Job summary
Hello, my name is Nancy, and I am the Service Manager for Neurology & Respiratory at Royal Cornwall Hospitals NHS Trust (RCHT) within the Specialist Medicine Care Group.
This is an exciting time for the care group and our ambitious strategy will require enthusiastic, determined and highly professional individuals that enjoy using quality improvement methodologies to transform services. Due to a development opportunity for a member of the team, I am now recruiting a Clinical Admin Lead to work within our forward thinking Care Group.
I am looking for people who believe in personal development and initiative. Candidates who can lead, support, motivate with exceptional communication, interpersonal and problem-solving skills.Finally, individuals who can introduce and support new ways of working to drive forward our ambition to improve the way services are delivered to patients in these rapidly changing times.
As a Care Group, we are extremely supportive of each other and value mindful leadership that keeps a healthy workforce and work environment at the foundations of all that we do.
Please take a look through the job description and if this sounds like an opportunity that you want to explore further, I would be delighted to hear from you.
Main duties of the job
To support the Service Manager and Deputy Performance and Operations Manager with the performance of the waiting lists, demand and capacity, local targets and be responsible for data quality within the speciality areas.
To manage the Clinical Administration Team for the speciality areas. Day to day line management and professional supervision to Medical Secretaries and booking teams will be required, ensuring best practice and adherence to Trust policies and procedures is always maintained.
To provide accurate and timely rotas and timetables for medical staff working across our services.
To take key responsibility in providing administrative support in relation to the working patterns of medical staff in the services.
To be responsible for communicating future rotas and any changes to rotas to all relevant parties.
To manage the rotas on a day-to-day basis, ensuring cover is provided in the event of sickness and absence and appropriately deploying staff as necessary. To act as a central point of contact for rota co-ordination for the services.
The main duties of this job description are explained. However, these will continue to evolve to meet corporate objectives and NHS targets.
About us
The Royal Cornwall Hospitals NHS Trust (RCHT) is the main provider of acute and specialist care services in Cornwall and the Isles of Scilly. We serve a population of around 500,000 people - a figure that can increase significantly with
visitors during the busiest times of the year. We employ approximately 6,700 staff and have a budget of approximately £580 million.
We are a teaching hospital in partnership with the University of Exeter Medical School, University of Plymouth School of Nursing and Midwifery, and Peninsula Dental School.
The Knowledge Spa on the Royal Cornwall Hospital site is the base for medical and nursing as well as ongoing education for health professions in clinical and non-clinical roles.
Keeping at the forefront of medical advances, we are continually developing our clinical services as well as our facilities and are committed to maximising the range of specialist care that can be offered locally. Allied to this is a growing reputation for research and innovation.
Job description
Job responsibilities
People Management:
Deal with and resolve queries from doctors regarding annual, study, special, paternity and maternity leave entitlement, terms and conditions, etc on a daily basis.
Maintain close working relationships with the rota co-ordination team and the Medical Education administration staff.
Provide support with the preparation and organisation of local specialty induction programmes for junior doctors, and induction programmes for other grades as appropriate.
Provide day to day management of the booking and administration team ensuring that workflow and output is managed to meet Trust targets, escalating poor performance to the Business Operational Manager.
Participate with HR and appropriate manager in sickness absence management meetings with staff whose attendance gives cause for concern.
Participate in the recruitment, selection and induction process of new staff within the Care Group in line with Trust Policy, including local induction into the relevant department.
Responsible for ensuring that all team members receive mandatory training.
Devise and manage holiday rotas across the team, ensuring acceptable levels of cover during planned periods of absence.
Resource Management:
Coordinate staffing and room resource for any additional ad hoc clinical activity.
To record doctors sickness, annual and study leave.
Maintain appropriate records of equipment sent for repair and track return of goods to Trust premises.
Communication:
Ensure medical staff absence is communicated to booking teams and relevant nursing staff so that clinical activity can be adjusted in line with Trust Policies.
Have a discrete manner at all times to deal with sensitive and confidential issues such as compassionate leave and sick leave.
Be a role model demonstrating good communication and ensuring robust and open communication with the Inpatient Booking Team.
Attend meetings within the Care Group as requested.
System Utilisation:
Develop robust knowledge and understanding of both Trust and National access targets in particular the RTT pathways for clinical services.
Develop and maintain expert knowledge and use of Trust IT systems, eg. PAS, Maxims, RADAR and specialist systems in use in clinical areas.
Assist the Care Group to implement policy/work changes within the Speciality and to actively participate in the on-going review and improvement of local processes; identifying issues and assisting with finding and implementing appropriate solutions.
For further information about this role please see the attached job description and person specification.
Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.
