Lead Co-ordinator, Band 5- Chronic Pain Service

3 weeks ago

Gloucester, United Kingdom Gloucestershire Hospitals NHS Foundation Trust Full time

Job summary

We are seeking an experienced, enthusiastic and highly motivated individual to join our Chronic Pain Service as Lead Administration Co-ordinator.

This is a new post and an exciting opportunity for the successful candidate to lead the cross-site administration team as they move towards the consolidation of work across the entire chronic pain service; supporting the delivery of consultant led clinics and procedure lists, as well as those led by psychologists, nurses and physiotherapists within Pain Self-Management.

Whilst expected to work independently and with autonomy, the post holder will benefit from support provided by the Assistant General Manager and General Manager for Anaesthetic and Pain services, as well as that provided from within the chronic pain team.

The proposed interview date is 17th July

Main duties of the job

Job Purpose;

Ensure the efficient and effective management of the administration processes and systems within the Chronic Pain service, providing leadership and support to administration and clerical staff.

Provide expertise in the pro-active management of patient pathways from referral to discharge, ensuring the entire pathway is managed smoothly.

Support the General Manager and Assistant General Manager to deliver service and Trust objectives eg; Referral To Treatment (RTT), waiting times, clinic utilisation and the smooth and timely movement of patients within the consultant led and pain self-management clinics.

Assist, and lead where appropriate, modernisation and change initiatives to achieve continuous service delivery in collaboration with the clinical and management teams

About us

Gloucestershire Hospitals NHS Foundation Trust is the largest employer in the county and with over 8,000 staff, we are one of the largest NHS trusts in the UK. We offer a generous annual leave allowance, excellent bank rates, access to the excellent NHS Pension Scheme, discounts for local shops, restaurants and services, access to our health and well-being hub, access to our two on-site nurseries, flexible working options, discounted public transport, reward and recognition schemes, exercise and activity classes and membership to our popular hospital choir.

Job description

Job responsibilities

Key roles and responsibilities;

Manage and lead the administrative and clerical staff within the chronic pain service, to include the line management of administration staff.

Oversee appraisals and mandatory training, ensuring compliance with Trust targets

Identify any training needs and assist with implementing and delivering training / workshops as required.

Monitor performance and sickness absence and take appropriate action when necessary.

Work cohesively and collaboratively with all members of the chronic pain team to ensure that the service is managed efficiently and effectively for the benefit of service users and staff.

Ensure the pro-active management of patient referrals, highlighting concerns or issues to the AGM or GM.

Ensure the patients journey is processed in a timely and efficient manner and pro-actively escalate issues in the patient pathway so that potential delays are resolved at the earliest opportunity.

Ensure all patients on waiting or treatment lists are given appropriate appointments within agreed timescales and any investigations required are booked.

Monitor clinic utilisation, ensuring that clinics are set up and adjusted according to patient demands and any agreed service changes, liaising directly with the pathway co-ordinator and other services such as the Central Booking Office and Trak management teams as required.

Work with the GM, AGM and clinical teams to support service improvement initiatives which help streamline processes to improve the quality of care and service provision, taking the lead for various projects as required by the GM.

Represent the administration team within staff meetings and meetings with other services, teams and departments as appropriate.

Assist staff with resolution of payroll queries

Demonstrate own activities / tasks to new or less experienced members of staff

Contribute towards the recruitment and retention of administration and clerical staff within service

Maintain own e-learning and mandatory training

Work without direct supervision, liaising and communicating with various disciplines as appropriate.

The post holder will be required to undertake any other appropriate duties according to the needs of the service. This job description is not intended to be an exhaustive list of activities, but rather an outline of the main areas of responsibility. Any reasonable changes will be discussed and agreed with the post holder before variations to the job description are made.

Communications and Working Relationships;General Managers

Deputy and Assistant General Managers

Members of the multi-disciplinary team ie; nurses, psychologists, medical consultants, physiotherapists

Secretarial and administration staff

Day surgery staff

Health Records staff

Central Booking Office staff

Patients, relatives and carers

Procurement and Creditors

Payroll and finance staff

Conference providers and training leads

Systems management teams

Most Challenging Part of the Job;

Requirement to work within a busy environment with frequent interruptions

Assisting with the management of, and reacting to, an unpredictable workload with changing priorities

Management of demands from clinical teams to provide adequate administration support within limited resources

Working flexibly across sites and providing visibility to all members of the chronic pain team

Managing conflict and staff disagreements

Physical, mental and emotional effort and working conditions;

The post holder is required to work cohesively with colleagues and to use their own initiative to analyse, make decisions and implement, monitor and evaluate the effectiveness of their contribution to the chronic pain service to ensure the best outcome for excellent service delivery.

Expected to sit predominantly at a desk but have frequent interruptions, with the need to move around the department and to other departments when required.

Use of VDU on a daily basis

High levels of concentration are required in an environment with frequent interruptions either by telephone or face to face contacts

A requirement to plan own work, between hospital sites, and to balance changing and sometimes conflicting priorities.

A requirement for light physical effort for short periods such as lifting and handling stationery, files and office equipment

Dealing with sensitive and confidential information, that may sometimes be distressing.

There will be a need to talk to patients who contact the department, who are sometimes distressed, whilst also supporting other admin staff to manage these calls.

Personal duty of care in relation to safe usage of equipment

Responsibility for financial transactions in a position of trust and responsibility.

Person Specification

Qualifications

Essential

GCSE (or equivalent) in Maths and English Educated to degree level or post-secondary education experience Health and Social Care management certificate, BTEC management qualification or equivalent work experience

Experience

Essential

Experience of working within a team Experience of co-ordinating and delegating work effectively Supervisory experience with ability to train and line manage staff Experience of managing own workload autonomously without direct supervision

Knowledge/ Skills

Essential

Knowledge, skill and experience of using the full range of administrative software programmes to include all Microsoft applications; word, excel, access, e-mail An understanding of basic financial processes Excellent communication, negotiation and interpersonal skills for communicating with staff and service users

Desirable

Working knowledge of Trak, infoflex, Electronic Patient Records Knowledge and skill relating to Electronic Referral System (ERS), patient pathways, management of waiting lists and clinic / day case booking processes

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