Job summary
PREVIOUS APPLICANTS- PLEASE DO NOT RE-APPLY.
An exciting Band 5 opportunity has arisen to further improve the Ophthalmology Services at Ashford Hospital.
To ensure the successful management and leadership of the Clinical Office and Reception team for Ophthalmology in line with Trust Values, Strategic Objectives, Policies and Procedure. It is a full-time post of 37.5 hours. The candidate requires a high level of organisational skills, attention to detail, and someone who is good at communicating with a wide range of health care professionals.
Main duties of the job
Ensure the successful management and leadership of the Clinical Office and Reception team for Ophthalmology in line with Trust Values, Strategic Objectives, Policies and Procedure.
Oversee the smooth running of the non-admitted patient pathway, and follow up outpatient waiting list. Robust management of the Doctors' job planned outpatient activity, to ensure efficient use of Trust resources and a positive patient experience.
About us
Ashford and St. Peters Hospitals NHS Foundation Trust serves a population of more than 410,000 people living in North-West Surrey, parts of Hounslow and beyond.
Over 3,700 highly trained doctors, nurses, midwives, therapists, healthcare scientists and other support staff make up our workforce, providing a wide range of services across our two hospital sites, Ashford, Ashford, Surrey and St Peter's, Chertsey, Surrey.
We also run many specialist clinics in the community and local community hospitals and other healthcare facilities.
Our vision is to be one of the best healthcare Trusts in the country. There has never been a better time to join us in the NHS at Ashford & St Peters Hospitals NHS Foundation Trust with our strong commitment to staff health and wellbeing. We are committed to providing continuous professional development, staff benefits and flexibility to shape our workforce around our patient care.
Please see the supporting links which you can find on the right-hand side of this job advert. There is guidance on how to make an application on NHS Jobs as well as more information about joining the ASPH Team
Although it isn't the Trusts normal practice, adverts may close early, so applicants are encouraged to submit an application as soon as possible.
Job description
Job responsibilities
- Effectively manage the clinical office, administration and Outpatient clinic capacity to agreed Standard Operating Procedures and Key Performance Indicators, and in line with the Trust Values, Policies and Procedures.
- Line Manager for the clinical office staff, reception staff, ward reception staff including appraisal, monitoring and managing sickness, capability, disciplinary and mandatory training in line with Trust policies and procedures.
- Robust planning and recording of all types of leave including annual leave, special leave, and sickness for Clinical Office staff. Facilitating regular team meetings with clinical office team.
- Support the Service Management to ensure clinic capacity is maintained to prevent two-week-rule and 18 week breaches and request additional clinics as necessary, liaising directly with the Consultants, Doctors, Lead Orthoptist and Nursing team, to arrange availability of staff.
- Upload and approve wait list initiative shifts for outpatient clinic activity to Locums nest.
- Ensure clinics are not overbooked and necessary clinics are covered during times of annual leave and overall management of the transcriptions calendar.
- Escalate any operational or capacity issues to Service Management to ensure compliance with Trust targets and quality of patient care.
- Participate in the recruitment and selection and interview process for new members of administration staff as required and ensure Trust training undertaken.
- Review local standard office procedures and policies ensuring they are current and meet the requirements of the service and make changes to these policies when required.
- Manage and book out the patients on the daily ASI lists through eRS identifying and raising sub-speciality capacity issues with Service Management.
- Check Advice and Guidance requests from GPs daily, expedite Consultant triage and respond back to the provider within 48 hours.
- Must be conversant with Cerner, Evolve, LUNA, Locums nest and any other system relevant to your role. Must have working knowledge of these systems for in-putting and extracting relevant data in line with attendance at weekly non-admitted PTL meetings.
- Attend monthly Chief Executive Team Brief and cascade to the clinical office team and junior medical staff.
- Undertake projects as directed by the Service Manager.
Job description
Job responsibilities
- Effectively manage the clinical office, administration and Outpatient clinic capacity to agreed Standard Operating Procedures and Key Performance Indicators, and in line with the Trust Values, Policies and Procedures.
