Job summary
Expected Shortlisting
Date
11/06/2025
Planned Interview
Date
17/06/2025
An
exciting opportunity has arisen for an Assistant Patient Services
Co-ordinator based at St James's University Hospital to manage the
administration and clerical team in Allergy and Immunology Department for 3 months Fixed term contract to cover maternity leave. This post is 22.5 hours per week, part time
role.
You
will be joining a friendly, supportive Administration team that will be
working closely with Doctors and Nurses who are responsible for the care of
all adult Allergy and Immunology patients in Leeds.
We
are looking for someone who is enthusiastic, and who is able to work as an
effective team player. The successful candidate will find this an
interesting, yet challenging role.
The
responsibilities associated with this post include the day to day management
of speciality administration, clerical and secretarial staff to deliver
effective services. The post holder will be expected to work closely with the
Patient Services Co-ordinator, to support and implement service development
and achieve referral to treatment access targets, including cancer targets.
The role will also include, reviewing departmental systems and exploring ways
to continuously manage the patient pathway more efficiently.
Our
services are currently located at St Jamess University Hospital (SJUH).
Main duties of the job
The
position requires strong managerial skills, coupled with the ability to
undertake quality improvement initiatives to enhance services. A flexible
approach to work is essential, as both operational targets and objectives
change constantly, therefore the post holder should be prepared to adapt
their approach and prioritise accordingly.
In
addition to site specific duties the role requires close working with other
specialities within the directorate, across site, primarily SJUH, LGI, and
Seacroft.
Applicants
will be required to demonstrate effective communication and organisational
skills and be able to work using their own initiative. The ability to work
both independently and within a team whilst being highly motivated is
essential.
For
informal enquiries please contact Colm Cullen, Business Support Manager at
colm.cullen@nhs.net.
About us
Come
and join our team in Leeds and become part of The Leeds Way sharing our
vision and values. Our Trust is recognised for our staff engagement, great
care and rated GOOD by the Care Quality Commission.
Leeds
Teaching Hospitals NHS Trust is one of the largest acute health providers in
the UK and based in one of the fastest growing and vibrant cities in the
north.
At
Cardio-Respiratory CSU, we aim to be a fair and supportive CSU with positive,
caring teams who are champions of the Leeds Way values. Our values are part
of what make us different from other trusts, so we see this as a strength, as
well as a responsibility. They have been developed by our staff and set out
what they see as important to how we work.
Our five values are:
Patient-centred
Collaborative
Fair
Accountable
Empowered
Leeds
Teaching Hospitals is committed to our process of redeploying 'at risk'
members of our existing workforce to new roles. As such, all our job adverts
are subject to this policy and we reserve the right to close, delay or remove
adverts while this process is completed. If you do experience a delay in the
shortlisting stage of the recruitment cycle, please bear with us while this
process is completed, and contact the named contact if you have any
questions.
Job description
Job responsibilities
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
Staff Supervision
Coordinate the day-to-day activities of a team of administrative staff including clerical officers, medical secretaries and supervisors.
To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.
To be actively involved in the recruitment process.
To ensure that joint working and close co-operation is developed and maintained with staff both internal and external, providing the clinical/operational services in order to maintain a complete and seamless service to patients.
Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.
Train and supervise members of their team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day-to-day basis support individual learning and development.
Service Management
To take a lead role in the management of elective lists, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.
Responsible for the collection of data and performing regular audits by random sample. Depending upon the outcome of the audit, taking follow steps as necessary with instruction to fix any issues.
To maintain and administer relevant information systems and review monitor systems. This may include troubleshooting problems, referring to the appropriate department as required and some evening / weekend contact. Also, being responsible for performing daily back up of relevant data base where appropriate.
Responsible for ensuring the integrity of the system and that it meets the requirements of the Data Protection Act.
Support management in liaising with Information Services Department to provide data as required.
To ensure all patients enquiries are dealt with in a friendly and professional manner and that patient admin staff provide exceptional customer service
Monitor administrative processes to ensure all are completed within agreed timescales.
Deal with complex enquires from staff/patients/relatives/visitors investigating and researching matters thereby providing information/guidance and advice to others to ensure their queries have been dealt with. This could involve managing the complaints process, monitoring response times, seeking out information to be able to prepare straightforward response, or to assist in the provision of a response, to the complaint.
