Job summary
To support the Endoscopy department with daily administration service coordination, this involves focusing on utilization, service targets and patient management. This role will also provide administrative duties for the Sheffield Endoscopy Training Centre supporting, communicating and organising the logistics of endoscopy training amongst the various stakeholders and stakeholder organisations. The post holder will work collaboratively faculty, delegates, and other external contact outside of the Trust to provide a coordinated and seamless service.
Main duties of the job
Ensure staff book patients in within the national 18 week RTT
Utilise the full range of Information systems (Connect, Infoflex, ERS, EDMS, IBD Database, ICE)
Work collaboratively with the Endoscopy team, providing cross-cover when necessary
General organisation/monitoring of the waiting list/appointment system
Work closely with Consultants/nursing staff to co-ordinate scheduling of endoscopy suite cases
Work with the Operational/Service Manager to ensure activity and waiting list targets are delivered, help to maximise activity through reducing DNA's and cancelled activity
Provide activity/waiting list information as required
Work with the Operational/Service Manager to develop improved policies and processes regarding urgent appointments, direct access, and inpatient bookings
Problem solve any issues associated with patient bookings and lists as necessary, ensuring wherever possible, that all available capacity is utilised
Organise and plan multiple courses/events each year, liaising with external candidates and organising faculty
Secure appropriate faculty/examiners, ensuring activity is planned in advance
Handle communications with delegates to advise and/or book places onto training courses/exams
Contact delegates with the required information to gain a Letter of Authority to Practice
Supplying delegates with an invoice and chase any unpaid invoices
Liaising with external agencies with regards to promotion and obtaining sponsorship
Populating courses on the JETs website
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.
There is 1 permanent and 1 fixed term post on this vacancy.
One post on this vacancy is advertised on a fixed term contract basis for a period of 12 months due to the post being externally funded. The fixed term contract status of the post holder will be reviewed in accordance with the Trust's legal obligations regarding fixed term contracts taking into consideration the ongoing source of the external funding and the requirement for the post to be maintained.
Please also note any secondment must first be agreed with your current line manager.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Job description
Job responsibilities
Please view the attached Job Description and Person Specification documents for full details regarding this post.
When completing your application please ensure that you clearly demonstrate how you meet the role criteria.
Person Specification
Education and Qualifications
Essential
- Educated to GCSE standard (or equivalent); to include Maths and English at grade C or above
- NVQ 4 or similar qualification/ relevant experience in administration and business
- Evidence of continuing personal development
Desirable
- ECDL qualification or equivalent
Experience
Essential
- Experience with Endoscopy systems such as Connect, Infoflex etc.
- An awareness of and an ability to work with differing stakeholder organisations to deliver a service
- Experience of interpreting complex data and production of high quality performance reports using spreadsheets and graphical presentation
- Experience of using virtual platforms such as Microsoft Teams
- Awareness of inspection and accreditation processes relevant to the service
- Experience of Health Service administration or experience within comparable sector
- Previous experience of working within a multidisciplinary team
- Advanced knowledge of Microsoft Excel/Experience of data entry to databases
- Good level of all round IT literacy
- Experience of clerical duties
- Ability to adapt to changes in practices, policies, and procedures
- Experience with servicing meetings, preparing and circulating agendas and minutes
Desirable
- Has administered an educational program within the NHS
- Has administered within endoscopy and is familiar with its management and structure
- Knowledge of national and local performance standards and contemporary healthcare issues linked to the service
- Medical terminology course
Skills and Knowledge
Essential
- Excellent communication, negotiation and interpersonal skills
- Good organisational, time management skills and problem solving abilities
- Numerate and analytical skills and the ability to present complex data, with excellent report writing skills
- Ability to work under pressure and deliver results
- Innovative, enthusiastic and motivated in approach to work with the ability to motivate a team
- The ability to prioritise and deliver to short deadline, organising and managing own work schedule
- Ability to organise courses/events with several candidates and faculty
- Be able to work independently with limited supervision
- Be responsible for delivering work to deadlines and to a good standard
- Demonstrate a clear understanding for the need to maintain patient confidentiality and data handling.
- Ability to develop Standard Operating Procedures (SOPS) for organising courses/exams
- Ability to develop reports, agendas and timetables for courses and events using relevant IT software
Desirable
- Experience in dealing with audits / minimum data sets.
Personal Qualities
Essential
- Flexible to suit the service including evening and weekend working
- Reliable
- Positive attitude
- Ability to work with minimal supervision
Person Specification
Education and Qualifications
Essential
- Educated to GCSE standard (or equivalent); to include Maths and English at grade C or above
- NVQ 4 or similar qualification/ relevant experience in administration and business
- Evidence of continuing personal development
Desirable
- ECDL qualification or equivalent
Experience
Essential
- Experience with Endoscopy systems such as Connect, Infoflex etc.
- An awareness of and an ability to work with differing stakeholder organisations to deliver a service
- Experience of interpreting complex data and production of high quality performance reports using spreadsheets and graphical presentation
- Experience of using virtual platforms such as Microsoft Teams
- Awareness of inspection and accreditation processes relevant to the service
- Experience of Health Service administration or experience within comparable sector
- Previous experience of working within a multidisciplinary team
- Advanced knowledge of Microsoft Excel/Experience of data entry to databases
- Good level of all round IT literacy
- Experience of clerical duties
- Ability to adapt to changes in practices, policies, and procedures
- Experience with servicing meetings, preparing and circulating agendas and minutes
Desirable
- Has administered an educational program within the NHS
- Has administered within endoscopy and is familiar with its management and structure
- Knowledge of national and local performance standards and contemporary healthcare issues linked to the service
- Medical terminology course
Skills and Knowledge
Essential
- Excellent communication, negotiation and interpersonal skills
- Good organisational, time management skills and problem solving abilities
- Numerate and analytical skills and the ability to present complex data, with excellent report writing skills
- Ability to work under pressure and deliver results
- Innovative, enthusiastic and motivated in approach to work with the ability to motivate a team
- The ability to prioritise and deliver to short deadline, organising and managing own work schedule
- Ability to organise courses/events with several candidates and faculty
- Be able to work independently with limited supervision
- Be responsible for delivering work to deadlines and to a good standard
- Demonstrate a clear understanding for the need to maintain patient confidentiality and data handling.
- Ability to develop Standard Operating Procedures (SOPS) for organising courses/exams
- Ability to develop reports, agendas and timetables for courses and events using relevant IT software
Desirable
- Experience in dealing with audits / minimum data sets.
Personal Qualities
Essential
- Flexible to suit the service including evening and weekend working
- Reliable
- Positive attitude
- Ability to work with minimal supervision
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).
