Job summary
Diagnostic, Clinical Support & Cancer Services Division - Suite 5 Services
Therapy Administrative Co-ordinators
Band 3 - £24,071-£25,674 per annum pro rata
2 x Part Time Posts: hours per week
Post 1 = Monday, Tuesday & Wednesday - Working Hours Negotiable
Post 2 = Wednesday, Thursday & Friday - Working Hours Negotiable
An exciting opportunity has arisen for 2 part time permanent Therapy Administrative Co-ordinators based in Suite 5 at Chesterfield Royal Hospital NHS Foundation Trust.
Main duties of the job
You will be responsible for supervising and leading the Therapy Administration Team, ensuring that a comprehensive, high quality and efficient service is provided at all times. You will also provide a professional administrative service to the Heads of Service, Therapists and Dietitians across all 5 services, Nutrition and Dietetics, Occupational Therapy, Physiotherapy, Podiatry and Speech and Language Therapy.
To succeed in this role, you will need to have previous administrative experience and experience of managing staff. Excellent IT and keyboard skills and knowledge of MS Office. You will need to be able to juggle conflicting priorities, be super organised and be able to work on your own initiative.
About us
Our vision: Exceptional patient care provided by exceptional people.
Our mission: To bring our people communities and partners together - providing patient care we can all be proud of. We all play a part in achieving this, by living up to the values we promise to our patients and each other. As members of staff we will always be guided by our Proud to CARE values.
Job description
Job responsibilities
Communication:
To provide and receive complex, sensitive and contentious information and to communicate with staff at all levels, including various multidisciplinary teams, heads of service, clinicians, patients, carers and outside agencies.
To represent the department at regular Trust and departmental meetings. Presenting, exchanging and gathering information/acting as spokesperson and feeding back information to staff.
To deal with incidents and informal complaints from patients, investigating, commenting on and reporting findings and recommendations via the Trust Datix system.
To ensure that administrative staff are fully equipped and trained for the post to which they have been appointed, including the monitoring of ongoing professional development.
To develop and maintain effective working relationships with other staff in the department and the Trust ensuring a professional and seamless service is provided.
Ensure that patients attending Suite 5 have the opportunity to feedback to the Trust regarding their treatment via the Friends and Family Treatment cards.
Staff Supervision:
Ensure on a day-to-day basis, the effective supervision of all administrative staff within the department, including the movement of staff across working areas to meet service needs.
Organise and manage work allocation rotas to provide continuity of cover, ensuring that standards are maintained at all times.
Manage and record sickness absence and annual leave and take appropriate action by liaising with the Care Unit Co-ordinator complying with department guidelines/in accordance with Trust Policy.
To ensure all mandatory and role specific training for admin staff is up to date and to maintain up to date records.
To support the Care Unit Co-ordinator in the recruitment and selection process for new staff within the admin team.
Implement and review a programme of appraisals with all administrative staff, creating personal development plans.
To oversee the implementation of new systems or procedures, using various reporting systems, ensure the administrative staff are fully competent in job role and that regular audit and data quality checks are carried out, highlighting and actioning any variances.
Administrative:
In conjunction with the Care Unit Co-ordinator be an administration representative for Patient Experience, ensuring information is produced and displayed across Suite 5, utilising the Friends and Family information.
To support the Care Unit Co-ordinator in producing, developing, implementing and maintaining standard operating procedures and policies for own role and also to utilise within the Suite 5 therapy team, utilising the Q-Pulse system to ensure all staff have read and acknowledged these.
To support the Care Unit Co-ordinator and Therapy and Dietetics Service Leads to co-ordinate the recruitment of all staff for Suite 5, having responsibility to ensure that candidates have the correct checks, registration documents are verified via the HCPC, an induction is put in place and personnel files created.
To support the Therapy and Dietetics Service Leads to source suppliers and order all clinical and non-clinical items for Suite 5 via the Trust Unit 4/Agresso system, maintain an inventory of supplies on a regular basis, escalating for urgent items where required.
To continually look for service improvement/financial efficiencies and implement where possible.
General Responsibilities:
To co-ordinate administrative support to the Trusts Nutrition & Hydration Committee meeting, plus other department meetings. This will include the preparation and distribution of agendas, taking and distributing minutes and other documents for meetings, arranging venues, refreshments etc.
To be responsible for updating the Health Roster Team in relation to recruitment, amendments, termination forms and annual leave.
To plan and organise own work schedule with the use of appropriate planning aids, demonstrating good time management and ensure anticipated difficulties in meeting deadlines are promptly reported.
To lead the site specific administrative service to the Therapy Departments.
To adhere to Trust Values in promoting all aspects of care and standard.
To deal with incidents and informal complaints from patients, investigating, commenting on and reporting findings and recommendations via the Trust Datix system.
To operate the various IT systems using to fulfil the role/department requirements.
To enter patient data and text correctly into SystmOne/Medway patient records, identifying errors and acting upon these in accordance with the organisational procedures.
To deal with calls from individuals in a sensitive and professional manner to reduce the risk of issues escalating and if necessary forward the matter in a timely way to the appropriate person for action.
To provide cover for the SystmOne Administrator when not available.
To provide cover for the Care unit Co-ordinator when not available.
To undertake any other duties which may be determined by the Care Unit Management Team.
To maintain confidentiality at all times relating to the patients, staff, and the Trust.
To actively participate in the appraisal process.
To be familiar with relevant Operational, Personnel, Health and Safety policies and procedures, including fire, COSHH, No Smoking and Alcohol.
Person Specification
Qualifications & Training
Essential
1. GCSE English A-C (9-4)
2. Computer literate to ECDL standard or equivalent (including Microsoft Office Applications)
3. NVQ in Business administration or equivalent
4. RSA III Typing or equivalent
Desirable
5. GCSE Maths (A-C (9-4)
6. Customer Service qualification/ training
7. First Line Management qualification (or equivalent)
Trust Values
Essential
8. Demonstrate Trust CARE Values
Experience
Essential
9. Working with multidisciplinary teams and senior managers.
10. Experience of supervising staff
11. Experience working with general public
12. Formal minutes taking and servicing meetings
Desirable
13. Previous NHS Experience
14. Experience of managing change/ service improvement
15. Experience of recruitment & selection process
16. Experience using SystmOne
Skills & Knowledge
Essential
17. Understanding the importance of confidentiality
18. Ability to work under pressure and prioritise diverse & heavy workload
19. Excellent time management skills
20. Awareness of IG requirements
21. Excellent written & verbal communicator at all levels
22. Ability to manage conflict
23. Ability to interpret data
Desirable
24. Project management skills
25. Knowledge of Trac
26. Knowledge of Unit 4/Agresso
27. Knowledge of Q-Pulse
28. Knowledge of Trust systems
Personal Attributes
Essential
29. Team worker
30. Excellent interpersonal skills
31. Flexible thinker
32. Proactive