Job summary
Radiology Site Deputy Office Lead - 22.5 hrs available - B4
To manage and monitor the performance of the site Radiology admin and clerical team (Radiology Reception, Appointment and secretarial/administrator team). To support this team by setting clear objectives and facilitating their learning needs as well as ensuring they provide a high standard of communication with patients.
To work with the section leads and Radiologists to plan clinical lists and meet waiting time targets. This involves capacity and demand scheduling - analysing, identifying and setting up extra clinics where needed to meet the outpatient waiting time targets.
To liaise with referrers and clinical teams.
To effectively use the Radiology Information system and Patient Administration systems
To manage all office equipment and consumables
Main duties of the job
Responsible for organising own workload and planning of team's day to day work. Develop rotas to ensure all core services are covered, highlighting any issues or gaps to the Radiology Admin Lead/PA. Prioritise and delegate work as necessary to team, working under pressure and dealing with non-routine situations, to meet NHS target deadlines.
Respond to escalation by Appointments Supervisors and Clerical Officers when taking calls and using developed communication skills to liaise with distressed or anxious patients and carers, as there may be barriers to understanding or cultural or language difficulties. This includes those wishing to make complaints about the service where empathetic and tact skills are required.
Work with the Radiology Admin Lead/PA to utilise information relating to modality capacity and demand within Radiology Services to meet NHS waiting time targets. Escalate any concerns regarding modality capacity failing to meet demand to the Radiology Admin Lead/PA.
Ensure that all available capacity is used. If appointments have been cancelled, ensure that the next patient due an appointment is contacted to offer them the choice of that appointment, and follow this up with contacting any relevant clinical team members.
About us
At NCIC, we have an ambition to deliver outstanding healthcare services to the population of North Cumbria. The Trust is committed to creating a centre of excellence in providing rural and remote healthcare and provides a wide range of community and acute services throughout our county.
Our 5 key principles demonstrate our belief in the delivery of 'safe, high quality care every time':
Being a clinically led organisation
Quality and safety at the heart of our Trust
A positive patient experience every time
A great place to work
Managing our money well
As an organisation we are serious about supporting a diverse workforce that reflects our local community and are very much focused on being an inclusive and compassionate place to work.
Across the North East and North Cumbria we are working together to deliver our ambition to be the greenest region in England by 2030. All staff are expected to support sustainability.
Job description
Job responsibilities
Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment.Any applicants who do not meet the eligibility criteria will not be progressed.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Job description
Job responsibilities
Please see attached job description and person specification for further information regarding the role and the essential and desirable criteria required to be met by applicants.
Please note, due to changes implemented by the Government to the UK immigration policy, individuals who require a Health and Care Visa or a Skilled Worker Visa may no longer be eligible for sponsorship where the UKVI salary threshold is not met or if the occupation is not included in the updated Immigration Salary List (ISL). Applicants must check their eligibility to be employed in any role they are interested in applying for, prior to completing an application for employment.Any applicants who do not meet the eligibility criteria will not be progressed.
If you are applying under the Disability Confident Scheme or Armed Forces Covenant and you meet all the essential criteria for a post, you will be guaranteed an interview.
Relocation assistance may be available for successful applicants moving to the region for certain posts. Please see our Policy for eligible vacancies.
- Please ensure that you document evidence of meeting all the essential criteria in the supporting information.
- If sufficient response is received this post could be closed earlier than the specified closing date, please apply as soon as possible to ensure that your application is considered.
Important Information
Candidates who have been successfully shortlisted for interview will be asked via an email notification to log on to their Trac account to select an interview time. This will usually be within 2 weeks of the closing date.
For candidates applying using a Hotmail account or have strict firewall settings please ensure the following:
- Junk Mail is checked regularly
Disclosure and Barring Service:
On 28 November 2020, the new Disclosure and Barring Service filtering rules will come into effect.
The changes mean that:
- youth cautions, reprimands and final warnings will no longer be subject to automatic disclosure
- the multiple conviction rule has been removed, meaning that if an individual has more than one conviction, regardless of offence type or time passed, each conviction will be considered against the remaining rules individually, rather than being automatically disclosed.
If you are unsure about whether you need to disclose certain criminal record information, free confidential advice may be sought from one of the charity bodies listed below. These bodies can advise you on what you are legally required to declare and may also be able to advise you on how you can disclose criminal record information to a prospective employer and your legal rights when doing so.
