Detailed job description and main responsibilities

Service Delivery and Planning

1.    Apply and maintain up to date knowledge of the NHS waiting and access targets to effectively manage the admitted and non-admitted pathways for specific areas and in accordance with national and local targets.

2.    Ensure that patient pathways are proactively tracked and monitored, identifying risks, taking appropriate corrective action and escalating potential breaches to the Service Manager in a timely manner.

3.    Ensure data is validated to ensure quality, take action on data errors making corrections into live PAS (Cerner) and to update pathways accordingly whilst identifying training and/or process changes required to ensure continuous improvement.

4.    Lead and oversee the planning of weekly PTL (patient tracking list) meetings, ensuring the required reports and information are prepared in advance.

5.    Ensure that theatre and outpatient clinic capacity is used effectively and backfilled wherever possible.

6.    Prioritise own workload and that of others to meet Division and Corporate standards and deadlines.

7.    Work with a ‘can do’ and problem solving approach to identify solutions for challenges and risks within identified service areas.

Human Resources

8.    Provide effective leadership, motivation and performance management to ensure the provision of a high quality secretarial and administrative service. 

9.    Working with the General manager’s undertake staff appraisals and proactively monitor performance and sickness absence within the administrative and secretarial team.

10.  Develop and maintain an appropriate induction and training program for new and existing members of team and encourage developments that improve the team’s capacity and capability.

11.  Participate in the regular appraisal of own performance and development needs, contribute towards team objectives and undertake training and development activities in agreement with the Service Manager.

Information Responsibilities

12.  Undertake work associated with the organisation of meetings, as required, preparing and promptly issuing and distributing agendas / minutes and undertake any follow up actions delegated. 

13.  Manage incoming and outgoing correspondence, acknowledging letters and messages, drafting replies where appropriate on behalf of the division’s management team efficiently and in a timely manner, using initiative, discretion and sensitivity, upholding confidentiality as necessary.

14.  Maintain effective and secure storage of patient records and case notes whilst in the possession of the Division.  Maintain accurate and complete electronic records, including use of Cerner, as per trust policy.

15.  Where required, undertake complaint investigations in liaison with the Patient Experience Coordinator

Financial Management

16.  Support the general manager with monitoring budgets and meeting financial and efficiency targets.

17.  Authorised signatory for timesheets and procurement.

Other Responsibilities

18.  Undertake non-clinical Risk and Health and Safety assessments, as required.

19.   Suggest improvements and ensure processes remain in line with local and national guidance / policy.

20.   Work flexibly to meet the needs of the service and undertake any other duties, responsibilities or projects requested by the members of the directorate management team, as appropriate