Job summary
The post holder will be responsible for supporting the day to day running of the Maternity Administration Team including workload, scheduling, and staffing.The Maternity Administration team are the first line of contact for Maternity Patients who visit or contact the Trust. This role therefore impacts across the Trust's Maternity Service in terms of reputation, service delivery, and income.They will assist the Maternity Operational Support Manager in liaising with the Midwifery, Obstetric and wider clinical teams and Management Team in resolving issues around capacity, patient concerns and ensuring clinical systems, patient records and information are kept up to date.They will also support the Maternity Operational Support Manager with staff management duties for the Maternity Administration Team.
Main duties of the job
The post holder is responsible for ensuring that the administration duties required to support the provision of quality Maternity services are delivered at all times. As such, the post holder will be expected to undertake clerical and administrative duties as part of the team where appropriate to ensure service delivery. They will ensure the work of the department is carried out to the required high standards of accuracy with a focus on the delivery of high-quality customer care and the highest levels of data quality and completeness
About us
Working for your organisation should read: Whittington Health serves a richly diverse population and works hard to ensure that all our services are fair and equally accessible to everyone. Nowhere is this more obvious than in the way we look after our staff. We aim to employ a workforce which is as representative as possible of this population, so we are open to the value of differences in age, disability, gender, marital status, pregnancy and maternity, race, sexual orientation, and religion or belief. The Trust believes that as a public sector organisation we have an obligation to have recruitment, training, promotion and other formal employment policies and procedures that are sensitive to these differences. We think that by doing so, we are better able to treat our patients as well as being a better place to work.
Job description
Job responsibilities
Ensure the Maternity Administration team are proactively reviewing and updating patients demographic details to ensure that full patient registrations take place with the accurate recording of all data.Ensure that referral processing and appointments allocation is completed in a timely manner, prioritising them to ensure that local and national targets are met. Reporting to the clinical team or senior managers where there are capacity shortfalls or queriesEnsure the Maternity Administration team effectively update the movement of patients across the Maternity wards in real time to ensure the bed state on the Trust systems is live and up to dateEnsure the Maternity Administration team management Trust case notes are managed in line with local policies and procedures, including note tracking and filing of loose paperwork, providing training where necessaryEnsure the STOW generic email account is managed in a timely way to support the safe delivery of patient careTake an active role in service improvement, reviews, and auditsSupport the booking, delivery and outcoming of maternity appointments and care along the maternity pathway and ensure the Maternity Administration Team are following local processes when using the systemSupport the clinical team with the scheduling of clinical care and interventionsStaff ManagementTo monitor staff performance against agreed standards, identify training needs and performance issues, taking action and escalating as appropriate to line managerEnsure compliance with all Trust policies regarding appraisal, mandatory training, absence, annual, sick and other leaveTo manage and actively take part in the Maternity Administration RotaTo collate and monitor leave of all staff and update ESR and rota as appropriateResponsible for sickness reporting and management in line with Trust policy, taking action where necessaryUpdate ESR system for annual leave, sickness and training and monitor reportsTo monitor and distribute workload within the team, ensuring cover arrangements are in place where necessaryTo be responsible for local induction of all new staffTo train new starters in all processes within the Maternity Administration teamTo ensure that the Trusts policies and procedures are followed within the departmentTo ensure that appropriate performance metrics and other information is availableTo carry out any other appropriate duties including cross cover as directed by line managerWhere needed take part in the day-to-day tasks within the departmentGeneral ResponsibilitiesCoordinate activities in such a way as to ensure any turnaround times are met, or where this is not possible escalating problems to the Operational Support Manager as appropriate and agreedManage issues as they ariseManage internal email address and distribute requests appropriatelyAct as a requisitioner on E-ProcurementSupport the development and implementation of standardised ways of working within the department and ensure Standard Operating Procedures (SOPs) are in place to support these.To ensure that all communication is dealt with confidentially and discreetly and that a sensitive approach is used; to respect patients and staff confidentiality at all timesLiaise as necessary with the wider Maternity clinical team, Management team and other members of the administration team as well as a range of other health care professionals and departments within the hospital to ensure that the department interfaces efficiently
To respond to telephone queries in a professional and courteous mannerSupport improvement and transformation projects and encourage innovative and paperless or paper-lite working
Please see person specification for more information.
