Deputy Team Leader

3 weeks ago

Oxford, United Kingdom Oxford University NHS Foundation Trust Full time

**Deputy duties**: Deputise for the Team Leaders when necessary, holding, attending and taking minutes at any meetings in his/her absence and liaising with Access & Performance Manager as required. Provide leadership and take appropriate action in order that any urgent leave/sickness is covered.Take responsibility for holding appraisals, one to ones and return to work meetings where required and as appropriate. Together with the Specialty Coordinators be responsible for regular performance reviews of Assistant Specialty Coordinators and ensure training or competency issues are fed back to the relevant Team Leader. Have an understanding of the Trust HR policies and conditions of services, including sickness, absence, staff training (including statutory and mandatory), and performance and conduct procedures.

Contribute and take a lead role as necessary in department wide local projects such as clinic re-profiling. Together with the Team Leaders be responsible for all data quality issues occurring within the team and support the Team Leader with responding to queries both direct from patients and via PALS, and to support the Access and Performance Manager in responding to formal written complaints. Manage the storage of medical records for the directorate, ensuring that culling is carried out at the appropriate time and that Trust policies are adhered to. Carry out any other duties as directed by the Team Leader.

This may cover a wide range of duties including providing cover for other teams roles at or below this band and coordinating and managing agreed projects. Training of new Starters: Take responsibility for creating induction timetables for new starters, including booking Trust and local training courses. Deliver training objectives for new admin staff members and sign off competencies to ensure that they have the knowledge and skills to carry out tasks effectively and efficiently, delivering ad-hoc refresher training sessions as required. Act as a mentor for new admin staff members and ensure a designated buddy is allocated within their area of work.

Take responsibility for locally held databases and software including keeping electronic induction and training documents up to date including regular updating of contact lists and floor plan. Ensure that all Specialty Coordinators within the department have an accessible and up to date handover available. Act as a SuperUser for all department systems and software and train other SuperUsers as required. Liaise with other departments as necessary to share learning/information and deliver training to other staff as required within the directorate e.g.

Radiotherapy. Attend quarterly floor meeting and feedback to admin team on departmental training issues/new process updates. To be responsible for training new admin staff on patient pathways in ensuring that can support adherence to both local and National performance targets including stopping of treatment target clocks within EPR when patients are discharged back to their GP. To be responsible for training new admin staff so that they can maintain accurate and up-to-date PTLs (waiting lists) within EPR in conjunction with the Access and Performance Manager, including the timely adding of patients to appropriate waiting lists and taking appropriate actions to ensure patients are treated in clinical priority and breach date order.

**Other**: To undertake audits and assist with improving data quality. To comply with the requirements of the Data Protection Act, Access to Health Records and legislation issued in relation to confidential data.

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