Job summary The Trauma & Orthopaedics department are looking for an efficient, organised and experienced administrator who can help support the day to day running of our busy fracture clinics. We are looking for an individual who is organised, customer focused, adaptable and able to communicate effectively with patients, clinicians and other admin staff within the department. The role is varied and so a flexible attitude and approach to work is a must as no two days will be the same, however some of the daily tasks will include prepping medical records, booking patients into clinic, answering telephone enquiries and dealing with colleagues both within T&O and across the wider trust. We need someone who will work well under pressure and approach tasks methodically and logically. We are looking for someone who will bring a positive attitude and enthusiasm to the role as well as an individual who will have the confidence to work autonomously once trained. Main duties of the job The role will be to provide a comprehensive and quality service to Consultants and SpecialtyManagers in the management of waiting lists and the planning of operating lists. Provide a comprehensive knowledge of a wide range of hospital procedures, waiting listpolicies and software programmes.Manage and organise Consultants waiting lists, identify problems, deal with them using yourown initiative and strategically plan own workload.The Admissions Co-ordinator holds a key role in the achievement of Government and Trusttargets and the Trust's financial division.The post-holder will take an active role in the Patient Agreed Booking Programme and theElectronic Patient Record project.Participation as a team member in the smooth running of the day-to-day operationalmanagement of the GI & Breast Surgery Admissions Department. About us Royal Surrey is a compassionate and collaborative acute and community Trust. Recognising that our 5000 colleagues are our greatest strength, we offer a comprehensive health and wellbeing program along with a commitment to developing and advancing your career. Our diverse and welcoming Royal Surrey family will ensure you that you feel valued from your initial interview through your entire tenure. We are clinically led and provide joined up care by bridging the gap between hospital and community services alongside regional specialist cancer care. Our main acute hospital site is in Guildford with community hospital sites at Milford, Haslemere and Cranleigh. We provide adult community health services in homes across Guildford and Waverley. We have received an overall Good rating from the CQC with Medical care (including older peoples care), End of Life Care and Maternity services being deemed Outstanding by the CQC. Royal Surrey has a strong reputation and history to build on. We are proud of our achievements and we are investing in our colleagues through our commitment to supporting professional development as well as investing more than £45 million in our physical environment and new equipment in the next few years. There has never been a better time to join us. Although it isn't the Trusts normal practice, adverts may close early, so you are encouraged to submit an application as soon as possible. A video about the Royal Surrey - https://www.youtube.com/watch?v5HsiGn9joTQ Date posted 30 October 2024 Pay scheme Agenda for change Band Band 3 Salary £25,329 to £26,958 a year per annum inclucing HCAS Contract Permanent Working pattern Full-time Reference number C9384-AR-EMF17070 Job locations The Royal Surrey Hospital Egerton Rd Guildford GU2 7XX Job description Job responsibilities Please see the attached job description and person specification. The post holder will manage elective admissions for Consultants and Registrarsadhering to defined polices and trust general polices. The post holder will implementchange in their own area relation to the management of waiting lists, and beresponsible for the management of admissions in line with clinical need and the TrustAccess Policy and targets. To be responsible for managing the Patient Target Lists (PTL) ensuring patients aredated within their waiting time breach target dates. To actively monitor and managethe pathway of patients in defined specialities referred to the trust within the relevanttime scales. Responsible for assessing and planning the capacity of waiting lists andtheatre list availability, to ensure maximise utilisation of list and to organise extraoperating lists when appropriate. To be fully conversant with 18 weeks RTT policy. To be responsible for organising operation dates with patients in strict order of thewaiting list, taking into account case mix, instrument availability, age, medication,surgeon, anaesthetist Instrument availability To liaise with other admission co-ordinators regarding equipment i.e. whether otherspecialities are using certain lasers, microscopes which would inhibit the booking ofcertain procedures on other lists. Responsible for identifying potential day case procedure that may have beenpresented to admission office as possible inpatient car. To work in conjunction withClinicians to ensure that all theatre list are fully utilised. Be responsible for organising operating lists for a selection of surgeons and toreplace any cancellations with suitable replacements. Responsible for managing cancelled operations, ensuring the government policy isstrictly adhered to when rebooking patients, i.e. 28 days breaches. To liaise with other admission co-ordinators to use any vacated operating lists to fullyutilise theatre operating time to maintain financial balance. To be aware of availability of staff and events that may impact on the patientpathway. Responsible for notifying relevant departments when potential bottlenecks/ delays inpatients pathway are going to have an effect on the probable operation date i.e. toactively monitor diagnostic delays which may result in a patient pathway breachsituation Responsible for ensuring that patients who have opted out of patient 18 weeks RTTpathway to have their reinstatement managed correctly, ensuring that patient isreferred back to their GP. The post holder may be required to supervise and mentor any junior staff within theAdmissions Team. In addition to own work load, the post holder will provide cover for colleagues in theteam during annual leave, sick leave and during busy periods where there is animbalance of work. To liaise with the PCT Liaison office with regards to authorisation of TNNF patientsensuring that the department is aware of 18 weeks RTT breach dates, activelymonitoring the outcomes of authorisation request and ensuring that patients aredated accordingly within their breach dates or removed from the waiting lists in atimely fashion should authorisation be refused by the PCT. The post holder must have the ability to rearrange patient appointments at extremelyshort notice in the event of