Job summary
Team Leader for Endoscopy Booking Team
£25,147 - £27,596 per annum
FTC - 2 years
37.5 hours per week
Closing date - Friday 24th November 2023
Interview date - Thursday 7th December 2023
Main duties of the job
This post will line manage between 5 to 6 endoscopy booking clerks within the department.
The post holder is responsible for monitoring and maintaining the Endoscopy department appointment bookings, rescheduling and ensuring that all patients are treated within the guidelines needed to ensure compliance with JAG/National guidance and the 2 week wait.
The post holder is responsible for identifying appointment short falls and capacity issues and to manage the availability to ensure that patients don't breach. They will liaise with Consultants and Nursing staff to provide a comprehensive service to enable patients to be booked their appointments within national guidelines.
The post holder is available for advice to Managers of the Directorate, Consultants, Nursing staff and all departments in relation to waiting list initiative clinics.
About us
Here at George Eliot our vision to 'excel at patient care' taking centre stage. An ever evolving clinically-led acute service provider we are on a journey to continually provide high quality, safe and responsive health services delivered by inspiring and compassionate staff who share our corporate values:
Effective open communication
Excellence and safety in everything we do
Challenge but support
Expect respect and dignity
Local health that inspires confidence
Should you require any further information please contact Anna Reynolds on 024 76351351 Ext 4256.
Benefits: On-site nursery, 27 days minimum annual leave plus bank holidays, cycle to work scheme, flexible working, extensive in-house course learning directory, buying and selling of annual leave, subsidised restaurant, tranquillity garden and generous subsidised on-site parking.
Job description
Job responsibilities
To be responsible for the smooth running of the Endoscopy Booking department on a day to day basis. The post holder will be the first point of contact for any issues with patients and staff. This requires a wide range of communication skills including receiving complex information, strong motivational and negotiating skills and the ability to remain calm and think logically to resolve an issue.
To ensure that patients dont breach either statuary requirement of JAG standards, national guidance or the 2 week cancer wait. To be able to develop and amend systems that ensure this is monitored and reported on and to be able to use persuasive and sympathetic skills to be able to ensure this happens.
If unable to resolve any issues, to have the ability escalate the enquiry to the Endoscopy manager.
To communicate with range of clinical and non-clinical staff concerning progress against quality standards e.g. waiting times & patient treatment schedules. Facilitates communication between different clinical services
To be responsible for the operational management of the Endoscopy department administration staff.
This will require: monitoring Departmental performance against set objectives and standards using appropriate data.
Reporting exceptions to the Manager; contribute to the review and implementation of Departmental administration procedures.
Assist with the day to day management of administration staff, including attendance and performance monitoring; undertaking staff training and development as required; participation in staff appraisals & KSFs; participation in the recruitment and selection of administration staff, including the completion of relevant documentation.
Implementing and maintaining an efficient office management system to enable the Department to optimise their patient care services including ensuring equipment, levels of stock and stationery are maintained.
To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system
Building good working relationships with appropriate internal and external Departments,
Planning and monitoring activity levels to ensure optimum use of staff resources, reporting related issues to the Endoscopy Manager
Manipulation and distribution of appropriate correspondence. Escalate any issues to the internal or external departments.
This will also need a wide knowledge of trust software systems along with the Microsoft office packages / ERS / Lorenzo / PACS etc
To continually contribute to patient and business improvement. This will require: undertaking any appropriate project work relevant to your role, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines.
To support the team. This will require: providing cross-cover in the absence of colleagues to meet service needs and being the point of contact for urgent issues that arise.
Job description
Job responsibilities
To be responsible for the smooth running of the Endoscopy Booking department on a day to day basis. The post holder will be the first point of contact for any issues with patients and staff. This requires a wide range of communication skills including receiving complex information, strong motivational and negotiating skills and the ability to remain calm and think logically to resolve an issue.
To ensure that patients dont breach either statuary requirement of JAG standards, national guidance or the 2 week cancer wait. To be able to develop and amend systems that ensure this is monitored and reported on and to be able to use persuasive and sympathetic skills to be able to ensure this happens.
If unable to resolve any issues, to have the ability escalate the enquiry to the Endoscopy manager.
To communicate with range of clinical and non-clinical staff concerning progress against quality standards e.g. waiting times & patient treatment schedules. Facilitates communication between different clinical services
To be responsible for the operational management of the Endoscopy department administration staff.
This will require: monitoring Departmental performance against set objectives and standards using appropriate data.
Reporting exceptions to the Manager; contribute to the review and implementation of Departmental administration procedures.
Assist with the day to day management of administration staff, including attendance and performance monitoring; undertaking staff training and development as required; participation in staff appraisals & KSFs; participation in the recruitment and selection of administration staff, including the completion of relevant documentation.
