Job summary
An exciting opportunity has arisen to join the Ears, Nose and Throat Management Team at The University Hospitals of Leicester, based at the Leicester Royal Infirmary.
The ENT department is a growing, fast paced service and we are looking for an someone to take on the role of team leader to the administrative team for the outpatients as well as supporting and cross covering the inpatients team leader.
The role will need strong administrative skills with at least 3 years experience within a medical setting.You will need to be able to use your own initiative and to work autonomously whilst motivating the team. We are looking for an enthusiastic, hard-working with a positive attitude candidate to join the management team.
Main duties of the job
This is an excellent career development opportunity for a self-motivated and enthusiastic individual. You will need to have experience of working in a busy clinical environment within the NHS with the ability to manage a busy workload and be able to prioritise.
You should be able to demonstrate excellent inter-personal and communication skills and have the ability to forge and maintain relationships with a variety of clinical and non-clinical staff, the ability to build, develop and lead effective teams, work to tight deadlines with a 'can do' attitude.
The post holder will be responsible for helping to ensure that national and local targets are delivered, in particularly cancer and RTT pathways and will have knowledge and experience of the various IT systems we use (ie HISS, Patient Centre, ORMIS).
Previous line management experience would be an advantage, as would knowledge of some of the current Trust Policies and procedures.
About us
We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.
Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.
Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:
- We focus on what matters most
- We treat others how we would like to be treated
- We are passionate and creative in our work
- We do what we say we are going to do
- We are one team and we are best when we work together
Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.
About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)
Job description
Job responsibilities
-
Ensure processes and systems are in place for the team to liaise with clinic coordinators and support teams in order to make outpatient appointments fromConsultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
-
To provide a courteous and professional service at all times with respect to communication to patients, colleagues and service users.
-
Responsible for the initial handling of complaints or other information requests coming in to the clinical office.
-
To oversee the results/reports process and ensure they are chased in a timely manner and brought to the Consultants / Medical Teams attention by the Medical Team Administrators.
-
Ensure results are followed up so patients are given follow up appointments/discharged as appropriate.
-
To ensure systems and processes are in place to allow the team to work on own initiative to answer queries regarding patients results (for example, results from MRIs and ensure these are picked up from the relevant department on a regular basis).
-
To have an understanding of the CBUs systems and processes to enable queries to be resolved effectively.
-
Any other duties as may be required by the Consultants, Medical Teams, Operational/Service Manager.
-
To support the team in the ongoing management of 18 week pathways and cancer targets specifically:
-
Timely and quality data entry and validation
-
Full utilisation of clinic and theatre capacity
-
Adoption and utilisation of Local and National RTT Guidelines and rules.
-
Maintain clinic templates and update Choose and Book templates in accordance with service change.
-
To supervise the referrals process, appointment system, clinic preparation and cover arrangements for reception and ward clerk duties.
-
To ensure all virtual clinics are appropriately administered in a timely manner.
-
To ensure the timely listing of patients to the waiting list and on to the ORMIS theatre system.
- To facilitate the organisation of extra capacity as required
- Ensure that all Consultants and their teams annual leave and study leave is communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.
Please see job description for a more detailed breakdown of responsibilities.
Job description
Job responsibilities
-
Ensure processes and systems are in place for the team to liaise with clinic coordinators and support teams in order to make outpatient appointments fromConsultant and GP referrals especially in relation to peripheral clinics ensuring that all the appropriate paperwork is received in a timely and efficient manner.
-
To provide a courteous and professional service at all times with respect to communication to patients, colleagues and service users.
-
Responsible for the initial handling of complaints or other information requests coming in to the clinical office.
-
To oversee the results/reports process and ensure they are chased in a timely manner and brought to the Consultants / Medical Teams attention by the Medical Team Administrators.
-
Ensure results are followed up so patients are given follow up appointments/discharged as appropriate.
-
To ensure systems and processes are in place to allow the team to work on own initiative to answer queries regarding patients results (for example, results from MRIs and ensure these are picked up from the relevant department on a regular basis).
-
To have an understanding of the CBUs systems and processes to enable queries to be resolved effectively.
-
Any other duties as may be required by the Consultants, Medical Teams, Operational/Service Manager.
-
To support the team in the ongoing management of 18 week pathways and cancer targets specifically:
-
Timely and quality data entry and validation
-
Full utilisation of clinic and theatre capacity
-
Adoption and utilisation of Local and National RTT Guidelines and rules.
-
Maintain clinic templates and update Choose and Book templates in accordance with service change.
-
To supervise the referrals process, appointment system, clinic preparation and cover arrangements for reception and ward clerk duties.
-
To ensure all virtual clinics are appropriately administered in a timely manner.
-
To ensure the timely listing of patients to the waiting list and on to the ORMIS theatre system.
- To facilitate the organisation of extra capacity as required
- Ensure that all Consultants and their teams annual leave and study leave is communicated to the relevant areas and that where appropriate arrangements are made for either cover or reduction of clinics.
Please see job description for a more detailed breakdown of responsibilities.
Person Specification
Experience
Essential
- Three years administrative experience, good understanding of office procedures
- Diary Management
- Planning and organisation
- Knowledge of RTT and patient pathways
- Experience of dealing with customers/patients
- Experience of dealing with customers/patients
Desirable
- Line Management experience
- Medical administration experience
- One year in large complex organisation
- Experience of budgetary management
Training and Qualifications
Essential
- GCSE or equivalent
- HISS/PAS
- NVQ III or equivalent
- NHS Systems and procedures, Clinic Management, RTT
Desirable
- Commitment to on-going learning/training
- Management qualification or equivalent experience
- Evidence of continuing professional development
- Patient Centre/ORMIS/Waiting list
Communication and relationship Skills
Essential
- Effective Communication
- Tact and diplomacy
- Understanding of methods for ensuring effective
- Team Player
Desirable
Planning and Organisation skills
Essential
- Planning and organisation skills with the ability to prioritise schedules and workloads
Person Specification
Experience
Essential
- Three years administrative experience, good understanding of office procedures
- Diary Management
- Planning and organisation
- Knowledge of RTT and patient pathways
- Experience of dealing with customers/patients
- Experience of dealing with customers/patients
Desirable
- Line Management experience
- Medical administration experience
- One year in large complex organisation
- Experience of budgetary management
Training and Qualifications
Essential
- GCSE or equivalent
- HISS/PAS
- NVQ III or equivalent
- NHS Systems and procedures, Clinic Management, RTT
Desirable
- Commitment to on-going learning/training
- Management qualification or equivalent experience
- Evidence of continuing professional development
- Patient Centre/ORMIS/Waiting list
Communication and relationship Skills
Essential
- Effective Communication
- Tact and diplomacy
- Understanding of methods for ensuring effective
- Team Player
Desirable
Planning and Organisation skills
Essential
- Planning and organisation skills with the ability to prioritise schedules and workloads
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).
