Job summary
To provide direct line management support and supervision of the clerical and administration teams in the appointed area within the Central Prepping Teams, ensuring strict compliance with Trust policies and procedures.
To monitor and ensure that clinic preparation is efficient and effective, taking into account the individual needs of the patient and the requirements of the service.
***Preference will be given to internal Trust staff, as well as 'Priority' and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
Be part of a professional multi-skilled team working across the Central PreppingDepartment and Central Records Library.
Have effective and efficient management of specific prepping teams within the patient administration service, ensuring strict adherence and compliance to all Trust Policies and procedures.
Provide cover for other team Leaders when they are unavailable.
About us
We are a people business - where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care. The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY. If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles. Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams. It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Job description
Job responsibilities
- To ensure that staff are aware of the clinics they are covering by providing weekly figure allocation of clinics staff will be responsible for, ensuring a fair distribution of work.
- To achieve 99% of Casenote availability for all clinics and ensure that next day clinics are checked to achieve this target.
- To ensure that staff support each other when notes prove difficult to find.
- To monitor the raising of temporary folders, where notes have not been found, to ensure that sufficient investigations have been pursued.
- To delete Temporary notes volumes raised in error on iPM (Patient Information Management System)
- To ensure that all staff understand the importance of tracing casenotes and comply with Trust Policy
- To monitor and performance manage staff in conjunction with the CRL Manage
- To ensure that an Individual Performance Review is obtained from the supervising line manager on an annual basis.
- To ensure that all staff have a firm understanding of the importance of data quality, especially in relation to the Data Protection Act 1998 and to monitor that all information is entered in a timely and accurate manner.
- To manage staff annual leave, sickness and deal with initial stages of grievance and discipline
- To carry out staff appraisals and act as an appointment panel member within recruitment process.
- To attend meetings with all levels of staff to provide updates and ensure any required changes are communicated and implemented within department
- To liaise with Trust Managers at all levels to ensure an effective and efficient service.
- To visit all departments they are responsible for on a regular basis.
- To liaise with other Team Leaders where there is insufficient staff to deal with workloads, in particular during holidays and sickness in any of the areas and move staff to cover worst affected areas, ensuring CRL Manager is kept informed of the situation.
- To ensure that ALL staff are kept up to date with any changes in working practice.
- To carry out investigations into complaints as allocated by CRL Manager and draft a response.
- To monitor and where applicable reduce the ordering of taxis by staff in order to cut cost.
- To undertake other duties within the post holders competence/career development plan as may be necessary from time to time, as determined CRL Manager.
- For further details please see attached JD&PS.
Note
This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
Job description
Job responsibilities
- To ensure that staff are aware of the clinics they are covering by providing weekly figure allocation of clinics staff will be responsible for, ensuring a fair distribution of work.
- To achieve 99% of Casenote availability for all clinics and ensure that next day clinics are checked to achieve this target.
- To ensure that staff support each other when notes prove difficult to find.
- To monitor the raising of temporary folders, where notes have not been found, to ensure that sufficient investigations have been pursued.
- To delete Temporary notes volumes raised in error on iPM (Patient Information Management System)
- To ensure that all staff understand the importance of tracing casenotes and comply with Trust Policy
- To monitor and performance manage staff in conjunction with the CRL Manage
- To ensure that an Individual Performance Review is obtained from the supervising line manager on an annual basis.
- To ensure that all staff have a firm understanding of the importance of data quality, especially in relation to the Data Protection Act 1998 and to monitor that all information is entered in a timely and accurate manner.
- To manage staff annual leave, sickness and deal with initial stages of grievance and discipline
- To carry out staff appraisals and act as an appointment panel member within recruitment process.
- To attend meetings with all levels of staff to provide updates and ensure any required changes are communicated and implemented within department
- To liaise with Trust Managers at all levels to ensure an effective and efficient service.
- To visit all departments they are responsible for on a regular basis.
- To liaise with other Team Leaders where there is insufficient staff to deal with workloads, in particular during holidays and sickness in any of the areas and move staff to cover worst affected areas, ensuring CRL Manager is kept informed of the situation.
- To ensure that ALL staff are kept up to date with any changes in working practice.
