Job summary
Do you want an opportunity to be part of a team in a field where no two days are the same?
The Division of Families and Clinical Support Services have an exciting opportunity for an enthusiastic and motivated individual to join our service as a Patient Access Support Officer.
We are looking for someone with strong interpersonal and communication skills as the role requires liaison with Managers, Consultants, front line clinical colleagues, patients and external colleagues on a regular basis.
Main duties of the job
The post holder will be
specifically responsible for ensuring timely access to outpatient departments
and inpatient/day case treatments.
The post holder will take
responsibility for ensuring the operational medical rota is kept up to date and
correct at least 12 weeks in advance and sickness cover is obtained as a matter
of urgency.
The post holder will work with the
medical staffing co-ordinator who will lead on securing additional staffing
where appropriate. The post holder will
populate the relevant paperwork to identify staffing gaps.
The post holder will co-ordinate
trainees to ensure they obtain relevant training in all aspects of medical care
and work closely with the College Tutor to do this. The post holder will keep a log of
these. The post holder will also attend
the Junior Doctors induction.
The post holder will work with medical
staffing with regards to consultant annual leave on the e rostering system and
the coordination of study leave once approved by the HOCS.
The post holder will be required
to manage data quality across service areas, ensuring accurate 18 week
activities are routinely captured on information systems to include PAS/SystmOne
real time and where data is found to be incorrect is amended appropriately,
identifying / addressing / resolving / correcting any process issues identified
which may extend beyond their own service areas.
About us
We are an acute trust caring for over half a million people in Wakefield and Kirklees. Our 10,000 staff work in patients homes, the community, and our three hospitals in Pontefract, Dewsbury, and Pinderfields (Wakefield). We prioritise our people and values so we can deliver the best possible care to patients. Our team is friendly, passionate, and innovative, always seeking better ways to work.
We support work-life balance and foster a diverse, inclusive environment where everyone belongs. Our staff networks offer safe spaces to share ideas and concerns so we can increase awareness and appreciation of equality, diversity, and inclusion. We welcome applicants from all backgrounds and especially encourage members of the LGBTQ+ community, ethnic minority groups, and people with disabilities or neurodivergence to apply, as they are currently underrepresented in the Trust.
If you value caring, high standards, improvement, and respect, join the MY team to make a difference every day.
Application guidance: We understand that more applicants are using AI technology to help with their applications. While these tools can be useful, they cannot fully capture your skills, knowledge, and experience. Its important that you personalise your application. Relying solely on AI is not recommended, as it may reduce your chances of success. Our screening process is thorough, so if you have used AI, please make sure to disclose this on your application form.
Job description
Job responsibilities
- Rota management to ensure the
operational rota is up to date at least 12 weeks in advance and free from
errors
- Work with medical staffing
coordinator to manage rota gaps
- To work with the College tutor to
ensure trainees receive the relevant experience in a variety of medical duties
- To attend the Junior Doctors
induction
- To work with the HOCS with
regards to consultant study and annual leave
- To work with the PSM with regards
to the yearly consultant rota
- Responsible for monitoring
waiting times through use of the primary targeting lists (PTL) escalating any
potential breaches to relevant service manager.
- Liaise with other departments
such as diagnostics to escalate appointments required for speedy diagnostics.
- Full pathways validation to
support with RTT improvements.
- Work with speciality staff to
ensure the efficient and effective use of clinic areas and day case capacity
within units setting up extra capacity where needed.
- Liaise with consultants to ensure
the appropriate management of outpatients processes, implementing new systems
and processes where required.
- To keep up to date with national
and local waiting time targets for inpatient, day case, outpatient and
diagnostic services.
- To monitor consultant, leave and
junior doctor rotas and the impact on clinics making recommendations for
improvement.
- Ensure rescheduling and Job
planning changes are reflected and rescheduled within agreed time scales.
- To identify and investigate areas
for potential service improvement in terms of waiting list and clinic
management and feedback to the relevant Patient Services Manager.
- To identify inequitable capacity
in services across the three sites.
- Work with the Patient Services
Manager to implement identified areas for service improvement.
- Responsible for ensuring
information relevant to waiting lists is provided to relevant Trust staff as
required.
- To respond fully and promptly to
queries from the information department and others requesting information on
waiting lists, maintaining patient confidentiality at all times.
- Ensure that waiting lists are
validated in order to ensure data quality.
- Facilitate service access and
performance meetings.
- To support the units to ensure
effective practice and daily operation.
- To monitor patient experience in
units of responsibility and act as required considering resource implications
to improve quality.
- To assist in the investigation of
relevant complaints where required.
- To ensure relevant Trust policies
are implemented, maintained, monitored and reviewed across all sites.
- To collate and disseminate
information relating to unit performance and identified key performance
indicators.
- Supporting delivery of
information and reports as requested by PSM.
- To support the Associate Director
of Operations to achieve the service and Trust objectives / Key Performance
Indicators & True North targets.
- Any other duties/responsibilities
as delegated by the PSM to support the function and development of the service.
Job description
Job responsibilities
- Rota management to ensure the
operational rota is up to date at least 12 weeks in advance and free from
errors
- Work with medical staffing
coordinator to manage rota gaps
- To work with the College tutor to
ensure trainees receive the relevant experience in a variety of medical duties
- To attend the Junior Doctors
induction
- To work with the HOCS with
regards to consultant study and annual leave
- To work with the PSM with regards
to the yearly consultant rota
- Responsible for monitoring
waiting times through use of the primary targeting lists (PTL) escalating any
potential breaches to relevant service manager.