Implementing and maintaining an efficient office management system to enable the Department to optimise their patient care services including ensuring equipment, levels of stock and stationery are maintained.
To ensure, wherever possible, that all documentation is up-to-date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary.
This will require: effective collaboration with all relevant personnel to maintain an efficient administrative system
Building good working relationships with appropriate internal and external Departments,
Planning and monitoring activity levels to ensure optimum use of staff resources, reporting related issues to the Endoscopy Manager
Manipulation and distribution of appropriate correspondence. Escalate any issues to the internal or external departments.
This will also need a wide knowledge of trust software systems along with the Microsoft office packages / ERS / Lorenzo / PACS etc
To continually contribute to patient and business improvement. This will require: undertaking any appropriate project work relevant to your role, including obtaining information from the Internet, collation and reporting of data in order to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines.
To support the team. This will require: providing cross-cover in the absence of colleagues to meet service needs and being the point of contact for urgent issues that arise.
Person Specification
Skills and Ability
Essential
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
- Excellent understanding of general office working procedures
- Able to work using own initiative
- Able to work as part of a team
- Able to collaborate with others
- Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment and be able recognise when to escalate to appropriate manager
- Excellent attention to detail and accuracy
- Positive and flexible approach to work
- Understands limits of own responsibilities
Desirable
- Awareness of current issues within the NHS
Qualification and Professional Training
Essential
- ECDL or equivalent or willing to work towards
- Have an NVQ 3 in Business Management or equivalent level of qualification or work experience
- Key Skills level 2 in Literacy or equivalent
Desirable
- Have or working towards an Accredited supervisory qualification
Experience and Knowledge
Essential
- Working in a senior administrative or supervisory role
- Experience in a customer facing role
- Decision making and resolving complex work related issues.
- Experience of working within the Endoscopy Unit
Personal Qualities
Essential
- Excellent organisational skills.
- Good presentation skills.
- Strong leadership skills.
- Able to supervise staff on a daily basis
- Sound decision making skills
- Excellent level of verbal and written communication.
- Able to demonstrate good persuasion and influencing skills.
- Able to use judgement and initiative to provide information and support.
- Able to apply tact and sensitivity to establish trust and confidence
- Empathetic approach to managing and resolving enquiries
- Able to manage difficult and distressing situations effectively
- Able to analyse problems and initiate appropriate solutions effectively
Other
Essential
- Flexible to the needs of the Service
- Ensure high levels of confidentiality and communication are maintained
- Frequent and long period spent sitting at a desk using a keyboard
- A commitment to Equal Opportunities
Trust Values
Essential
- Effective Open Communication
- Excellence & Safety in all that we do
- Challenge but Support
- Expect Respect & Dignity
- Local Healthcare that inspires confidence
Person Specification
Skills and Ability
Essential
- Working knowledge of Microsoft Office packages i.e. Outlook, Word, Excel.
- Excellent understanding of general office working procedures
- Able to work using own initiative
- Able to work as part of a team
- Able to collaborate with others
- Able to autonomously prioritise and plan workload to meet deadlines, often in a pressurised environment and be able recognise when to escalate to appropriate manager
- Excellent attention to detail and accuracy
- Positive and flexible approach to work
- Understands limits of own responsibilities
Desirable
- Awareness of current issues within the NHS
Qualification and Professional Training
Essential
- ECDL or equivalent or willing to work towards
- Have an NVQ 3 in Business Management or equivalent level of qualification or work experience
- Key Skills level 2 in Literacy or equivalent
Desirable
- Have or working towards an Accredited supervisory qualification
Experience and Knowledge
Essential
- Working in a senior administrative or supervisory role
- Experience in a customer facing role
- Decision making and resolving complex work related issues.
- Experience of working within the Endoscopy Unit
Personal Qualities
Essential
- Excellent organisational skills.
- Good presentation skills.
- Strong leadership skills.
- Able to supervise staff on a daily basis
- Sound decision making skills
- Excellent level of verbal and written communication.
- Able to demonstrate good persuasion and influencing skills.
- Able to use judgement and initiative to provide information and support.
- Able to apply tact and sensitivity to establish trust and confidence
- Empathetic approach to managing and resolving enquiries
- Able to manage difficult and distressing situations effectively
- Able to analyse problems and initiate appropriate solutions effectively
Other
Essential
- Flexible to the needs of the Service
- Ensure high levels of confidentiality and communication are maintained
- Frequent and long period spent sitting at a desk using a keyboard
- A commitment to Equal Opportunities
Trust Values
Essential
- Effective Open Communication
- Excellence & Safety in all that we do
- Challenge but Support
- Expect Respect & Dignity
- Local Healthcare that inspires confidence
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
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).
