Administration Team Leader, Band 4

Job overview

Administration Team Leader, Band 4 (22.5 hours a week)

An opportunity has arisen for a job share Administration Team Leader with Gynaecology Oncology Service based in Parkside, Cheltenham General Hospital.

The post holder will be responsible for leading a team of patient co-ordinators & proactively support patient 2 week wait (2WW) cancer pathways undertaking continual quality data validation ensuring targets are monitored & managed. The post holder will be expected to work professionally to a very high standard, work autonomously, making decisions & offering advice & support to their team & be able to work to deadlines to meet Trust targets.

You should be a compassionate, accountable individual who treats all colleagues, patients and service users with respect and seeks to deliver excellence in role. You will share the Trust values and be committed to equality, diversity and inclusion.

Our team is dynamic & constantly evolving to manage the demand & challenges of the service. We work closely together to ensure a friendly, positive & supportive environment whilst recognising individual development needs.

We would welcome applications from dynamic, self-motivated & enthusiastic individuals, combined with a strong work ethic and a sense of accountability along with a flexible approach to work & who fits with our ethos of continual improvement & delivery of the highest quality patient-centred care.

Working Pattern: Wednesday, Thursday and Friday 9-5

Main duties of the job

The post holder will be responsible for a team of patient co-ordinators, the duties you will be involved in are the managing of annual leave, sickness & performance, leading on recruitment, undertaking induction & training for new & existing team members & conducting development conversations ensuring the team have clear SMART objectives.

An ability to multi task, plan & prioritise own work & that of the administrative team in support of divisional objectives & typing targets together with contributing to improve current working practices, implement new practices & continual review to ensure robust administrative processes are in place to support the requirements of the service.

The performance of 2 week wait & colposcopy outpatient services play a critical role in patient pathways, the post holder will also be responsible for data quality & validation, in particular the monitoring of 2 week wait targets & new & follow up patients waiting outpatient services.

You will need to be articulate, possess problem-solving skills, have excellent communication & interpersonal skills with the ability to use them effectively to work with staff, clinical colleagues & the management team demonstrating discretion & maintaining confidentially. You will need strong IT skills & the ability to work using your own initiative along with excellent organisation skills & the ability to juggle conflicting demands on your time.

Detailed job description and main responsibilities

Lead, coordinate and oversee administrative and secretarial processes in support of effective and efficient functions of the clinical team.

Line Management

- Responsible for the effective day to day line management of the administrative team within the Gynaecology Oncology Service to ensure progress of work and ability to resolve any concerns or issues.

- Ensuring organisation of workload to maximise productivity.

- To ensure referrals are processed in line with trust guidance, ensuring that secretarial staff are booking appointments in accordance with local and national guidelines.

- Ensure through effective supervision and coaching that the secretarial team produce all clinic typing, patient communication and medical/legal reports accurately, in accordance with local and national guidelines and are despatched in a timely manner.

- Ensure maximisation of clinic capacity by ensuring that slots are used and any issues are flagged to Operational Support Manager.

-Ensure through effective supervision and coaching of the Patient Co-Ordinators that the necessary action is taken for patients that are required to attend for further investigations, outpatient attendances, x-ray, blood tests etc. and ensure systems of work are in place to ensure the results are shared in a timely manner with the relevant clinician.

- Assist the Operational Support Manager in the recruitment and selection process for the Gynaecology Oncology team including preparation of adverts, job descriptions, person specifications and setting up and conducting interviews and to be responsible for induction and training of new administrative team members

- To ensure all staff receive continuous appropriate training, guidance and support.

- Review and develop new administrative initiatives, ensuring that administrative processes are efficient, are standardised and comply with national and local guidelines and that Standard Operating Procedures are in place

- Hold regular 1-1s with the administrative team within the Gynaecology Oncology service and conduct annual Development Conversations (appraisals) incorporating relevant Trust standards and identify any further training requirements.

- Hold regular team meetings (huddles) to cascade information, resolve problems, identify and work on service improvements as well as praising the team.

- Lead and Motivate the Team, supporting the Team’s Wellbeing at all times.

- To manage annual leave and sickness absence to ensure effective staff utilisation, application of departmental guidelines, HR policies and procedures for the administrative team within the Obstetrics and Gynaecology Service taking first line disciplinary action.

- The Administration Team Leader is expected to participate in the Patient Co-Ordinators workload of the Gynaecology Oncology service, including transcription responsibilities to ensure the department is meeting turn-around times, but with particular emphasis on undertaking more complex tasks on behalf of the team, as well as fulfilling the Line Management elements of the role.

- Lead and contribute to the review of administrative and clerical functions within the department and make recommendations to enhance the service provision for all uses of the department.

- Provide effective day to day supervision and guidance for the wider Gynaecology Oncology administrative team in the absence of other Supervisors as part of the team cross cover arrangements.

Data Validation/Quality

- To be responsible for improving the quality of data on our patient administrative system, taking the lead for the administrative team to track treatments as required ensuring that patients do not breach their target waits in accordance with national and local guidance. Ensuring that all patient access targets are monitored through the administrative team with accurate recording of pathway outcomes following an inpatient/outpatient episode.

- Ability to proactivity support 2 week wait patient pathways by undertaking continual validation of pathways to ensure the pathways move efficiently.

- To be responsible for monitoring of delayed 1st and Follow Up Appointments with appropriate 1st Line Management including liaising with Consultants to reduce delays in patient pathways and escalation of concerns to the Operational Support Manager.

- Regularly informing the Operational Support Manager about progress and flagging up as a matter of urgency any issues, for example, capacity or delays due to internal or external factors, difficult queries from patients, etc

- To undertake adhoc data validation requests from Operational Support Manager as required and often to tight deadlines.

Additional contract details: Job share