- Liaise with other departments
such as diagnostics to escalate appointments required for speedy diagnostics.
- Full pathways validation to
support with RTT improvements.
- Work with speciality staff to
ensure the efficient and effective use of clinic areas and day case capacity
within units setting up extra capacity where needed.
- Liaise with consultants to ensure
the appropriate management of outpatients processes, implementing new systems
and processes where required.
- To keep up to date with national
and local waiting time targets for inpatient, day case, outpatient and
diagnostic services.
- To monitor consultant, leave and
junior doctor rotas and the impact on clinics making recommendations for
improvement.
- Ensure rescheduling and Job
planning changes are reflected and rescheduled within agreed time scales.
- To identify and investigate areas
for potential service improvement in terms of waiting list and clinic
management and feedback to the relevant Patient Services Manager.
- To identify inequitable capacity
in services across the three sites.
- Work with the Patient Services
Manager to implement identified areas for service improvement.
- Responsible for ensuring
information relevant to waiting lists is provided to relevant Trust staff as
required.
- To respond fully and promptly to
queries from the information department and others requesting information on
waiting lists, maintaining patient confidentiality at all times.
- Ensure that waiting lists are
validated in order to ensure data quality.
- Facilitate service access and
performance meetings.
- To support the units to ensure
effective practice and daily operation.
- To monitor patient experience in
units of responsibility and act as required considering resource implications
to improve quality.
- To assist in the investigation of
relevant complaints where required.
- To ensure relevant Trust policies
are implemented, maintained, monitored and reviewed across all sites.
- To collate and disseminate
information relating to unit performance and identified key performance
indicators.
- Supporting delivery of
information and reports as requested by PSM.
- To support the Associate Director
of Operations to achieve the service and Trust objectives / Key Performance
Indicators & True North targets.
- Any other duties/responsibilities
as delegated by the PSM to support the function and development of the service.
Person Specification
Experience
Essential
- Rota management knowledge and experience
- Microsoft Word/excel/email knowledge
- Experience of working to targets
- Experience of working with a busy/demanding environment
Desirable
- Previous Trust PAS or Similar Healthcare administration systems Experience
- Health care experience
- Waiting list or Outpatient management experience
- Experience of the 18 week agenda
- Experience of capacity and demand
Skills and Abilities
Essential
- Keyboard skills
- Ability to communicate with staff at all levels as well as medical staff
- Develop and maintain positive working relationships
- Demonstrate effective and clear written, verbal and telephone, communication skills
- Work with demanding workloads and prioritise tasks
- Maintain a safe working environment for self and others
- Willingness to take on tasks
Knowledge & Awareness
Essential
- Understanding and knowledge of the Data Protection Act.
- Awareness of own limitations.
- Good understanding of the 18 week target and associated rules.
- Ability to stay calm and show tact and empathy in a potentially hostile environment
- An understanding of statutory and employment regulations regarding the employment of medical staff
- Awareness off medical staff careers structure
- Awareness of medical staff terms and conditions
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
- Understanding and knowledge of Caldicott
- Knowledge of medical terminology
Qualifications
Essential
- NVQ3 or equivalent in Business Administration / or ILM qualification (or equivalent experience)
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- NVQ4 or equivalent in Business Administration/ILM qualification
- ECDL
Personal Attributes
Essential
- Friendly, respectful of colleagues
- Strong attention to detail and accuracy Self motivated
- To work in line with Trust Values and Behaviours
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
Person Specification
Experience
Essential
- Rota management knowledge and experience
- Microsoft Word/excel/email knowledge
- Experience of working to targets
- Experience of working with a busy/demanding environment
Desirable
- Previous Trust PAS or Similar Healthcare administration systems Experience
- Health care experience
- Waiting list or Outpatient management experience
- Experience of the 18 week agenda
- Experience of capacity and demand
Skills and Abilities
Essential
- Keyboard skills
- Ability to communicate with staff at all levels as well as medical staff
- Develop and maintain positive working relationships
- Demonstrate effective and clear written, verbal and telephone, communication skills
- Work with demanding workloads and prioritise tasks
- Maintain a safe working environment for self and others
- Willingness to take on tasks
Knowledge & Awareness
Essential
- Understanding and knowledge of the Data Protection Act.
- Awareness of own limitations.
- Good understanding of the 18 week target and associated rules.
- Ability to stay calm and show tact and empathy in a potentially hostile environment
- An understanding of statutory and employment regulations regarding the employment of medical staff
- Awareness off medical staff careers structure
- Awareness of medical staff terms and conditions
Desirable
- Awareness of Health & Safety issues
- Awareness of Moving & Handling issues.
- Understanding and knowledge of Caldicott
- Knowledge of medical terminology
Qualifications
Essential
- NVQ3 or equivalent in Business Administration / or ILM qualification (or equivalent experience)
- Sound educational background (4 GCSEs, grade C or above)
Desirable
- NVQ4 or equivalent in Business Administration/ILM qualification
- ECDL
Personal Attributes
Essential
- Friendly, respectful of colleagues
- Strong attention to detail and accuracy Self motivated
- To work in line with Trust Values and Behaviours
Other
Essential
- Adaptable and flexible according to the demands of the service.
- Understanding of need to maintain confidentiality
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).
