Healthcare Operations Coordinator

2 weeks ago

Swansea, City and County of Swansea, United Kingdom Swansea Bay University Health Board Full time

Job Overview

This is a fixed-term/secondment position for 12 months to cover maternity leave.

The Operational Support Manager will be responsible for the day-to-day supervision and management of the CDS Administration Team and Designed to Smile (D2S) Healthcare Support Workers (HCSW). They will work autonomously, using their own initiative to resolve issues relating to CDS/D2S. The post holder will follow guidance and procedures and escalate any concerns to either the Operational Manager or appropriate clinician depending on the nature of the query.

Main Duties

The post holder will investigate queries or issues and make judgements upon their resolution. For example, dealing with discrepancies in appointment systems/patient pathways/waiting lists and assessing the best way forward in terms of resolution. They will escalate when appropriate to do so.

They will ensure all Service Level Agreements, Policies and Procedures are up to date and that appropriate processes are in place to track and highlight issues to the Business Manager. They will work in coordination with the Operations Manager to support the rostering and planning processes, ensuring effective communication processes are in place to highlight key tasks, priorities and duties on a daily basis.

They will respond to information requests in a timely manner, this will include compliance with Freedom of Information requests and ensuring coordination of responses and appropriate approval.

The post holder will contribute to the development of the service, keeping up-to-date with best practice and suggesting changes which could be made to practice with line manager. They will discuss and agree with colleagues the way forward to effectively plan, implement and manage changes within the administration service.

Working for Swansea Bay University Health Board

We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.

As one of the biggest healthcare groups in the UK, we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.

There are also apprenticeships, work placements and volunteering roles available.

We are an inclusive employer and welcome applications from everyone, whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.

Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.

Job Requirements

The post holder will be responsible for adhering to the Health Board's guidelines relating to record keeping and maintaining confidentiality in line with Health Board policy on Records Management. They will contribute to and be actively involved in conversations and discussions around possible service improvements.

They will deputise for the Operations Manager at internal meetings when required. They will coordinate and arrange a variety of service and management meetings on behalf of the Operations Manager and the Service & Clinical Lead, liaising with internal/external agencies and a variety of disciplines.

The post holder will have responsibility, day-to-day, for the patient management systems, ensuring that agreed processes are followed by the team. They will investigate issues and complaints, sourcing information as required and providing suitable solutions.

They will support and deputise for the Operations Manager in the delivery of the Community Dental Service and the Designed to Smile Programme. This will include coordinating activity with stakeholders e.g. patients/carers/schools to ensure the most cost-effective and efficient means of provision of the services, which will require a significant degree of planning skills.

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