Job summary An exciting and rewarding opportunity has arisen to join the Trauma and Related Services Clinical Service Unit (CSU). We are looking for a focused and highly motivated individual to join the management team in the role of Assistant Patient Services Coordinator (APSC), in Vascular Surgery. This is a 12-month secondment post with a possibility of becoming a permanent position. This post is pivotal in providing key operational support to ensure the delivery of a quality, patient focused service, with a key focus on day to day RTT management within the CSU. The post holder will join an established and supportive management team in the CSU. The successful candidate will be required to work with clinicians and administrative teams to support in the elective recovery for Vascular Surgery, within the Trauma and Related Services CSU. The post holder will be required to manage day to day aspects of service delivery, with a focus on achieving and monitoring access delivery performance in line with LTHT Trust policies. In addition to this, the role will involve Managing MDT Meetings which will include preparing, attending, minuting, and distributing the MDT minutes across the Vascular Clinicians. An 8am working start time will be required for this post due to the MDT and Handover meetings currently held with the Consultant team. Expected Shortlisting Date 07/04/2025 Planned Interview Date 14/04/2025 Main duties of the job The role of Assistant Patient Service Coordinator includes supporting both Patient Services Coordinators, (Acute PSC and Outpatient PSC) daily therefore, collaborative working and clear communication for this role is essential. Daily tasks can include but are not limited to, completing weekly KPI reports, attending stakeholder meetings, supporting secretarial tasks, handling patient complaints, PAS work and providing training within the TRS team. The post holder will be required to develop professional relationships with a wide range of key stakeholders to support the delivery functions of the service. The ideal candidate will have experience of working in an operational environment within the NHS. The role would suit someone with experience in an administrative role. For the right person this is a role that is both demanding and challenging, but equally rewarding, with the chance to develop your skills and career in a high profile and supportive NHS trust. The successful candidate will be able to demonstrate: Strong delivery acumen with a proven track record in this area. The ability to utilise and interpret data to achieve best results. Capability to work effectively under pressure, multi-task and prioritise heavy workloads. Maintenance of professional integrity always. An adaptable, can do and teamwork based attitude. About us 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 13 March 2025 Pay scheme Agenda for change Band Band 4 Salary £26,530 to £29,114 a year Contract Fixed term Duration 12 months Working pattern Full-time, Flexible working Reference number C9298-TRS-106 Job locations St. James's University Hospital Beckett Street Leeds LS9 7TF Job description Job responsibilities JOB PURPOSE/SUMMARY The Assistant PSC will provide a high-quality service in line with Trust standards and be able to communicate sensitivity and effectively with a wide range of people including medical staff, patients and colleagues. Support the Patient Services Co-ordinator and the Business Manager in delivering the services for the speciality. The Assistant PSC will manage their defined areas within the speciality and will be responsible for prioritising work, developing staff, reviewing working practices to ensure the effective running of the department and effective communication structures are implemented. They will ensure that processes/procedures comply with legislation requirements covering Health & Safety, Data Protection and Confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Staff Supervision Coordinate the day to day activities of a team of administrative staff including clerical officers, medical secretaries and supervisors. To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role. To be actively involved in the recruitment process. To ensure that joint working and close co-operation is developed and maintained with staff both internal and external, providing the clinical/operational services in order to maintain a complete and seamless service to patients. Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service. Train and supervise members of their team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals. Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development. Managing MDT Meetings The post-holder will be responsible for (when required): Populating MDT lists and ensuring members know which patients are listed for MDT meeting discussion so they can prepare slides, results and x-rays etc. Attending MDT meetings and ensuring an attendance register is kept. Responsible for organising MDT development meetings including taking and distributing minutes. Tracking and Case Management The post-holder will: Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service. Monitor the patients progress on the pathway and check daily to ensure that escalation points are adhered to. Utilise reports in the PPM Database to monitor patients and identify delays for action. Ensure patients are booked into next events in line with national standards & Trust policies, communicating with key personnel to action fast-tracking etc where required. Highlight to CSU Business Managers for escalation, those patients whose progress is likely to fall outside the agreed timescales. Liaise with other departments to ensure that investigations, opinions and treatments are sought in a timely fashion. Weekly CSU Performance Management Meetings The post-holder will: Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed. Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators. Escalation of Actions The post-holder will: Monitor the agreed timescales in the Trusts Escalation Policy. Escalate actions at the various levels as outlined in the policy Ensure that all relevant information is provided to the staff responsible for initiating escalation and alerts. Reporting Breaches of the Target The post-holder will: Ensure all breaches are identified and actioned where possible and an initial report sent weekly to members of the clinical team and CSU Business Managers. Keep on record all breach forms and reasons for breaches for future Peer Review Meetings and Healthcare Commission audits. Communication The post-holder will: Gather information from various sources to ensure that the patient benefits from improved and speedier communication. Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases. Organise, coordinate and present patient information to the weekly meetings and communicate aspects of care requiring completion to clinical staff at these meetings. Communicate information on the patients progress on the care pathway to CSU managers and other staff at weekly tracking meetings to prevent breaches of the standards. Service Management To support the management of elective lists (Acutes and Electives), ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies. Responsible for ensuring the integrity of the system and that it meets the requirements of the Data Protection Act. Support management in liaising with Information Services Department to provide data as required. To ensure all patients enquiries are dealt with in a friendly and professional manner and that patient admin staff provide exceptional customer service Monitor administrative processes to ensure all are completed within agreed timescales. Deal with complex enquires from staff/patients/relatives/visitors investigating and researching matters thereby providing information/guidance and advice to others to ensure their queries have been dealt with. This could involve managing the complaints process, monitoring response times, seeking out information to be able to prepare straightforward response, or to assist in the provision of a response, to the complaint. Undertake general administrative and secretarial duties including filing, typing, photocopying, arrangement of meetings and dealing with general communication. - Such other duties at a comparable level of responsibility as may be allocated to the post or post-holder. Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS Job description Job responsibilities JOB PURPOSE/SUMMARY The Assistant PSC will provide a high-quality service in line with Trust standards and be able to communicate sensitivity and effectively with a wide range of people including medical staff, patients and colleagues. Support the Patient Services Co-ordinator and the Business Manager in delivering the services for the speciality. The Assistant PSC will manage their defined areas within the speciality and will be responsible for prioritising work, developing staff, reviewing working practices to ensure the effective running of the department and effective communication structures are implemented. They will ensure that processes/procedures comply with legislation requirements covering Health & Safety, Data Protection and Confidentiality. PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY Staff Supervision Coordinate the day to day activities of a team of administrative staff including clerical officers, medical secretaries and supervisors. To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role. To be actively involved in the recruitment process. To ensure that joint working and close co-operation is developed and maintained with staff both internal and external, providing the clinical/operational services in order to maintain a complete and seamless service to patients. Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service. Train and supervise members of their team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals. Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day to day basis support individual learning and development. Managing MDT Meetings The post-holder will be responsible for (when required): Populating MDT lists and ensuring members know which patients are listed for MDT meeting discussion so they can prepare slides, results and x-rays etc. Attending MDT meetings and ensuring an attendance register is kept. Responsible for organising MDT development meetings including taking and distributing minutes. Tracking and Case Management The post-holder will: Work closely with consultants, specialist nurses, clerical and other staff to deliver a coordinated, consistent tracking and information service. Monitor the patients progress on the pathway and check daily to ensure that escalation points are adhered to. Utilise reports in the PPM Database to monitor patients and identify delays for action. Ensure patients are booked into next events in line with national standards & Trust policies, communicating with key personnel to action fast-tracking etc where required. Highlight to CSU Business Managers for escalation, those patients whose progress is likely to fall outside the agreed timescales. Liaise with other departments to ensure that investigations, opinions and treatments are sought in a timely