Job summary
Our team of Service Coordinators work with our administrative service teams, and our clinical service teams in partnership with our Clinical Leads. To work well with our teams you will need to be passionate about improving patient care and making our services a brilliant place to work for our people.
To co-ordinate administrative services in support of clinical service teams and assist the clinical service teams in the delivery of performance metrics. The post holder will support the continual improvement of hospital services to ensure the best possible care for the patients we provide services to and ensure a brilliant place to work for our team members.
The successful candidate will be supported to develop their experience, skills and knowledge in a friendly and empowering environment so that they are able to perform to a high standard in this role and also prepare for further career progression at the right time.
The post holder will also be supported to maintain a healthy balance between their personal life and their career, and access flexible working arrangements which are suitable to the needs of our services.
Main duties of the job
- Work with the Deputy Service Managers and Service Manager to identify vacancies and workforce gaps.
- Support with recruiting new staff by shortlisting candidates and participating in the bulk recruitment process for band 2 admin posts.
- Work with the Deputy Service Managers to develop training programmes for all new staff that includes assessment against key competencies.
- Ensure all new starters receive thorough role-specific training.
- In collaboration with the Deputy Service Managers and Service Manager, further the design and implementation of standard operating procedures for admin processes.
- Monitor staff adherence and performance against standard operating procedures.
- Promptly address performance management issues as they arise with support from the Deputy Service Managers where required.
- Maintain effective records of all performance-related conversations with staff, documenting any improvements requested, training or re-training provided and re-assessments.
- Compose and manage admin staff timetables for relevant areas, ensuring sufficient staffing levels to maintain an end-to-end high-quality professional service.
- Approve and record annual leave for direct reports whilst ensuring sufficient staffing levels to deliver the service standards.
About us
You will be working for an organisation which values and respects all of its staff and the community it serves. The Trust is a leader in the NHS and research sectors and provides excellent benefits for its staff. This includes commitments to professional development but also many policies to support employees in balancing their personal and professional lives.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience in a relevant management, administration or IT subject
Desirable
- A level standard of education or equivalent
- I.T. qualifications
- Relevant accredited management qualification(s)
Experience
Essential
- Working in an NHS Hospital
- Staff management and supervision
- Administration of out-patient clinics and elective surgery
- Providing training
- Patient Administration and Trust I.T systems
- Demonstrable track record working with healthcare targets such as the 18-week RTTP and Cancer Waiting Times (CWT)
- Evidence of developing and maintaining effective working relationships with a variety of professionals ("the MDT") and service users/customers
- Experience communicating directly with patients, carers &relatives, both face-to-face and over the 'phone
- An awareness of the challenges currently facing the NHS
Desirable
- Experience working within Ophthalmology or the Head & Neck Care Group
- Experience planning healthcare services
- Proven experience of effectively using management information to manage capacity and demand and produce reports to analyse and share data.
- Experience using Lorenzo
- Experience delivering Cancer Waiting Time (CWT) targets
- CWT tracking and MDT co-ordination experience
- Experience using InfoFlex
- Experience using databases (e.g. MS Access) to manage information as well as share and analyse data
- Comprehensive understanding of procedures and policies for using and maintaining the above databases
- Experience of undertaking audits and co-ordinating patient surveys.
- Experience investigating incidents reported on the Datix on-line system
Further Training
Essential
- Evidence of further job-relevant education and training
Desirable
- Supervisory/management training
- Attendance on relevant STH courses (e.g. managing attendance, capability, conduct and/or conducting appraisals)
Special Skills/Aptitudes
Essential
- Knowledge of STH Access policies including admitted and non admitted targets
- Awareness of STH Trust policies and procedures
- Demonstrable leadership qualities
- Excellent written and verbal communication skills
- Excellent interpersonal skills encompassing both teamwork and customer service
- Highly developed organisational skills including the ability to multitask
- Ability to prioritise one's own workload and that of others
- Ability to work under pressure in a fast-paced environment
- An eye for detail whilst maintaining an active appreciation of the bigger picture
- Ability to solve problems and respond to issues as they arise
- Good standard of I.T. literacy and keyboard skills including the use of Microsoft Office software packages
- Flexible approach to work
- A positive, polite and professional attitude to meet service needs
- Working knowledge of confidentiality, related legislation and codes of practice
Desirable
- An understanding of clinical governance, including risk assessments and incident investigation and resolution.
Person Specification
Qualifications
Essential
- Educated to degree level or equivalent experience in a relevant management, administration or IT subject
Desirable
- A level standard of education or equivalent
- I.T. qualifications
- Relevant accredited management qualification(s)
Experience
Essential
- Working in an NHS Hospital
- Staff management and supervision
- Administration of out-patient clinics and elective surgery
- Providing training
- Patient Administration and Trust I.T systems
- Demonstrable track record working with healthcare targets such as the 18-week RTTP and Cancer Waiting Times (CWT)
- Evidence of developing and maintaining effective working relationships with a variety of professionals ("the MDT") and service users/customers
- Experience communicating directly with patients, carers &relatives, both face-to-face and over the 'phone
- An awareness of the challenges currently facing the NHS
Desirable
- Experience working within Ophthalmology or the Head & Neck Care Group
- Experience planning healthcare services
- Proven experience of effectively using management information to manage capacity and demand and produce reports to analyse and share data.
- Experience using Lorenzo
- Experience delivering Cancer Waiting Time (CWT) targets
- CWT tracking and MDT co-ordination experience
- Experience using InfoFlex
- Experience using databases (e.g. MS Access) to manage information as well as share and analyse data
- Comprehensive understanding of procedures and policies for using and maintaining the above databases
- Experience of undertaking audits and co-ordinating patient surveys.
- Experience investigating incidents reported on the Datix on-line system
Further Training
Essential
- Evidence of further job-relevant education and training
Desirable
- Supervisory/management training
- Attendance on relevant STH courses (e.g. managing attendance, capability, conduct and/or conducting appraisals)
Special Skills/Aptitudes
Essential
- Knowledge of STH Access policies including admitted and non admitted targets
- Awareness of STH Trust policies and procedures
- Demonstrable leadership qualities
- Excellent written and verbal communication skills
- Excellent interpersonal skills encompassing both teamwork and customer service
- Highly developed organisational skills including the ability to multitask
- Ability to prioritise one's own workload and that of others
- Ability to work under pressure in a fast-paced environment
- An eye for detail whilst maintaining an active appreciation of the bigger picture
- Ability to solve problems and respond to issues as they arise
- Good standard of I.T. literacy and keyboard skills including the use of Microsoft Office software packages
- Flexible approach to work
- A positive, polite and professional attitude to meet service needs
- Working knowledge of confidentiality, related legislation and codes of practice
Desirable
- An understanding of clinical governance, including risk assessments and incident investigation and resolution.
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).