Job description
Job responsibilities
Ensure the Maternity Administration team are proactively reviewing and updating patients demographic details to ensure that full patient registrations take place with the accurate recording of all data.Ensure that referral processing and appointments allocation is completed in a timely manner, prioritising them to ensure that local and national targets are met. Reporting to the clinical team or senior managers where there are capacity shortfalls or queriesEnsure the Maternity Administration team effectively update the movement of patients across the Maternity wards in real time to ensure the bed state on the Trust systems is live and up to dateEnsure the Maternity Administration team management Trust case notes are managed in line with local policies and procedures, including note tracking and filing of loose paperwork, providing training where necessaryEnsure the STOW generic email account is managed in a timely way to support the safe delivery of patient careTake an active role in service improvement, reviews, and auditsSupport the booking, delivery and outcoming of maternity appointments and care along the maternity pathway and ensure the Maternity Administration Team are following local processes when using the systemSupport the clinical team with the scheduling of clinical care and interventionsStaff ManagementTo monitor staff performance against agreed standards, identify training needs and performance issues, taking action and escalating as appropriate to line managerEnsure compliance with all Trust policies regarding appraisal, mandatory training, absence, annual, sick and other leaveTo manage and actively take part in the Maternity Administration RotaTo collate and monitor leave of all staff and update ESR and rota as appropriateResponsible for sickness reporting and management in line with Trust policy, taking action where necessaryUpdate ESR system for annual leave, sickness and training and monitor reportsTo monitor and distribute workload within the team, ensuring cover arrangements are in place where necessaryTo be responsible for local induction of all new staffTo train new starters in all processes within the Maternity Administration teamTo ensure that the Trusts policies and procedures are followed within the departmentTo ensure that appropriate performance metrics and other information is availableTo carry out any other appropriate duties including cross cover as directed by line managerWhere needed take part in the day-to-day tasks within the departmentGeneral ResponsibilitiesCoordinate activities in such a way as to ensure any turnaround times are met, or where this is not possible escalating problems to the Operational Support Manager as appropriate and agreedManage issues as they ariseManage internal email address and distribute requests appropriatelyAct as a requisitioner on E-ProcurementSupport the development and implementation of standardised ways of working within the department and ensure Standard Operating Procedures (SOPs) are in place to support these.To ensure that all communication is dealt with confidentially and discreetly and that a sensitive approach is used; to respect patients and staff confidentiality at all timesLiaise as necessary with the wider Maternity clinical team, Management team and other members of the administration team as well as a range of other health care professionals and departments within the hospital to ensure that the department interfaces efficiently
To respond to telephone queries in a professional and courteous mannerSupport improvement and transformation projects and encourage innovative and paperless or paper-lite working
Please see person specification for more information.
Person Specification
Qualifications
Essential
- Educated to NVQ Level 4 or relevant Patient Appointment Management experience
Skills and Abilities
Essential
- Able to lead a team and devise staffing rotas
- Excellent interpersonal skills
- Ability to develop and work to agreed standards and procedures
Knowledge & Experience
Essential
- Previous NHS Experience
- Knowledge of Patient Administration Systems
- Knowledge of management procedures and their application
Person Specification
Qualifications
Essential
- Educated to NVQ Level 4 or relevant Patient Appointment Management experience
Skills and Abilities
Essential
- Able to lead a team and devise staffing rotas
- Excellent interpersonal skills
- Ability to develop and work to agreed standards and procedures
Knowledge & Experience
Essential
- Previous NHS Experience
- Knowledge of Patient Administration Systems
- Knowledge of management procedures and their application
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.
