishment of new ways of working to improve patient access as directed in the NHS Plan, including the implementation of booking systems. Report to the CSU progress and achievement, including any areas of concern and an action plan detailing how these will be resolved. Establish effective systems of working with the CSU core team and with corporate administration and information teams. Ensure that the Patient Access Policy for Outpatient Management is implemented and that clinics are utilised efficiently, including ensuring the DNA policy is implemented as agreed by the CSU. Monitor reduced and cancelled clinics and respond appropriately in line with this policy. Ensure that the Patient Access Policy for Patients Waiting for Elective Inpatient and Daycase Admissions is implemented and that processes are monitored to check compliance with the policy. Lead casenote audit meetings in the CSU, selecting patient records for audit and reporting any breach of policy with recommendation for action, to the Business Manager. Investigate complaints relating to administration/access issues and implement changes in practice as required. Address the concerns of patients and service users and respond to their suggestions for local quality improvements. INFORMATION MANAGEMENT Ensure the appropriate recording, monitoring and management of inpatient and outpatient waiting lists, providing regular reports to agreed timescales. Identify and resolve any problems highlighted as a result of the monitoring undertaken. Implementation and monitor systems for timely and accurate collection and recording of patient related data, in conjunction with the CSU and Corporate Information staff. Identify and resolve any problems highlighted as a result of the monitoring undertaken. Contribute to monthly performance review meetings, providing data for this in a timely manner as requested. RESOURCE MANAGEMENT The post holder will support their line manger with the management of staff and non-staffing budgets; ensuring that available resources are deployed efficiently and effectively to support the administrative and operational processes. Establish systems to cover staff annual leave, sickness and vacancies and to reduce expenditure, contributing to the CSU financial plan. OTHER RESPONSIBILITIES All employees must maintain strict confidentiality in respect of patient and staff records. Comply with the requirements of the Caldicott Report, the Data Protection Act, Access to Health Records Act., Mental Health Act and subsequent legislation issued in relation to confidential data. Ensure all staff practice in accordance with these guidelines. Maintain a safe working environment, complying with Health and Safety policies and regulations. Undertake and facilitate risk assessments as required, take any corrective action required and record any untoward risk incidents in accordance with trust procedures. Provide operational patient administration/access support and advice to other members of the CSU as required. Support and assist the Business Manager with other projects and responsibilities as required. Job description Job responsibilities Principal Duties & Areas Of Responsibility STAFF MANAGEMENT Provide leadership, management and supervision to the patient administration team within the CSU. Establish robust communication systems with all staff, ensuring that supervisory staff conduct regular, effective team meetings. Lead the recruitment and selection of patient administration staff within the CSU. Ensure systems are in place for induction and orientation of new staff. Undertake staff appraisals and compile personal development plans in accordance with trust policy. Provide support for staff in undertaking continuing personal development opportunities. Implement Trust Attendance Management policy and maintain records for all staff. Manage staff annual leave, sickness absence, capability and staff grievances with support as required. Ensure that all members of staff work co-operatively with staff within and outside the CSU to ensure delivery of a high quality service. Take a lead role in reviewing and implementing new systems to ensure that both the clerical team and medical secretariat function effectively and within delegated budgets. Ensure that both an effective working relationship and good communication is maintained between all grades of staff, promoting positive morale within the team through mutual co-operation. Establish and maintain effective training plans to ensure that staff follow correct policy and procedure and respond to developments in the service. Ensure that staff are able to use electronic patient administration systems, providing support where appropriate. Develop effective relations with peers, working in co-operation and contributing to cover arrangements for annual leave, sickness and other absence. SERVICE MANAGEMENT Ensure that the provision of administration/access processes and services are of the highest quality and that they are responsive to the needs of patients, carers and the clinical teams, and that all processes adhere to Trust policy. Take a lead role in soliciting the views of patients, carers and members of the public in respect of the administrative services provided by the CSU. Ensure that outpatient clinics and appointments processes are administered effectively and that relevant quality