unexpected theatre changes i.e. surgeon, theatre staff oranaesthetist unavailable, equipment failure or emergency patient having to taketheatre space therefore cancelling elective admissions. Extra theatre lists aresometimes to be booked at very short notice i.e. waiting list imitative lists or lists forother providers. To be able to represent the admissions service at senior manager meetings e.g.Waiting List Meetings, Theatre Allocations Meeting. Ensure patient choice policy is complied with and to avoid breach of governmenttargets. To be responsible for managing cancelled operations, ensuring government policy isfollowed when re-booking patients. Job description Job responsibilities Please see the attached job description and person specification. The post holder will manage elective admissions for Consultants and Registrarsadhering to defined polices and trust general polices. The post holder will implementchange in their own area relation to the management of waiting lists, and beresponsible for the management of admissions in line with clinical need and the TrustAccess Policy and targets. To be responsible for managing the Patient Target Lists (PTL) ensuring patients aredated within their waiting time breach target dates. To actively monitor and managethe pathway of patients in defined specialities referred to the trust within the relevanttime scales. Responsible for assessing and planning the capacity of waiting lists andtheatre list availability, to ensure maximise utilisation of list and to organise extraoperating lists when appropriate. To be fully conversant with 18 weeks RTT policy. To be responsible for organising operation dates with patients in strict order of thewaiting list, taking into account case mix, instrument availability, age, medication,surgeon, anaesthetist Instrument availability To liaise with other admission co-ordinators regarding equipment i.e. whether otherspecialities are using certain lasers, microscopes which would inhibit the booking ofcertain procedures on other lists. Responsible for identifying potential day case procedure that may have beenpresented to admission office as possible inpatient car. To work in conjunction withClinicians to ensure that all theatre list are fully utilised. Be responsible for organising operating lists for a selection of surgeons and toreplace any cancellations with suitable replacements. Responsible for managing cancelled operations, ensuring the government policy isstrictly adhered to when rebooking patients, i.e. 28 days breaches. To liaise with other admission co-ordinators to use any vacated operating lists to fullyutilise theatre operating time to maintain financial balance. To be aware of availability of staff and events that may impact on the patientpathway. Responsible for notifying relevant departments when potential bottlenecks/ delays inpatients pathway are going to have an effect on the probable operation date i.e. toactively monitor diagnostic delays which may result in a patient pathway breachsituation Responsible for ensuring that patients who have opted out of patient 18 weeks RTTpathway to have their reinstatement managed correctly, ensuring that patient isreferred back to their GP. The post holder may be required to supervise and mentor any junior staff within theAdmissions Team. In addition to own work load, the post holder will provide cover for colleagues in theteam during annual leave, sick leave and during busy periods where there is animbalance of work. To liaise with the PCT Liaison office with regards to authorisation of TNNF patientsensuring that the department is aware of 18 weeks RTT breach dates, activelymonitoring the outcomes of authorisation request and ensuring that patients aredated accordingly within their breach dates or removed from the waiting lists in atimely fashion should authorisation be refused by the PCT. The post holder must have the ability to rearrange patient appointments at extremelyshort notice in the event of unexpected theatre changes i.e. surgeon, theatre staff oranaesthetist unavailable, equipment failure or emergency patient having to taketheatre space therefore cancelling elective admissions. Extra theatre lists aresometimes to be booked at very short notice i.e. waiting list imitative lists or lists forother providers. To be able to represent the admissions service at senior manager meetings e.g.Waiting List Meetings, Theatre Allocations Meeting. Ensure patient choice policy is complied with and to avoid breach of governmenttargets. To be responsible for managing cancelled operations, ensuring government policy isfollowed when re-booking patients. Person Specification Qualifications Essential GCSE C/5 or above in English and Maths (or equivalent) Desirable Cerner training for electronic booking (on the job training will be given and competencies need to be achieved). Knowledge and Experience Essential Previous work in similar environment. Understanding of a range of Trust policies and management procedures. Desirable Understanding of medical conditions and terminology Skills and Capabilities Essential Excellent communication skills, courteous and efficient. Manage own workload with good time keeping. Good time management and ability to prioritise tasks appropriately. Works well under pressure. Able to manage communication with tact and diplomacy. Proven ability to problem solve and act proactively. Ability to use a standard PC and MS Office packages. Good attention to detail Ability to deal with a range of routine activities. Desirable Able to use 'Cerner' electronic patient record system. (on the job training will be given and competency in this demonstrated). Person Specification Qualifications Essential GCSE C/5 or above in English and Maths (or equivalent) Desirable Cerner training for electronic booking (on the job training will be given and competencies need to be achieved). Knowledge and Experience Essential Previous work in similar environment. Understanding of a range of Trust policies and management procedures. Desirable Understanding of medical conditions and terminology Skills and Capabilities Essential Excellent communication skills, courteous and efficient. Manage own workload with good time keeping. Good time management and ability to prioritise tasks appropriately. Works well under pressure. Able to manage communication with tact and diplomacy. Proven ability to problem solve and act proactively. Ability to use a standard PC and MS Office packages. Good attention to detail Ability to deal with a range of routine activities. Desirable Able to use 'Cerner' electronic patient record system. (on the job training will be given and competency in this demonstrated). 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 Royal Surrey NHS Foundation Trust Address The Royal Surrey Hospital Egerton Rd Guildford GU2 7XX Employer's website https://www.royalsurrey.nhs.uk/ (Opens in a new tab)