Job summary
The Cardiology and Respiratory services are offering a great career opportunity for an ambitious Administration and Performance Co-ordinator to join the team at Peterborough City Hospital.
You will be responsible for coordinating the activities, information and work processes within the secretarial and booking teams to ensure the patient pathways within the Cardiology & Respiratory services at both Peterborough City Hospital and Hinchingbrooke Hospital are fully supported.
You will be driven and passionate about delivering high performance support to clinical services and help enhancing the patient experiences. With an ability to build relationships and work closely with multidisciplinary teams, you will ensure that projects and outcomes are delivered within the agreed deadlines.
You will have the opportunity to build upon and develop your leadership skills while managing the Cardiology and RespiratoryAdministration& Pathway Coordinator and Booking Office Team leader.
You should have a working knowledge of NHS Referral to Treatment (RTT) cancer and diagnostics standards, as well as excellent IT skills in order to facilitate analysis and performance reporting.
If you like to embrace the challenge of innovating and transforming our Cardiology and Respiratory services to deliver the best patient experience, then join the team at North West Anglia NHS Trust!
Main duties of the job
You will support planning and coordinate activities, including Diagnostic and procedure list scheduling, ERS pathways and Outpatient activities to ensure that the access, diagnostic performance standards, and Cancer Waiting standards are being met across the specialities on both hospital sites. Where required, you will initiate and implement recovery actions for performance, working closely with the CBU management team and Divisional Business Development Team to support analysis of performance and activity planning.
You will be responsible for the management of information and processes in relation to patient pathways, ensuring access and operational targets are achieved and maintained.
You will work closely with the Cardiology and Respiratory Investigations service leads and Angiography Manager, ensuring that all service activities are facilitated within the whole Cardiology & Respiratory MDT to maintain quality performance and National Clinical audit compliance.
You will lead the development and management of working practices within the admin and performance functions to ensure the delivery of an efficient and responsive service, encompassing new initiatives, policies and procedural changes and processes.
About us
We are committed to ensure a work-life balance to all our staff by offering full time and part time roles, flexible working hours on a shift pattern to fit around your family life.
We welcome and encourage applications from people of all backgrounds. We particularly encourage applications from disabled, Black, Asian and Minority Ethnic (BAME) and candidates form our local communities.
Benefits to you
- 27 days annual leave for new starters, rising to 29 days after five years of service and 33 days after 10 years of service, plus 8 Bank Holidays (pro-rata for part time staff);
- NHS Pension Scheme:
- Flexible working opportunities;
- Increased hourly rates for unsociable hours e.g. night shifts, weekends, bank holidays;
- Career development and training;
- Wellbeing support and activities;
- In-house physiotherapy Service;
- On-site canteens with subsidised meals;
- Subsidised staff parking (currently free).
- Free Stagecoach Bus Travel to and from work within Cambridgeshire and Peterborough
Job description
Job responsibilities
- Provides first line management support to the Cardiology & Respiratory Secretary and Booking team Leaders and system administrator. To be the key internal link between the secretarial and booking staff, clinical teams and operational staff to ensure consistency and standardisation of administration processes.
- Leads, reviews and develops working practices to ensure the delivery of an efficient and responsive administration and booking services which meets the performance requirements of the departments.
- Be an expert resource for the departments for all trust patient administration systems (Medway, ICE, NHS E-referral and E-track)
- System administrator Cardiology database (CVIS known as Tomcat)
- Responsible for providing regular activity and information reports as agreed with the Divisional Operations Manager for Cardiology & Respiratory, Divisional Performance manager and the whole Business Team.
- Responsible for providing complex reports and information to clinicians, managers and external partners.
- Responsible for ensuring the preparation and validation of performance data sets for National Cardiac & Lung Cancer audit submissions.
- Ensuring appropriate data validation / data quality checks are routinely carried out and that missing or inaccurate data is followed up pro-actively.
- Ensure compliance at all time with the Data Protection Act and with the Trusts IT security and patient confidentiality policies.
- Ensures the appropriate and proactive management and validation of patient pathways, thereby ensuring the accuracy of waiting lists.
- Takes responsibility for overseeing the Cardiology & Respiratory schedules on each site, ensuring that changes are appropriately authorised.
