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Specialty Management Group Coordinator
2 months ago
Job Title: Band 4 Team Leader - Operations Specialist
Job Summary:
The Band 4 Team Leader - Operations Specialist will play a key role in the Specialty Management Group, overseeing the day-to-day management of the team and ensuring the smooth operation of clinical services. This includes coordinating resources and processes to deliver successful operational outcomes, managing changing priorities, and maintaining service levels at all times.
Key Responsibilities:
- Work on own initiative with minimal supervision on a daily basis to oversee the day-to-day management of the Specialty Management Group.
- Coordinate resources and processes to deliver successful operational outcomes, including clinic utilization, procedure coding entry, and call answering statistics.
- Apply Human Resource policies for staff within the team, including recruitment, induction, disciplinary, and sickness absence monitoring.
- Pro-actively manage changing priorities, including the coordination of daily cover across the Specialty Management Group(s) and maintaining service levels at all times.
- Be the first point of contact for concerns, queries, and complaints related to operational service delivery associated with the Specialty Management Group and relevant patient pathways.
- Have a comprehensive knowledge of all clinics, ensuring they run according to agreed clinic rules.
- Work alongside Specialty Manager(s) to validate patient pathways on a regular basis through the use of information dashboards, maintaining a high degree of accuracy for prolonged periods of time.
- Monitor and manage waiting lists.
- Have an in-depth knowledge of all services within the Specialty Management Group, as they will be expected to cover for colleagues and alternate between services on a rotational basis.
- 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.
- Develop excellent working relationships with key business partners and stakeholders, including Heads of Service, Clinicians, students, Informatics, and 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, including senior management meetings and specialty team meetings.
- Be 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 records as necessary.
- Liaise with external stakeholders regarding data quality issues and incomplete patient records, ensuring corrective measures are taken as appropriate.
- Produce staff rotas and support with the production of clinical rotas as required.
- Be responsible for providing reconciliation reporting for all patient-related payments.
- Report any issues or complaints as necessary through the DATIX system.
- Investigate any incidents relating to administrative functions within the Specialty Management Group.
- Undertake audits and develop action plans to ensure 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, to ensure a responsive and professional service.
- Ensure that records are maintained in the Electronic Staff Record (ESR) for all staff within the team, to capture information for compliance purposes and to inform the annual training needs analysis, including coordination of annual leave.
- Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports.
Requirements:
The ideal candidate will have excellent communication and organizational skills, with the ability to work independently and as part of a team. They will have a comprehensive knowledge of clinical services and procedures, as well as experience in managing changing priorities and maintaining service levels.
Working Arrangements:
This is a full-time position, working 37.5 hours per week. The successful candidate will be required to work flexibly, including evenings and weekends, as required.
What We Offer:
Birmingham Community Healthcare NHS FT offers a competitive salary and benefits package, including access to training and development opportunities. We are committed to providing a supportive and inclusive work environment, where all staff can thrive and reach their full potential.