standards are correctly measured and monitored; respond to problems and resolve appropriately. Ensure that theatre and bed capacity are used effectively. Through liaison with clinical and ward based teams including Site Matrons, jointly manage the daily elective and acute demand for admission and treatment ensuring that patients are treated in chronological order and clinical priority. Ensure effective systems for monitoring and validating activity are in place. Monitor waiting lists on a weekly basis. Identify and respond appropriately to potential problems and work with other members of the CSU to ensure patients are seen within agreed local and NHS Plan target times. Ensure the regular validation of waiting lists, following this up with any necessary action, advice, coaching and/or training of staff. The post holder will support their line manager to lead the establishment of new ways of working to improve patient access as directed in the NHS Plan, including the implementation of booking systems. Report to the CSU progress and achievement, including any areas of concern and an action plan detailing how these will be resolved. Establish effective systems of working with the CSU core team and with corporate administration and information teams. Ensure that the Patient Access Policy for Outpatient Management is implemented and that clinics are utilised efficiently, including ensuring the DNA policy is implemented as agreed by the CSU. Monitor reduced and cancelled clinics and respond appropriately in line with this policy. Ensure that the Patient Access Policy for Patients Waiting for Elective Inpatient and Daycase Admissions is implemented and that processes are monitored to check compliance with the policy. Lead casenote audit meetings in the CSU, selecting patient records for audit and reporting any breach of policy with recommendation for action, to the Business Manager. Investigate complaints relating to administration/access issues and implement changes in practice as required. Address the concerns of patients and service users and respond to their suggestions for local quality improvements. INFORMATION MANAGEMENT Ensure the appropriate recording, monitoring and management of inpatient and outpatient waiting lists, providing regular reports to agreed timescales. Identify and resolve any problems highlighted as a result of the monitoring undertaken. Implementation and monitor systems for timely and accurate collection and recording of patient related data, in conjunction with the CSU and Corporate Information staff. Identify and resolve any problems highlighted as a result of the monitoring undertaken. Contribute to monthly performance review meetings, providing data for this in a timely manner as requested. RESOURCE MANAGEMENT The post holder will support their line manger with the management of staff and non-staffing budgets; ensuring that available resources are deployed efficiently and effectively to support the administrative and operational processes. Establish systems to cover staff annual leave, sickness and vacancies and to reduce expenditure, contributing to the CSU financial plan. OTHER RESPONSIBILITIES All employees must maintain strict confidentiality in respect of patient and staff records. Comply with the requirements of the Caldicott Report, the Data Protection Act, Access to Health Records Act., Mental Health Act and subsequent legislation issued in relation to confidential data. Ensure all staff practice in accordance with these guidelines. Maintain a safe working environment, complying with Health and Safety policies and regulations. Undertake and facilitate risk assessments as required, take any corrective action required and record any untoward risk incidents in accordance with trust procedures. Provide operational patient administration/access support and advice to other members of the CSU as required. Support and assist the Business Manager with other projects and responsibilities as required. Person Specification Qualifications Essential Good general standard of education Training in the use of PAS/Clinicom Training in Excel, Word and the use of databases Skills & behaviours Essential Ability to work well under pressure Ability to motivate staff Knowledge of Trust access policies and national rules on waiting times reporting Understanding of capacity planning and management PAS use Experience Essential Experiencing of managing a team of administration staff Experience of inpatient and outpatient waiting list validation Experience of working with clinical team Person Specification Qualifications Essential Good general standard of education Training in the use of PAS/Clinicom Training in Excel, Word and the use of databases Skills & behaviours Essential Ability to work well under pressure Ability to motivate staff Knowledge of Trust access policies and national rules on waiting times reporting Understanding of capacity planning and management PAS use Experience Essential Experiencing of managing a team of administration staff Experience of inpatient and outpatient waiting list validation Experience of working with clinical team 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. Employer details Employer name Leeds Teaching Hospitals Address St. James's University Hospital Beckett Street Leeds LS9 7TF Employer's website https://www.leedsth.nhs.uk/ (Opens in a new tab)