- Encourages the development of team leaders and booking staff and undertakes annual personal appraisals (MPA). Agrees personal development plans and identify training needs or areas for improvement. Ensures that these are undertaken annually and reported appropriately.
- Maintains oversight of workforce KPIs for areas of responsibility, taking action to address areas requiring improvements.
Job description
Job responsibilities
- Provides first line management support to the Cardiology & Respiratory Secretary and Booking team Leaders and system administrator. To be the key internal link between the secretarial and booking staff, clinical teams and operational staff to ensure consistency and standardisation of administration processes.
- Leads, reviews and develops working practices to ensure the delivery of an efficient and responsive administration and booking services which meets the performance requirements of the departments.
- Be an expert resource for the departments for all trust patient administration systems (Medway, ICE, NHS E-referral and E-track)
- System administrator Cardiology database (CVIS known as Tomcat)
- Responsible for providing regular activity and information reports as agreed with the Divisional Operations Manager for Cardiology & Respiratory, Divisional Performance manager and the whole Business Team.
- Responsible for providing complex reports and information to clinicians, managers and external partners.
- Responsible for ensuring the preparation and validation of performance data sets for National Cardiac & Lung Cancer audit submissions.
- Ensuring appropriate data validation / data quality checks are routinely carried out and that missing or inaccurate data is followed up pro-actively.
- Ensure compliance at all time with the Data Protection Act and with the Trusts IT security and patient confidentiality policies.
- Ensures the appropriate and proactive management and validation of patient pathways, thereby ensuring the accuracy of waiting lists.
- Takes responsibility for overseeing the Cardiology & Respiratory schedules on each site, ensuring that changes are appropriately authorised.
- Encourages the development of team leaders and booking staff and undertakes annual personal appraisals (MPA). Agrees personal development plans and identify training needs or areas for improvement. Ensures that these are undertaken annually and reported appropriately.
- Maintains oversight of workforce KPIs for areas of responsibility, taking action to address areas requiring improvements.
Person Specification
Qualification
Essential
- Educated to degree, working towards degree or equivalent experience.
- Leadership Qualification or equivalent experience
- Evidence of ongoing professional development
Skills
Essential
- Excellent working knowledge of Microsoft Office, including advanced use of Excel
- Excellent verbal & written communication
- Able to produce and present a range of performance reports to internal and external services as required
- Able to analyse data and propose options for change
- Ability to plan and prioritise work, manage time and organise workload effectively
- Ability to communicate, negotiate and influence people from a range of external organisations
Knowledge
Essential
- Knowledge of patient pathways and associated standards
- Knowledge of IT systems and a willingness to be an expert in all IT systems related to the role
Desirable
- Knowledge of clinical audit processes and reporting
Experience
Essential
- Experience of managing and developing staff and working practices for a team
- Experience of working with multi-disciplinary professionals
- Experience of working with diagnostic standards and RTT pathways
- Managing performance and adapting to changing demands
- Working in a job requiring high standard of administrative skills, high levels of accuracy and work to tight deadlines
Desirable
- Project Management experience/qualification
- Experience of scheduling ,Booking or Outpatient setting experience
Person Specification
Qualification
Essential
- Educated to degree, working towards degree or equivalent experience.
- Leadership Qualification or equivalent experience
- Evidence of ongoing professional development
Skills
Essential
- Excellent working knowledge of Microsoft Office, including advanced use of Excel
- Excellent verbal & written communication
- Able to produce and present a range of performance reports to internal and external services as required
- Able to analyse data and propose options for change
- Ability to plan and prioritise work, manage time and organise workload effectively
- Ability to communicate, negotiate and influence people from a range of external organisations
Knowledge
Essential
- Knowledge of patient pathways and associated standards
- Knowledge of IT systems and a willingness to be an expert in all IT systems related to the role
Desirable
- Knowledge of clinical audit processes and reporting
Experience
Essential
- Experience of managing and developing staff and working practices for a team
- Experience of working with multi-disciplinary professionals
- Experience of working with diagnostic standards and RTT pathways
- Managing performance and adapting to changing demands
- Working in a job requiring high standard of administrative skills, high levels of accuracy and work to tight deadlines
Desirable
- Project Management experience/qualification
- Experience of scheduling ,Booking or Outpatient setting experience
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).
