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Chertsey, Surrey, United Kingdom Ashford & St. Peter's Hospitals NHS Foundation Trust Full timeAbout the RoleThe Ashford & St. Peter's Hospitals NHS Foundation Trust is seeking a highly skilled and organized Clinical Office Administrator to join our Haematology department. As a key member of our team, you will provide comprehensive administrative support to our Haematology Clinical Team, ensuring the smooth operation of our services.Key...
Clinical Office Team Leader, Cardiology and Haematology
3 months ago
Job summary
We are excited to be in a position to offer the role for a Clinical Office Team Leader, to support management in leading administration offices within Cardiology and Haematology.
We are looking for an individual with excellent organisational skills and attention to detail. You must be a team player with the ability to problem solve and work independently.
The successful applicant must be able to lead and motivate teams with a high degree of self-motivation, have experience of people management and a keen attention to detail. Excellent IT skills, knowledge of the Trust systems, experience in RTT and cancer pathways is essential.
Main duties of the job
Your role will be to support operationally in managing the services, provide clear leadership and ensure delivery against our performance goals. You will work closely with the service managers, clinicians, diagnostics teams and other staff across the Trust.
You will provide proven leadership and expert advice to your teams to help deliver high standards of care and a quality, patient-centered service with an ethos around continuous improvement. You will be self-motivated and able to work semi-autonomously at pace.
You will be effective in managing your time, workload and priorities. You will be highly analytical and confident in managing change within your teams. You will be focused on outcomes and motivated by your drive to deliver the highest quality of care while ensuring the best possible patient experience.
In order to be shortlisted, you will be expected to provide succinct and cleared referenced evidence which demonstrates that you fulfil the essential requirements for the position.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at ASPH. We are committed to providing continuous professional development and flexibility to shape our workforce around our patient care.
We are expanding our theatres at Ashford Hospital and moving towards this becoming our dedicated elective centre. We want to create a state-of-the-art centre for excellence for planned surgical procedures.
We can offer you the full range of NHS benefits/discounts and in addition:
Excellent pension scheme and annual leave entitlement On-site Nurseries On-site staff cafes On-site parking Support in career development Salary Sacrifice schemes including wage stream, lease cars, Cycle to Work schemes and home electronicsAdverts may close early, so applicants are encouraged to submit an application as soon as possible.
For more information about a career at ASPH please
Job description
Job responsibilities
Leadership or managerial
Effectively manage the clinical office, administration and clinic functions to agreed Standard Operating Procedures and Key Performance Indicators, and in line with the Trust Values, Policies and Procedures.
Line manage the clinical office staff including appraisals, monitoring and managing sickness, capability, disciplinary and mandatory training in line with Trust policies and procedures.
Ensure clinics are not overbooked and necessary clinics are covered during times of annual leave/sickness.
Deputising for the assistant service manager during periods of leave only for appropriate/specific tasks and as agreed.
Provide secretarial help for departmental meetings when necessary take minutes and distribute as appropriate. Co-ordinate the clinical office rota, ensuring cover on a daily basis for the main part of the day (minimum 8am-5pm). Train clinical office staff in all duties required including Cerner use, clinic management and any other relevant system. Provide detailed local office orientation for clinical and administrative staff, working with Band 4s and 3s to ensure this is completed.Information and reporting
To attend PTL meetings with detailed patient level data Produce reports and spreadsheets from these systems as required from Service Manager.Facilitating regular team meetings with clinical office team.
Escalate any operational or capacity issues to Assistant Service Manager to ensure compliance with Trust targets and quality of patient care.
Assist in investigating PALS and Complaints that are relevant to the clinics and respond as required.
In liaison with the medical lead, compile and communicate all doctors duty rotas to ensure effective use of resources. Ensure gaps in the rota are covered appropriately.
Technology or system support
Be conversant with Cerner, ICE and LUNA or any other system relevant to your role. Must have working knowledge of these systems for in putting and extracting relevant data. Undertake all mandatory training as required by the Trust.Service improvement
Support the Assistant Service Manager to ensure clinic capacity is maintained to prevent two-week-rule and 18 week breaches and request additional clinics as necessary, liaising directly with the Consultants, Doctors and Sister, to arrange availability of staff.
Review local office procedures and policies ensuring they are current and meet the requirements of the service and make changes to these policies when required.General responsibilities
To support the department and organisation by carrying out any other duties that reasonably fit within the broad scope of a job of this grade and type of work.
Lead change and the continuous improvement of administrative services within the Trust.
Participate in the recruitment and selection and interview process for new members of administration staff as required and ensure Trust training undertaken.
Any other duties relevant to the above tasks.
Person Specification
Qualifications
Essential
GCSE Maths & English RSA, NVQ - Level 3 in Management and/or Administration Track record of significant continuous professional and management development
Experience
Essential
Substantial administrative and secretarial experience Significant experience of taking minutes at senior level Demonstrated ability to sustain initiative and direction under difficult circumstances Experience in leading teams with ongoing changes Ability to work collaboratively and in partnership with other senior managers and professions Competent in the use of LUNA
Desirable
Previous experience within an NHS setting Experience in dealing with workforce related issues including sickness, disciplinary and performance management whilst ensuring all staff comply with relevant Trust policies and procedures.
Knowledge
Essential
Highly competent user of MS Office - including Excel and PowerPoint. Knowledge of RTT and cancer pathways Trust's policies and procedures
Skills
Essential
Ability to analyse and interrogate data and performance information, using experience and judgement to make recommendations on actions Ability to deal with sensitive information with tact, diplomacy and understanding. Ability to work under pressure. Ability to exercise discretion and maintain confidentiality at all times Ability to manage staff.
Personal and People Development
Essential
Able to work independently, managing own workload, prioritising tasks and allocating work appropriately to others. Able to induct new staff into the department, providing training to new colleagues. Able to supervise a team of colleagues, providing day to day management and support, including delegating tasks and work allocation.