Such other duties at a comparable level of responsibility as may be allocated to the post or post-holder.
Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS
Job description
Job responsibilities
PRINCIPAL DUTIES & AREAS OF RESPONSIBILITY
Staff Supervision
Coordinate the day-to-day activities of a team of administrative staff including clerical officers, medical secretaries and supervisors.
To maintain regular communications with all staff to ensure they all receive and participate in briefings and are aware of knowledge and information relating to them and their role.
To be actively involved in the recruitment process.
To ensure that joint working and close co-operation is developed and maintained with staff both internal and external, providing the clinical/operational services in order to maintain a complete and seamless service to patients.
Continually review staffing levels and ensure there is adequate cover for staff during periods of absence or flexible working practices in order to maintain a quality service.
Train and supervise members of their team in all aspects of patient administration service and exceptional customer service, motivating, improving performance and promoting team values to achieve required outcomes. Contribute to the identification and planning of development needs for the team and individuals.
Contribute to the assessment of staff performance against objectives and be responsible for the performance development reviews of individuals. On a day-to-day basis support individual learning and development.
Service Management
To take a lead role in the management of elective lists, ensuring that all patients are seen within the required time scales and in accordance with NHS targets and Trust policies.
Responsible for the collection of data and performing regular audits by random sample. Depending upon the outcome of the audit, taking follow steps as necessary with instruction to fix any issues.
To maintain and administer relevant information systems and review monitor systems. This may include troubleshooting problems, referring to the appropriate department as required and some evening / weekend contact. Also, being responsible for performing daily back up of relevant data base where appropriate.
Responsible for ensuring the integrity of the system and that it meets the requirements of the Data Protection Act.
Support management in liaising with Information Services Department to provide data as required.
To ensure all patients enquiries are dealt with in a friendly and professional manner and that patient admin staff provide exceptional customer service
Monitor administrative processes to ensure all are completed within agreed timescales.
Deal with complex enquires from staff/patients/relatives/visitors investigating and researching matters thereby providing information/guidance and advice to others to ensure their queries have been dealt with. This could involve managing the complaints process, monitoring response times, seeking out information to be able to prepare straightforward response, or to assist in the provision of a response, to the complaint.
Such other duties at a comparable level of responsibility as may be allocated to the post or post-holder.
Comply with the requirements dictated by regulatory bodies and their code of practice throughout all disciplines in the CMT, the Leeds Teaching Hospitals Trust and the NHS
Person Specification
Experience
Essential
- Thorough knowledge of Patient Administration Processes
- Knowledge of Microsoft Office Packages and e-mail technology
- Experience of staff management including recruitment and retention
- Significant Administration experience
- Significant Managerial experience
Desirable
- Significant previous secretarial and/or administration experience
- Patient centre/PAS/PPM+
- Customer focussed/customer service skills
- Diary management experience
Qualifications
Essential
- Good standard of education to minimum of GCSE (minimum of grade C in English and Math)
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Exceptional interpersonal and customer service skills
- Ability to communicate effectively at all levels
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff
- Effective organisational skills
- Demonstrated Managerial skills
Desirable
- Experience of dealing with complaints
Person Specification
Experience
Essential
- Thorough knowledge of Patient Administration Processes
- Knowledge of Microsoft Office Packages and e-mail technology
- Experience of staff management including recruitment and retention
- Significant Administration experience
- Significant Managerial experience
Desirable
- Significant previous secretarial and/or administration experience
- Patient centre/PAS/PPM+
- Customer focussed/customer service skills
- Diary management experience
Qualifications
Essential
- Good standard of education to minimum of GCSE (minimum of grade C in English and Math)
- A willingness to undergo personal development and learn new skills
Desirable
- European Computer Driving License (ECDL)
Skills & behaviours
Essential
- Exceptional interpersonal and customer service skills
- Ability to communicate effectively at all levels
- Communicate sensitively and effectively with patients, relatives, colleagues and all other healthcare professionals themselves and through management of their staff
- Effective organisational skills
- Demonstrated Managerial skills
Desirable
- Experience of dealing with complaints
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.
