Job responsibilities
JOB
DESCRIPTION Scheduling Lead Administrator
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NEW POST***
JOB TITLE: Scheduling Lead
Administrator
REPORTS TO: Patient Service Manager
Responsible for: None
HOURS: 22.5 Hours per
week (0.6 FTE)
Salary range 24 - 26,000 per annum,
(FTE)
Job Summary:
The
scheduling lead administrator works with both the patient service manager and
clinical leads for the service areas to organise and maintain our appointment
system and plan and arrange staff cover.
The
role will work within parameters set by the group but also be responsible for
good communication between all staff which may involve raising queries and
spotting pinch points and issues.
The
role requires a high level of organisational and IT skills and ability to
communicate at all levels as well as make decisions where needed.
Job Responsibilities:
To log and maintain the clinical
appointment book system as directed by the clinical leads and to meet our
overall staffing level aims.
To lead on writing and maintaining
guides and protocols for these minimum staffing in order to set and maintain a
safe level of cover.
To It meet regularly with clinical
link managers (nursing, GP, urgent Care) to agree and resolve and foreseeable
staffing issues and agree solutions.
Quarterly meetings with team plus an
annual review process
To produce rotas for on call provision
across the teams and liaise with staff as needed, working three months ahead
where possible
To maintain an annual overview of
clinical team capacity and review any pinch points against previous years to
learn and adapt systems as appropriate
To record and administer annual leave
for the clinical team on an ongoing basis
To record and / or manage the
allocation of room spaces and hot desks to ensure best use of the building
using systems that staff can access daily as needed (service team leaders will
support this as required also)
To seek regular feedback from all the
teams and initiate smaller changes where needed on an on- going basis in
addition to quarterly and annual review
Be the contact person for arranging
bank staffing / locum cover linking with colleagues where needed
To be part of annual review with the
service manager and the clinical leads that will contribute to: -
Agreed minimum staffing levels
Appointment book principles
Modifications due to service or team
changes
Types of access and balance between
face to face, online, telephone
Information
Technology
Have full understanding of appointment
system
Have a working knowledge of all
software and hardware
Deal with IT problems when required
Add users to the clinical system
including any new clinical staff engaged, including locums
Provide training to staff in use of computer system as required,
being part of IT troubleshooting team approach
GENERAL
CLAUSES
Confidentiality:
- In
the course of seeking treatment, patients entrust us with, or allow us to
gather, sensitive information in relation to their health and other
matters. They do so in confidence
and have the right to expect that staff will respect their privacy and act
appropriately
- In
the performance of the duties outlined in this Job Description, the
post-holder may have access to confidential information relating to
patients and their carers, Practice staff and other healthcare
workers. They may also have access
to information relating to the Practice as a business organisation.
All such information from any source is to be regarded as strictly
confidential
- Information
relating to patients, carers, colleagues, other healthcare workers or the
business of the Practice may only be divulged to authorised persons in
accordance with the Practice policies and procedures relating to
confidentiality and the protection of personal and sensitive data
Health & Safety:
- Routine management of own team /
team areas, and maintenance of work space standards
Equality and Diversity:
The
post-holder will support the equality, diversity and rights of patients, carers
and colleagues, to include:
- Acting in a way
that recognizes the importance of peoples rights, interpreting them in a
way that is consistent with Practice procedures and policies, and current
legislation
- Respecting the
privacy, dignity, needs and beliefs of patients, carers and colleagues
- Behaving in a
manner which is welcoming to and of the individual, is non-judgmental and
respects their circumstances, feelings priorities and rights.
Personal/Professional Development:
The
post-holder will participate in any training programme implemented by the
Practice as part of this employment, such training to include:
- Participation in
an annual individual performance review, including taking responsibility
for maintaining a record of own personal and/or professional development
- Taking
responsibility for own development, learning and performance and
demonstrating skills and activities to others who are undertaking similar
work
Quality:
The
post-holder will strive to maintain quality within the Practice, and will:
- Alert other team
members to issues of quality and risk
- Assess own
performance and take accountability for own actions, either directly or
under supervision
- Contribute to
the effectiveness of the team by reflecting on own and team activities and
making suggestions on ways to improve and enhance the teams performance
- Work effectively
with individuals in other agencies to meet patients needs
- Effectively
manage own time, workload and resources
Communication:
The post-holder
should recognize the importance of effective communication within the team and
will strive to:
- Communicate
effectively with other team members
- Communicate
effectively with patients and carers
- Recognize
peoples needs for alternative methods of communication and respond
accordingly