Detailed job description and main responsibilities

To provide support with managing consultants leave, expenses, assisting with covering on call rotas and any other duties to support the operational function of the service as required.

To provide leadership and take responsibility for the daily line management and supervision of administrative staff, including the monitoring of performance, sickness and annual leave. This may involve carrying out HR investigations under supervision.

To manage the workload of the administrative staff, ensuring all administrative tasks are completed to the desired standard and within agreed local and National targets.

To take responsibility for ensuring that training and supervision is carried out of designated staff to ensure that they have the knowledge and skills to carry out tasks effectively and efficiently.

To consistently review admin processes with the aim to continually improve the effective and efficient service delivery and department dynamic.

To promote effective communication through regular one to one and group meetings with the team, and facilitate and promote a one team approach to staff management and issues.

To manage the recruitment and induction process for administrative staff, preparing job descriptions, short listing and interviewing candidates.

To attend meetings on behalf of the Directorate relating to data quality and patient administration systems (e.g. EPR) and to keep staff up-to-date with any developments.

To be responsible for the management of patient pathways in conjunction with the Access Team Leader, supporting adherence to both local and National performance targets.

To be responsible for maintaining accurate and up-to-date PTL’s (waiting lists) within EPR in conjunction with the Access Team Leader, including the timely adding of patients to appropriate waiting lists and taking appropriate actions to ensure patients are treated in clinical priority and breach date order.

To work closely with the central validation team to ensure that any knowledge gaps identified in the validation of clock stops / past performance are identified and addressed.

To bring to the attention of the Patient Pathway Manager / Service Manager in a timely manner any concerns or gaps in respect to forthcoming capacity so that corrective actions can be taken.

To support the setting up of new clinics / maintenance of existing clinics and ensure that booking of elective cases is in line with local protocols in terms of the types of cases added to lists and theatre list utilisation.

To attend meetings on behalf of the Directorate relating to data quality and patient administration systems (i.e. EPR) and to keep staff up-to-date with any developments ensuring that changes and policies are implemented and adhered to and that any required training is given to staff. Attend Data Quality Meetings as required.

To develop processes and procedures that maintain and underpin the effective delivery of all administrative procedures placing patient’s experience and efficiency at the forefront of processes and decision making.

Manage the storage of medical records for the directorate, ensuring that culling is carried out at the appropriate time and that Trust policies are adhered to.

To contribute and take a lead role as necessary in department wide local projects such as clinic re-profiling.