- Line Manager for the clinical office staff, reception staff, ward reception staff including appraisal, monitoring and managing sickness, capability, disciplinary and mandatory training in line with Trust policies and procedures.
- Robust planning and recording of all types of leave including annual leave, special leave, and sickness for Clinical Office staff. Facilitating regular team meetings with clinical office team.
- Support the Service Management to ensure clinic capacity is maintained to prevent two-week-rule and 18 week breaches and request additional clinics as necessary, liaising directly with the Consultants, Doctors, Lead Orthoptist and Nursing team, to arrange availability of staff.
- Upload and approve wait list initiative shifts for outpatient clinic activity to Locums nest.
- Ensure clinics are not overbooked and necessary clinics are covered during times of annual leave and overall management of the transcriptions calendar.
- Escalate any operational or capacity issues to Service Management to ensure compliance with Trust targets and quality of patient care.
- Participate in the recruitment and selection and interview process for new members of administration staff as required and ensure Trust training undertaken.
- Review local standard office procedures and policies ensuring they are current and meet the requirements of the service and make changes to these policies when required.
- Manage and book out the patients on the daily ASI lists through eRS identifying and raising sub-speciality capacity issues with Service Management.
- Check Advice and Guidance requests from GPs daily, expedite Consultant triage and respond back to the provider within 48 hours.
- Must be conversant with Cerner, Evolve, LUNA, Locums nest and any other system relevant to your role. Must have working knowledge of these systems for in-putting and extracting relevant data in line with attendance at weekly non-admitted PTL meetings.
- Attend monthly Chief Executive Team Brief and cascade to the clinical office team and junior medical staff.
- Undertake projects as directed by the Service Manager.
Person Specification
Qualifications
Essential
- NVQ Level 4 or demonstrable equivalent practical experience of working in an admin team setting
- ECDL or equivalent IT literacy
Experience
Essential
- Substantial NHS administration experience
- Use of computer packages such as databases, excel
Knowledge
Essential
- NHS Constitution
- Trust vision, values, strategic objectives and key work programmes
- Evidence with working with external clients and the general public
Desirable
- Knowledge of 18 week RTT Target
Skills
Essential
- Ability to work independently
- Ability to effectively communicate at all levels
- Excellent communication skill verbal and written
- Excellent interpersonal skills
- Experience of managing complex situations in a busy and fast-paced environment
- Organisation of work
- Prioritising workload
- Keyboard skills
- Computer skills in excel and email
- Willingness to attend in house training
- Ability to liaise with all levels of staff
Other requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Treat patients, visitors, colleagues with respect
- Ability to travel between Trust sites
- Ability to be flexible to meet the needs of the team, the service and the Trust
- Ability to work as part of a team
- Calm approach at all times especially when under pressure of time constraints
- Ability to prioritize and organize own workload
Person Specification
Qualifications
Essential
- NVQ Level 4 or demonstrable equivalent practical experience of working in an admin team setting
- ECDL or equivalent IT literacy
Experience
Essential
- Substantial NHS administration experience
- Use of computer packages such as databases, excel
Knowledge
Essential
- NHS Constitution
- Trust vision, values, strategic objectives and key work programmes
- Evidence with working with external clients and the general public
Desirable
- Knowledge of 18 week RTT Target
Skills
Essential
- Ability to work independently
- Ability to effectively communicate at all levels
- Excellent communication skill verbal and written
- Excellent interpersonal skills
- Experience of managing complex situations in a busy and fast-paced environment
- Organisation of work
- Prioritising workload
- Keyboard skills
- Computer skills in excel and email
- Willingness to attend in house training
- Ability to liaise with all levels of staff
Other requirements
Essential
- Able to demonstrate that you are honest, reliable and trustworthy
- Treat patients, visitors, colleagues with respect
- Ability to travel between Trust sites
- Ability to be flexible to meet the needs of the team, the service and the Trust
- Ability to work as part of a team
- Calm approach at all times especially when under pressure of time constraints
- Ability to prioritize and organize own workload
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.