Nacro Tel: 0300 123 1999, or email: helpline@nacro.org.uk
Unlock Tel: 01634 247350, email advice@unlock.org.uk or complete the online form on the Unlock website
The Trust is committed to safeguarding adults and children therefore if the post is subject to the Rehabilitation of Offenders Act (ROA) 1974 (Exceptions) Order 1975 (as amended) the successful candidate(s) will be subject to a criminal records check with the Disclosure and Barring Service (DBS). The cost of the DBS must be met by the successful candidate(s) through salary deduction. DBS charges are as follows if applicable to the post:
Standard Check: £18 + Administration cost of £3.85 = £21.85. Deducted at £6.85 from 1st month salary and £5 deducted from salary over following 3 months.
Enhanced Check: £38 + administration cost of £3.90 = £41.90. Deducted at £11.90 from 1st month salary and £10 deducted from salary over following 3 months.
As part of the one of the largest employers in the UK NCIC future employees will have also access to the following benefits.
A lease car may be available for this position; further details will be provided upon appointment if applicable.
27-day holiday scheme rising to 33 after 10 years
Flexible working Scheme
Excellent opportunities for development
Competitive NHS Pension scheme
Access to NHS discounts with retailers and leisure companies
EAP (Employee Assistance Programme) a free, confidential counselling and information service to assist with personal or work-related problems
These schemes are subject to availability
Person Specification
Qualifications
Essential
- 5 GCSEs grade A-C or equivalent
- NVQ Level 3 or equivalent experience
Desirable
- ILM Introductory Certificate in 1st Line Management
- ECDL
Experience and Knowledge
Essential
- Knowledge of administrative and office procedures and systems
- Knowledge of specialist medical and legal terminology, anatomy including medical abbreviations.
- Supervisory experience and problem solving
- Substantial experience in managing waiting lists, and administrative booking processes
- Administration Systems, phone systems, local databases, software, Internet and E-mail.
- Information Management
- Incident management
- Trust policies and procedures
- Recruitment and selection
Desirable
- Appraisal training
- Risk Assessment
- Patient services
- Radiology Patient Management Audit
Skills and aptitudes
Essential
- Excellent communication skills, both written and verbal
- Excellent organisational skills
- Demonstrable skills in leading a team, and promoting an excellent service culture
- Excellent information technology and keyboard skills
- Ability to persuade and influence
- Ability to delegate effectively
- Ability to coach and motivate staff
- Ability to plan and organise own workload
- Good personal judgment skills
- Ability to recognise risk and identify alternative appropriate courses of action
- Ability to work under pressure and deal with non-routine situations
Desirable
- Demonstrable skills in achieving difficult performance targets
Personal attributes
Essential
- High integrity
- Enthusiastic
- Resilient
- A desire to develop the service, the team and yourself to make the service known as "the best"
Other requirements
Essential
- Professional in appearance and behaviour
- Flexible approach to working hours.
Person Specification
Qualifications
Essential
- 5 GCSEs grade A-C or equivalent
- NVQ Level 3 or equivalent experience
Desirable
- ILM Introductory Certificate in 1st Line Management
- ECDL
Experience and Knowledge
Essential
- Knowledge of administrative and office procedures and systems
- Knowledge of specialist medical and legal terminology, anatomy including medical abbreviations.
- Supervisory experience and problem solving
- Substantial experience in managing waiting lists, and administrative booking processes
- Administration Systems, phone systems, local databases, software, Internet and E-mail.
- Information Management
- Incident management
- Trust policies and procedures
- Recruitment and selection
Desirable
- Appraisal training
- Risk Assessment
- Patient services
- Radiology Patient Management Audit
Skills and aptitudes
Essential
- Excellent communication skills, both written and verbal
- Excellent organisational skills
- Demonstrable skills in leading a team, and promoting an excellent service culture
- Excellent information technology and keyboard skills
- Ability to persuade and influence
- Ability to delegate effectively
- Ability to coach and motivate staff
- Ability to plan and organise own workload
- Good personal judgment skills
- Ability to recognise risk and identify alternative appropriate courses of action
- Ability to work under pressure and deal with non-routine situations
Desirable
- Demonstrable skills in achieving difficult performance targets
Personal attributes
Essential
- High integrity
- Enthusiastic
- Resilient
- A desire to develop the service, the team and yourself to make the service known as "the best"
Other requirements
Essential
- Professional in appearance and behaviour
- Flexible approach to working hours.
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).
