Job summary
An exciting opportunity has arisen in our specialist Dietetics service, based at Liverpool Women's Hospital for a full time (37.5 hours per week) Band 3 Sub-Specialty Appointment Co-Ordinator.
The Sub-Specialty Co-Ordinator will have excellent communication skills with patients and all levels of staff including senior managers and clinicians and will possess the ability to identify capacity/demand issues within their sub-specialty and help to offer solutions to tackle this.
Main duties of the job
The main duties of this role is to ensure that all clinics within Dietetics are fully booked out, and appointments are effectively communicated to patients to reduce non-attendance levels. The post holder will have Referral to Treatment knowledge and be able to identify and validate patients waiting on various worklists/patient target lists.
The sub-specialty co-ordinator will work closely with clinicians to ensure clinics are cancelled for annual leave etc, and additional clinics are planned and filled as required.
The post holder will work closely with the Dietetics team and there will be opportunities for role development and learning.
About us
Liverpool Women's NHS Foundation Trust delivers the highest standards of care for women, babies and families. Each year we deliver over 7,500 babies, carry out over 49,000 gynaecological inpatient and outpatient procedures, care for over 1,000 poorly & preterm newborns, perform around 1,000 IVF cycles and have over 4,000 genetic appointments taking place. We believe that this along with a strong dedication to research & innovation makes usthe specialist health provider of choice in Europe for women, babies and families.
We have some of the leading experts in their field, which has been showcased on national TV and news, making our teams famous across the world for professionalism, skill & compassion.
The Trust is constantly innovating and evolving it's services to provide the most cutting edge and modern care possible. As well as developing services on our current site we have long-term aspirations for the future. We have recently launched a number of new strategies which provide a detailed long-term plan for our services.
Check out why Liverpool Women's NHS Foundation Trust is a great place to work using the links below:
Video: https://vimeo.com/556197652
Online brochure: https://www.liverpoolwomens.nhs.uk/media/4121/recruitment-pack-great-place-to-work-16pp-v4-final.pdf
Job description
Job responsibilities
Complete responsibility for the dietetics clinic diaries, utilising an excellent knowledge of outpatient clinics, including face to face, telephone and virtual bookings, the duration of appointment times as directed by the clinicians.
Production of letters which inform patients of the appropriate appointment times and media type. The bookings can require sensitive negotiations with patients relating to their availability for clinic, with consideration being given to the correct application of the Patient Access Policy.
Support colleagues and Booking Clerks in the handling of complex bookings, and potentially complaints and PALs queries, in relation to allocated sub- specialty.
Register new tertiary referrals for allocated sub-specialty onto PAS system within 48 hours of receipt ensuring Referral to Treatment pathways are started/continued appropriately.
Undertake analysis of patient tracking lists (PTL) information to ensure appropriate scheduling of patients and clinics in the correct order and undertake data quality reviews and action as appropriate.
Full details of the roles and responsibilities for this post are available on the Job Description.
Job description
Job responsibilities
Complete responsibility for the dietetics clinic diaries, utilising an excellent knowledge of outpatient clinics, including face to face, telephone and virtual bookings, the duration of appointment times as directed by the clinicians.
Production of letters which inform patients of the appropriate appointment times and media type. The bookings can require sensitive negotiations with patients relating to their availability for clinic, with consideration being given to the correct application of the Patient Access Policy.
Support colleagues and Booking Clerks in the handling of complex bookings, and potentially complaints and PALs queries, in relation to allocated sub- specialty.
Register new tertiary referrals for allocated sub-specialty onto PAS system within 48 hours of receipt ensuring Referral to Treatment pathways are started/continued appropriately.
Undertake analysis of patient tracking lists (PTL) information to ensure appropriate scheduling of patients and clinics in the correct order and undertake data quality reviews and action as appropriate.
Full details of the roles and responsibilities for this post are available on the Job Description.
Person Specification
Qualifications & Learning
Essential
- 5 GCSE's or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Experience
Essential
- Proven experience working in a clerical role
Desirable
- Proven experience in a clerical role within the NHS
- Proven experience of staff management
Skills, Knowledge & Aptitudes
Essential
- Knowledge of administrative and management procedures and practices
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels
- Ability to work as part of a team
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries
Desirable
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust's rules regarding confidentiality
- Knowledge of specialist medical terminology
Personal Attributes
Essential
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable
- Ability to work flexibly
- Appropriately assertive
- Self-motivated and enthusiastic
Person Specification
Qualifications & Learning
Essential
- 5 GCSE's or equivalent
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Desirable
- Leadership qualification
- ECDL
- NVQ 3 in customer care and business administration or equivalent experience in a clerical role
Experience
Essential
- Proven experience working in a clerical role
Desirable
- Proven experience in a clerical role within the NHS
- Proven experience of staff management
Skills, Knowledge & Aptitudes
Essential
- Knowledge of administrative and management procedures and practices
- Knowledge of MS Office, Excel and basic keyboard skills
- Excellent communication skills, both verbal and written
- Good communication and interpersonal skills at all levels
- Ability to work as part of a team
- An efficient and methodical approach to the maintenance of waiting lists, statistics and admissions diaries
Desirable
- Experience of Meditech
- Understanding of Trust policies and NHS agenda
- Knowledge of the Trust's rules regarding confidentiality
- Knowledge of specialist medical terminology
Personal Attributes
Essential
- Good time management skills
- Good organisational skills
- Able to maintain a professional approach when working under pressure
- Be able to maintain confidentiality
Desirable
- Ability to work flexibly
- Appropriately assertive
- Self-motivated and enthusiastic
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).
