General Surgical Vascular Clinic Capacity Co-ordinator

Job description

Job responsibilities

MANAGEMENT RESPONSIBILITIESMonitors patient pathways to ensure timelines are adhered to and patients are in the appropriate part of their pathway.

Liaises with Patient Booking Services Manager and booking/reception teams, to ensure patients are not lost to follow up and target review times are met.

Works closely with Assistant Directorate Manager in planning of clinics to ensure capacity can meet demand by supplying accurate data.

Undertakes a wide range of complex clerical tasks including: interrogating the PAS system to extract complex statistical data.

Analysing and assessing complex statistical data and working closely with the Assistant Directorate Manager on decision making based on this data.

Ensuring national quality assurance standards are maintained.

Provides support to the Assistant Directorate Manager.

Supports Assistant Directorate Manager in the smooth provision of services and in maintaining the quality of service provided.

Maintains confidentiality at all times.

To utilise the Trusts information system such as Qlikview, to assist in the capacity and Demand Planning of the service.

To monitor the clinics using the trust medway system to ensure full utilisation of clinics.

LEADERSHIP, TRAINING AND EDUCATIONSupervises failsafe tasks delegated to other members of staff.

Provides support to all staff in their separate task areas as required.

Trains staff in failsafe principals and procedures as necessary.

COMMUNICATIONProviding and receiving complex and sensitive information regarding patient appointments and / or clinic schedules, where a persuasive and negotiating manner is required, due to possible barriers.

Works closely with General Surgical and Vascular Consultants, Speciality Drs, Nurses, Patient Booking Services, and the Directorate Management team, highlighting and escalating issues as required.

Work closely with General Surgical and Vascular secretarial staff.

Ensure that confidentiality is maintained at all times and that staff adhere to the Data Protection Act, Freedom of Information Act and the Caldicott Principles.

Contribute to Directorate meetings for the area of expertise and up-to-date knowledge of service performance in a clear, concise manner.

PLANNING AND ORGANISATIONAL SKILLSTo work with the Patient Booking Services in organising additional clinical activity to meet the needs of the service.

Possesses excellent planning and organisational skills with the ability to delegate tasks whilst maintaining an accurate overview of the situation keeping in mind the ultimate objectives of the service.

Able to formulate and adjust plans and strategies across a broad range of complex activities.

Manages own work programmers and prioritises to meet deadlines.

POLICY AND SERVICE DEVELOPMENTResponsibility for writing and implementation of protocols and SOPS for failsafe procedures and ensuring these are updated as necessary.

To support the implementation of Cost Improvement Schemes and any Improvement programmes.

Act in ways that support equality and value diversity. BSUH NHS Trust values the diversity that exists across the region ad our aspiration is to reflect this across our workforce. The post holder must be aware of, and committed to, the Equality and Diversity policies of St Helens & Knowsley Teaching Hospitals NHS Trust, comply with all the requirements of these policies and also actively promote Equality and Diversity issues relevant to his/her post.

AUDIT, RESEARCH AND INFORMATION RESOURCESResponsible for data entry onto PAS / Medway system, updating patient pathways and appointments.

Collect statistical information in order to develop and improve quality and performance as appropriate and necessary within the Directorate.

Gathers and compiles information and statistics on a monthly basis for reports to the Directorate.Maintaining Directorate spreadsheets to monitor activity which is under the supervision of the post holder. Creating new databases as required.

Continuous audit of the use of information systems and processes required to assure the smooth running of the Directorate.

PERSONAL AND PROFESSIONAL DEVELOPMENTCommitment to improve skill levels and knowledge by participation in appropriate training and learning opportunities.

Attend mandatory and statutory training as required.Attend relevant education, training and study days as required.Responsible for maintaining own professional development including being aware of new developments within the sphere of the role.

GENERAL DUTIESTo observe the provisions of and adhere to all Trust policies and procedures

To actively participate in the annual performance review to identify personal development needs

To attend Trust Statutory and Mandatory training sessions as required and any other training courses relevant to the post

To fully comply with the relevant sections of the Health and Safety at Work Act. They must also understand and implement St Helens and Knowsley Hospitals NHS Hospitals Trust Statement of Policy on Health and Safety at Work and the Trust corporate Health and Safety Policies and Procedures. You are required to follow all applicable rules and procedures relating to Health and Safety at Work and to take all responsible precautions to avoid actions

To keep up to date with the requirements of information governance; undertake mandatory training and follow Trust policies and procedures to ensure that trust information is dealt with legally, securely, efficiently and effectively. You must maintain the confidentiality of information about service user staff and organisational business in accordance with the Data Protection Act 1998 and Caldicott principles

To ensure that when creating, managing and sharing information records it is done in an appropriate way, subject to statutory requirements and agreed security and confidentiality policies, procedures and guidelines. All employees are responsible for implementing and maintaining data quality, ensuring that records are legible and attributable and that the record keeping is contemporaneous

To be aware of the confidential aspects of the post. Breaches of confidentiality will result in disciplinary action that may involve dismissal. The post holder should also be aware that, regardless of any action taken by the employing authority, breaches of confidentiality could result in civil action for damages

All employees will be treated with respect by management, colleagues, patients and visitors and equally staff will treat management, colleagues, patients and visitors with the same level of respect. Staff will be supported to challenge any discriminatory behaviour that may be based on differences in race, disability, language, culture, religion, sexuality, age, and gender or employment status

To be responsible for the prevention and control of infection within their own area. To attend Infection Control Induction training and mandatory Infection control training and follow all, Trust policies, procedures and guidelines relating to Infection Control

To adhere to relevant Code of Practice of Professional body (if appropriate)

The duties contained in this job description are not intended to be exhaustive. The duties and responsibilities of this post are likely to evolve in line with the Trusts continued organisational development

The post holder must be flexible in the duties performed and it is expected that similar duties, not specifically listed above, will be carried out as required and may be cross site

Closing Date - 26th March 2025

Person Specification

Qualifications

Essential

• Educated to GCSE level, including English and Maths or equivalent qualification and/ or equivalent experience.
• Degree or equivalent qualification and/ or equivalent experience.

Desirable

• Microsoft Office Certification or equivalent qualification and/ or equivalent experience

Knowledge & Experience

Essential

• Proven experience in a range of administrative procedures.
• Experience of working with the general public.
• Knowledge of Data Protection/Caldicott.
• Knowledge of current NHS strategies and policies.

Skills

Essential

• Excellent communication skills in order to communicate with all levels of staff and deal with sensitive information appropriately.
• Ability to manipulate data in Microsoft Excel and Analyse and produce reports
• Ability to deal empathically with patients and relatives who may be distressed and confused.
• An ability to communicate complicated information clearly and easily, both verbally and in writing.
• Ability to provide and receive complex, sensitive and contentious information.
• Possess a good telephone manner
• High level of self-motivation and ability to work on own intiative
• Possesses the ability to work alone and as part of a team.

Other

Essential

• Personal strength and resilience
• Demonstrates a caring nature and compassion for others
• Excellent standard of numeracy and literacy

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.

Employer details

Employer name

Mersey and West Lancashire Teaching Hospitals NHS Trust

Address

Whiston Hospital

Warrington Road

Prescot

L35 5DR

Employer's website

https://www.merseywestlancs.nhs.uk/ (Opens in a new tab)