Main area Dental-SMG OS/OM/Primary Care Grade Band 4 Contract Fixed term: 7 months (secondment cover) Hours Part time - 30 hours per week (08:00 - 20:00) Job ref 820-7075227-DEN
Employer Birmingham Community Healthcare NHS Foundation Trust Employer type NHS Site Birmingham Dental Hospital Town Birmingham Salary £26,530 - £29,114 per annum Salary period Yearly Closing 03/04/2025 23:59
Band 4 Team Leader
Job overview
This job advert will close as soon as sufficient applications have been received. Please apply for this job as soon as you can, if interested.
Birmingham Community Healthcare NHS Foundation Trust is seeking to appoint to the role of Team Leader within Dental Services Division.
This very exciting role will require a motivated and dedicated individual with outstanding organisational and communication skills.
As Team Leader you will supervise and provide daily leadership within the specialty management team for operational management and service delivery. The post holder will support and deputise for the Specialty Manager ensuring key business targets are met and to highlight areas of non-compliance.
The Key focus of the role will be to Manage General anaesthetic waiting lists, ensure referrals are triaged within agreed deadlines, maximising clinic utilisation, ensuring activity is captured to secure contract income whilst adhering to both local and national targets.
Main duties of the job
* The post holder will supervise and provide daily leadership within the specialty management team for operational management and service delivery.
* The post will be based in one of our Community Birmingham Sites, some travelling may be required.
* The key focus of the role will be to Manage General Anaesthetic Waiting lists, ensure referrals are triaged within the agreed deadlines, maximising clinic capacity, and activity is captured to secure contract income.
* To ensure that all telephone bookings are carried out in accordance with the Divisional Administrative Standards and Service Standing Operating procedures (SOPs).
Detailed job description and main responsibilities
* Work on own initiative with minimal supervision on a daily basis and oversee the day to day management of the specialty management group.
* Ensure that resources and processes are coordinated to deliver successful operational outcomes to include clinic utilisation, procedure coding entry and call answering statistics.
* Application of Human Resource policies for staff within the team including recruitment, induction, disciplinary and sickness absence monitoring taking appropriate action as required in accordance with Trust policies.
* Pro-active management of changing priorities to include the co-ordination of daily cover across the Specialty Management Group(s) maintaining service levels at all times.
* To be first point of contact when dealing with concerns, queries and complaints in regards to operational service delivery associated with the Specialty Management Group and relevant patient pathways.
* To have a comprehensive knowledge of all clinics ensuring they run according to agreed clinic rules. This will include being responsible for ensuring bookings are made effectively and that clinic capacity is maximised escalating areas of concern to Specialty Manager(s).
* To work alongside Specialty Manager(s) validating patient pathways on regular basis through use of information dashboards, maintaining a high degree of accuracy for prolonged periods of time.
* Responsible for the monitoring and management of waiting lists. This will include identifying problems and assessing which solutions can be dealt with using their own initiative.
* In conjunction with Specialty Manager(s) ensure that demand and capacity of clinics are revised in accordance with the agreed processes.
* The post holder will be expected to have an in-depth knowledge of all services within the Specialty Management Group as they will be expected to cover for colleagues and also alternate between services on a rotational basis.
* To be fully conversant with the National 18 week Referral to Treatment (RTT) policy and local policies to monitor compliance.
* Maintain up to date knowledge of all targets, processes and clinic rules and be a subject matter expert for the specialty Management Group.
* Development of excellent working relationships with key business partners and stakeholders such as Heads of Service, Clinicians, students, Informatics along with colleagues in other Specialty Management Groups.
* Creation and dissemination of operational performance reports on a routine and ad hoc basis for a variety of audiences, e.g senior management meetings and specialty team meetings.
* Ensure that Patient Administration Systems (PAS) are kept up to date with operational and patient information.
* Involved in the planning and implementation of new business processes and contribute towards ongoing service improvement.
* Undertake an active role in projects relating to the development and evolution of the service ensuring relevant SOPs are implemented in line with service developments and redesign.
* Ensure timely completion and submission of procedure clinical coding forms on a daily basis, having been quality assured and amended by comparison to clinical record as necessary.
* Support the Specialty Manager with the validation and authorisation for cancellation of clinical sessions, ensuring patients are communicated with effectively and rebooked appropriately to minimise patient impact.
* Ensure all IT systems are configured appropriately to support clinics.
* Responsible for the storage, archiving and disposal of patient records.
* Produce staff rotas and support with the production of clinical rotas as required.
* To actively participate in the delivery of administrative tasks during period of high demand and service needs.
* Responsible for providing reconciliation reporting for all patient related payments.
* Report any issues or complaints as necessary through the DATIX system.
* Investigation of any incidents relating to administrative functions within Specialty Management Group.
* Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.
* Ensure that due diligence of data quality is embedded within the team(s) responsible for data entry.
* Be fully conversant with the requirements of the service specification for all services ensuring that the standards for dealing with referrals and waiting time initiatives are embedded in the team.
* Ensure all staff within the Specialty Management Group have the necessary skills and ongoing training and development to deal with queries from a range of stakeholders.
* Ensure that records are maintained in the Electronic Staff Record (ESR) for all staff within the team.
* Develop and empower all members of your team to perform to high standards and innovate.
* Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports.
* Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery.
* Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff.
Person specification
Qualifications
* Level 4 NVQ Diploma/ILM qualification in Business Administration (or equivalent) or equivalent experience.
* Relevant experience of processing a variety of administrative duties.
* Supervisory experience within an administration or call centre environment.
* Experience of working in a contact centre environment.
* Previous NHS experience.
Skills/Knowledge
* Excellent communication skills (written and verbal).
* Excellent organisational skills.
* Proficient in the use of Microsoft Packages, particularly Excel.
* Ability to prioritise own work and that of others.
* Ability to analyse and interpret data from multiple sources.
* Knowledge of clinical pathways including 18 weeks RTT.
* Knowledge of NHS waiting list management.
* Knowledge of Electronic Staff Record (ESR).
Personal Qualities
* Ability to work under pressure and manage conflicting priorities.
* Ability to handle confidential information appropriately.
* Excellent attention to detail.
Other job requirements
* Able and willing to travel to community locations as required.
* Is able to use VDU equipment for prolonged periods of time.
Disability Confident Employer and Guaranteed Interview Scheme
BCHC offers a guaranteed interview to any candidate who is Disabled, Neurodiverse, has a hidden or long term health condition as recognised under the Equality Act 2010, providing they meet the essential criteria of the job role.
Equality, Diversity and Inclusion
Birmingham is a fantastic place to live and we serve a wide range of people and communities. BCHC are an advocate of diversity and strive to mirror the community we serve as much possible.
Benefits of working for us:
* Full NHS terms and conditions including extensive holidays, Agenda for Change pay with enhancements.
* Attractive relocation payment if you relocate to the local area.
* Discounts for local and national retailers.
* Dedicated well-being services for all employees.
* Flexible working where possible.
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