- To carry out investigations into complaints as allocated by CRL Manager and draft a response.
- To monitor and where applicable reduce the ordering of taxis by staff in order to cut cost.
- To undertake other duties within the post holders competence/career development plan as may be necessary from time to time, as determined CRL Manager.
- For further details please see attached JD&PS.
Note
This job description is neither definitive nor exhaustive and is not intended to be totally comprehensive. It may be reviewed in the light of changing circumstances following consultation with the post holder. This job description is to be read in conjunction with all current Plymouth Hospitals NHS Trust policies, procedures & guidelines.
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- oDemonstrable experience in dealing with sensitive and confidential information with an understanding of the General Data Protection Regulations (GDPR).
- oProven knowledge of the NHS Records Management Code of Practice.
- oKeyboard skills
- oMicrosoft Office demonstrable experience
- oDemonstrable experience of Managing a Team
Desirable
- oSignificant NHS Records Library demonstrable experience, including Receipt & Despatch Processes.
- oWorking proven knowledge of iPM
QUALIFICATIONS
Essential
- oEducated to GCSE/NVQ Level 3 or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- oAccuracy and attention to detail
- oAbility to maintain confidentiality to the highest degree
- oWillingness to undertake appropriate training.
- oConfident enough to make recommendations on how current working practises should be changed
- oExcellent communicator: capable of constructing and delivering clear information/ instructions to staff and service users
- oAbility to deliver training on procedures to system users.
- oAbility to work under pressure in a busy working environment to tight deadlines.
- oEffective team worker
- oExcellent organisational skills
- oAble to work using own initiative and manage own workload.
- oAbility to interpret policy and guidelines and to be able to work within that framework
DISPOSITION / ATTITUDE / MOTIVATION
Essential
- oAdaptable to changing priorities and deadlines
- oAbility to assimilate information
- oGood time management
- oCustomer orientated
- oQuality Control
- oEnthusiastic, responsive to new demand, willing to learn new skills and welcome change
- oAble to deal effectively with unexpected situations, taking advantage of opportunities and overcoming problems
- oPositive and flexible approach to working practices
- oPatient with an empathetic understanding of staffing issues
- oDiscretion and tact
- oGood negotiator
OTHER FACTORS
Essential
- oFlexibility to work across all 3 sites
- oAble to work flexibly
Person Specification
KNOWLEDGE & EXPERIENCE
Essential
- oDemonstrable experience in dealing with sensitive and confidential information with an understanding of the General Data Protection Regulations (GDPR).
- oProven knowledge of the NHS Records Management Code of Practice.
- oKeyboard skills
- oMicrosoft Office demonstrable experience
- oDemonstrable experience of Managing a Team
Desirable
- oSignificant NHS Records Library demonstrable experience, including Receipt & Despatch Processes.
- oWorking proven knowledge of iPM
QUALIFICATIONS
Essential
- oEducated to GCSE/NVQ Level 3 or equivalent demonstrable experience
APTITUDE & ABILITIES
Essential
- oAccuracy and attention to detail
- oAbility to maintain confidentiality to the highest degree
- oWillingness to undertake appropriate training.
- oConfident enough to make recommendations on how current working practises should be changed
- oExcellent communicator: capable of constructing and delivering clear information/ instructions to staff and service users
- oAbility to deliver training on procedures to system users.
- oAbility to work under pressure in a busy working environment to tight deadlines.
- oEffective team worker
- oExcellent organisational skills
- oAble to work using own initiative and manage own workload.
- oAbility to interpret policy and guidelines and to be able to work within that framework
DISPOSITION / ATTITUDE / MOTIVATION
Essential
- oAdaptable to changing priorities and deadlines
- oAbility to assimilate information
- oGood time management
- oCustomer orientated
- oQuality Control
- oEnthusiastic, responsive to new demand, willing to learn new skills and welcome change
- oAble to deal effectively with unexpected situations, taking advantage of opportunities and overcoming problems
- oPositive and flexible approach to working practices
- oPatient with an empathetic understanding of staffing issues
- oDiscretion and tact
- oGood negotiator
OTHER FACTORS
Essential
- oFlexibility to work across all 3 sites
- oAble to work flexibly
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).