fashion. Weekly CSU Performance Management Meetings The post-holder will: Ensure preparation for weekly tracking/performance meetings, including patient pathway information from PTL reports, is completed. Present information to the CMSU Business Manager in a readily usable format as described in the Operational Policy for MDT Coordinators. Escalation of Actions The post-holder will: Monitor the agreed timescales in the Trusts Escalation Policy. Escalate actions at the various levels as outlined in the policy Ensure that all relevant information is provided to the staff responsible for initiating escalation and alerts. Reporting Breaches of the Target The post-holder will: Ensure all breaches are identified and actioned where possible and an initial report sent weekly to members of the clinical team and CSU Business Managers. Keep on record all breach forms and reasons for breaches for future Peer Review Meetings and Healthcare Commission audits. Communication The post-holder will: Gather information from various sources to ensure that the patient benefits from improved and speedier communication. Communicate with key departments (diagnostics, clinic bookings etc.,) to ascertain if treatments conducted and to update records and databases. Organise, coordinate and present patient information to the weekly meetings and communicate aspects of care requiring completion to clinical staff at these meetings. Communicate information on the patients progress on the care pathway to CSU managers and other staff at weekly tracking meetings to prevent breaches of the standards. Service Management To support the management of elective lists (Acutes and Electives), ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies. Responsible for ensuring the integrity of the system and that it meets the requirements of the Data Protection Act. Support management in liaising with Information Services Department to provide data as required. To ensure all patients enquiries are dealt with in a friendly and professional manner and that patient admin staff provide exceptional customer service Monitor administrative processes to ensure all are completed within agreed timescales. Deal with complex enquires from staff/patients/relatives/visitors investigating and researching matters thereby providing information/guidance and advice to others to ensure their queries have been dealt with. This could involve managing the complaints process, monitoring response times, seeking out information to be able to prepare straightforward response, or to assist in the provision of a response, to the complaint. Undertake general administrative and secretarial duties including filing, typing, photocopying, arrangement of meetings and dealing with general communication. - Such other duties at a comparable level of responsibility as may be allocated to the post or post-holder. Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS Person Specification Qualifications Essential Good standard of education to minimum of GCSE A willingness to undergo personal development and learn new skills Desirable European Computer Driving License (ECDL) Skills and Behaviours Essential Organisational and time management skills. Appreciation of confidentiality Basic computer literacy and willingness to further computer skills A thorough understanding of the patient pathway Professional attitude to work, diplomatic and calm under pressure Ability to communicate effectively at all levels Ability to work on their own initiative and to stringent deadlines Able to work with staff with varying levels of authority To provide a high standard confidential, effective and accurate administration service Team player Desirable Ability to adapt to change of circumstances Other Criteria Essential Exceptional customer service skills Flexibility to meet the needs of the service Experience Essential Experience of staff management including recruitment and retention Thorough knowledge of patent Administration Processes A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration Knowledge of Microsoft Office Packages and e-mail technology. Desirable Significant previous secretarial and/or administration experience (as applicable) Patient centre/PAS Person Specification Qualifications Essential Good standard of education to minimum of GCSE A willingness to undergo personal development and learn new skills Desirable European Computer Driving License (ECDL) Skills and Behaviours Essential Organisational and time management skills. Appreciation of confidentiality Basic computer literacy and willingness to further computer skills A thorough understanding of the patient pathway Professional attitude to work, diplomatic and calm under pressure Ability to communicate effectively at all levels Ability to work on their own initiative and to stringent deadlines Able to work with staff with varying levels of authority To provide a high standard confidential, effective and accurate administration service Team player Desirable Ability to adapt to change of circumstances Other Criteria Essential Exceptional customer service skills Flexibility to meet the needs of the service Experience Essential Experience of staff management including recruitment and retention Thorough knowledge of patent Administration Processes A thorough understanding of all policies and procedures governing the Trusts approach and delivery to Patient Administration Knowledge of Microsoft Office Packages and e-mail technology. Desirable Significant previous secretarial and/or administration experience (as applicable) Patient centre/PAS 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)