Job description
Job responsibilities
People Management:
Deal with and resolve queries from doctors regarding annual, study, special, paternity and maternity leave entitlement, terms and conditions, etc on a daily basis.
Maintain close working relationships with the rota co-ordination team and the Medical Education administration staff.
Provide support with the preparation and organisation of local specialty induction programmes for junior doctors, and induction programmes for other grades as appropriate.
Provide day to day management of the booking and administration team ensuring that workflow and output is managed to meet Trust targets, escalating poor performance to the Business Operational Manager.
Participate with HR and appropriate manager in sickness absence management meetings with staff whose attendance gives cause for concern.
Participate in the recruitment, selection and induction process of new staff within the Care Group in line with Trust Policy, including local induction into the relevant department.
Responsible for ensuring that all team members receive mandatory training.
Devise and manage holiday rotas across the team, ensuring acceptable levels of cover during planned periods of absence.
Resource Management:
Coordinate staffing and room resource for any additional ad hoc clinical activity.
To record doctors sickness, annual and study leave.
Maintain appropriate records of equipment sent for repair and track return of goods to Trust premises.
Communication:
Ensure medical staff absence is communicated to booking teams and relevant nursing staff so that clinical activity can be adjusted in line with Trust Policies.
Have a discrete manner at all times to deal with sensitive and confidential issues such as compassionate leave and sick leave.
Be a role model demonstrating good communication and ensuring robust and open communication with the Inpatient Booking Team.
Attend meetings within the Care Group as requested.
System Utilisation:
Develop robust knowledge and understanding of both Trust and National access targets in particular the RTT pathways for clinical services.
Develop and maintain expert knowledge and use of Trust IT systems, eg. PAS, Maxims, RADAR and specialist systems in use in clinical areas.
Assist the Care Group to implement policy/work changes within the Speciality and to actively participate in the on-going review and improvement of local processes; identifying issues and assisting with finding and implementing appropriate solutions.
For further information about this role please see the attached job description and person specification.
Many of our staff work flexibly in many different ways. Please talk to us at interview about any flexible working arrangements you would prefer or require. While we may not be able to fully accommodate all requests, such requests will not be referenced during the interview scoring process, and we will fully consider and try to accommodate them for successful applicants.
Person Specification
Qualifications
Essential
- GCSE in English and Maths grade 9 to 4 (A* to C) or equivalent.
- NVQ4, Diploma or equivalent experience
Desirable
- Working towards management qualification
Experience
Essential
- Substantial experience in booking/secretarial/waiting list/management role.
- Have a robust knowledge and understanding of both Trust and National access targets, in particular RTT and cancer pathways.
- Proven experience of customer focused approach to work
- Experience of Staff Supervision or a willingness to train and develop knowledge and skill in this area within 12 months of appointment
- Knowledge of Medical Terminology
Desirable
- Experience of working in an Acute NHS Service Provider
Skills
Essential
- Evidence of excellent interpersonal skills.
- Able to communicate effectively with staff of different disciplines including matters of a complex and sensitive nature eg. attendance management
- Problem solving and analytical skills for business performance information.
- Able to plan complex staff activities including work rotas, planning and allocation of tasks on a daily basis to meet service needs and organisational targets
- Advanced keyboard skills.
- Excellent working knowledge and use of IT systems used within the hospital eg. PAS, & Other IT applications such as Microsoft office/Excel/Clinical Care System
Desirable
- Knowledge of IT systems used within the hospital such as PAS, Maxims, Galaxy and RADAR.
Person Specification
Qualifications
Essential
- GCSE in English and Maths grade 9 to 4 (A* to C) or equivalent.
- NVQ4, Diploma or equivalent experience
Desirable
- Working towards management qualification
Experience
Essential
- Substantial experience in booking/secretarial/waiting list/management role.
- Have a robust knowledge and understanding of both Trust and National access targets, in particular RTT and cancer pathways.
- Proven experience of customer focused approach to work
- Experience of Staff Supervision or a willingness to train and develop knowledge and skill in this area within 12 months of appointment
- Knowledge of Medical Terminology
Desirable
- Experience of working in an Acute NHS Service Provider
Skills
Essential
- Evidence of excellent interpersonal skills.
- Able to communicate effectively with staff of different disciplines including matters of a complex and sensitive nature eg. attendance management
- Problem solving and analytical skills for business performance information.
- Able to plan complex staff activities including work rotas, planning and allocation of tasks on a daily basis to meet service needs and organisational targets
- Advanced keyboard skills.
- Excellent working knowledge and use of IT systems used within the hospital eg. PAS, & Other IT applications such as Microsoft office/Excel/Clinical Care System
Desirable
- Knowledge of IT systems used within the hospital such as PAS, Maxims, Galaxy and RADAR.
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
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