Mersey and West Lancashire Teaching Hospitals NHS Trust

Admissions Team Leader

This job is now closed

Job summary

The Admissions Department is looking for enthusiastic and self-motivated member of staff to ensure the smooth running of the office environment by providing comprehensive, efficient and high quality administrative and leadership services.

This will involve prioritising and organising the day-to-day workload distribution for the Admissions Officers, monitoring of theatre list population and PTL reports, supervise daily time sheets and ensure cross cover working where appropriate.

This demanding role will require excellent time management and interpersonal skills. The successful candidate must be able to prioritise their own workload and that of others and will require a flexible approach to their duties. They must be able to communicate effectively with staff at all levels within the organisation. The successful candidate must have excellent knowledge of the Admissions Officer role.

A full job description and person specification listing duties and responsibilities for this role is attached.

Main duties of the job

To ensure the smooth running of the Admissions Department by providing comprehensive, efficient and high quality service incustomer relations. This will involve managing the Admissions Officers within the Department ensuring that all available capacity is utilised to its maximum and that all theatre lists are booked with reasonable notice. It is essential that you should exercise initiative commensurate with the role and it is vital that confidentiality be maintained at all times.

Manage and organise the day to day activities of a team of Admissions Officers to provide a first class service, ensuring that all work is accurately processed in accordance with relevant Trust policies ensuring all relevant HR policies are adhered to.

About us

The Secretary of State has approved the partnership between St Helens & Knowsley and Southport & Ormskirk Hospitals.

From 1st July we have come together as a single organisation under the name Mersey & West Lancashire Teaching Hospitals NHS Trust.

The Trust delivers acute hospital care, intermediate care, community, and primary care services to a population of over 600,000 people with a combined workforce of around 9000 dedicated and skilled staff from 17 locations including Whiston, Southport & Formby, St Helens, Ormskirk and Newton hospitals.

The Trust provides regional services for burns, plastic surgery and spinal injuries to more than 4 million people across Mersey and West Lancashire, Cheshire, the Isle of Man and North Wales.

Our Vision is to deliver 5 Star Patient Care:

CAREthat is evidence based, high quality and compassionate
SAFETY that is of the highest standards
COMMUNICATION that is open, inclusive and respectful
SYSTEMS that are efficient, patient centred and reliable
PATHWAYS that are best practice and embedded, but also respect the individual needs of patients

Our achievements include:

Trust rated Outstanding by CQC Inspection August 2018
Top 100 places to work in the NHS (NHS Employers & Health Service Journal)
Awarded National Preceptorship Accreditation (2023) for our Nursing & AHP Preceptorship Programme

Please see our Wellbeing & Benefits booklet for more information on our staff benefits. Accessible version available upon request.

Date posted

22 May 2024

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year per annum

Contract

Permanent

Working pattern

Full-time

Reference number

409-6291771

Job locations

Merseyside & West Lancashire Teaching Hospitals Trust - Whiston Hospital

Warrington Road

Prescot

L35 5DR

Job description

Job responsibilities

Act as a point of contact within the Team, resolving issues and problems escalated by Team Members ensuring communication links are maintained at all times.

Print Patient Target Lists weekly in order to manage waiting lists and ensure all available theatre and pre-op capacity is utilised fully, working collaboratively with Directorate Managers, Consultants, Theatres, Wards and Secretaries to make sure the Team and Department runs effectively at all times. Enter all data accurately on Medway, Opera and paper diaries.

Attend the List Planning Meetings independently and ensure all actions are carried out and list changes made the same day.

Independently manage the waiting list initiative activity and additional theatre sessions, ensuring that lists are fully populated and booked in advance. Ensuring all relevant staff are updated and compile Theatre lists 6 weeks in advance, taking into account the composition of lists to include, clinical urgency, diagnostic investigations, therapeutic investigations, complex procedures and 18 week Referral to Treatment Target. Inputting information on to Medway and Opera.

Deal with any problems escalated from Admissions Officers, when patients are requesting to speak to Supervisor/Team Leader. Recognise when these issues should be escalated to a Senior Manager.

When cancelling lists due to unforeseen circumstances make sure all relevant bodies are informed patient, Directorate, wards, theatres etc. keeping all systems updated (Medway, Opera and diaries).

Work closely with Cancelled Operations bleep holder and Surgical Directorate to ensure all cancelled operations are dealt with quickly and efficiently, completing cancelled ops report weekly and updating Medway and Opera.

Oversee time keeping/signing in sheets from Admissions Officers and report any flexible working requests to the Assistant Directorate Manager on a weekly basis.

Deal with all annual leave requests from Admissions Officers ensuring that there is cover within the department for all specialities.

Ensure sickness/absence and annual leave for Admissions Officers is reported on ESR system.

Carry out return to work interviews for Admissions Officers, escalating trigger points to the Assistant Directorate Manager in line with the Attendance Management Policy.

Undertake Admissions Officers appraisal and performance reviews and escalate any issues to the Assistant Directorate Manager. Ensuring dates are recorded on the ESR System.

Cover for the Admissions Officers when short staffed within the department for any speciality (as per the Admissions Officer job description).

Monitor and maintain the reminder service one week in advance for elective admissions to reduce DNAs and ensure full utilisation of theatre sessions.

Complete data checks on all Pre-operative Assessment Clinics, ensuring that patients are booked into the correct slots. Ensuring that staff are aware of booking procedures and escalate any issues to the Assistant Directorate Manager.

Complete long waiter and RTT Breach data on a weekly basis for each speciality and send onto the Capacity Manager/Assistant Directorate Manager and Directorate Manager to enable patients to be booked in before their breach date.

Carry out any training and development needs which are required. Supporting more junior staff in prioritising workload.

Keeping administrative staff personal files up-to-date.

Ensure all Admissions Officers are booked on Mandatory Training ensuring dates are recorded on the ESR System.

Meet regularly with Assistant Directorate Manager to discuss any performance issues with Admissions Officers that require managing and also refer any formal conduct/behavioural issues accordingly to the Assistant Directorate Manager.

Inform the Assistant Directorate Manager of any staff requesting a revision of contractual changes, i.e. request of change in days/hours or resignation, therefore enable to correct paperwork to be completed.

Manage accurate and efficient records using Medway, Opera, Word, and Excel.

Suggest and implement new ways of working where this will improve efficiency and effectiveness.

Work with the Assistant Directorate Manager to review working practices, ways of working and identify solutions to problems.

To ensure all HR policies are communicated widely and implemented.

Implements general Trust policies within the Administrative teams.

Work from initiative using own judgment, acquired knowledge and tact to deal with queries and resolve situations or referring to appropriate person.

Deal appropriately with concerns from staff in line with Trust policy.