Surgical OPD Co-ordinator

Job overview

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

Ensure the admissions support meets the requirements and the needs of the service with the agreed manpower

Be fully conversant with Corporate and Care Group agendas, through regular analysis and interaction, ensuring administrative functions are proactive in the support of their delivery.

Ensure that complex and highly sensitive information is held and/ or communicated appropriately.

Responsible for ensuring individual staff development reviews are undertaken in accordance with Trust objectives. Ensure that training and development plans are 1 identified and a training needs analysis for the service is produced, actioned and monitored.

Ensure staff within the Admissions team adheres to policies and procedures, taking corrective action as required through robust performance management framework.

Responsible for the recruitment, training and development of relevant administration staff within the team.

Ensure that all staff attend mandatory training sessions as specified by the Trust.

Responsible for cascading relevant information to staff in a timely manner.

Main duties of the job

• Support Service Manager, General Manager, clinical and nursing leads in improving performance in key areas and achieving quality clinical services in line with the Care Group and Trust’s service strategy
• Lead on drafting the monthly performance report with support from Service Manager
• Ensure outpatient waiting lists are validated and managed in accordance with Trust policies, targets set by the General Manager and national and local targets are met e.g. RTT
• Present weekly RTT and cancer reports to the SM / GM, highlighting causes for concern and mitigating actions.
• Regularly review and update the directorate’s RTT/cancer governance standard operating procedure in line with the trust’s access policy and local reporting requirements

Detailed job description and main responsibilities

Communication

To liaise with members of the General Surgical clinical and management team on the operations issues within the service

To manage and disseminate information coming into the department.

To communicate with patients who may be anxious or concerned regarding sensitive matters and where barriers to understanding might exist, showing skill and empathy.

To act as a role model for other team members and uphold the Trust’s core values.

To answer telephone queries from patients and their relatives, clinical and administration staff, other hospitals and referring agencies and refer as necessary to appropriate staff.

To liaise with the clinical teams working closely with them in a tactful manner to identify suitable dates for surgery.

To maintain thorough and accurate records of all correspondence with patients throughout the admission process.

To report adverse incidents, quality alerts and patient complaints to line manager and assist in investigations where required.

To liaise with all members of the multi-disciplinary team to ensure that relevant information about the patient’s condition/ needs are communicated.

Service Development

To act at all times as an effective role model promoting best practice at all times.

Develop, implement and monitor policies and procedures that ensure efficient and safe use of resources in the delivery of services.

To work closely with other departments e.g. pre-assessment and theatres, to identify cross-service changes which would improve the patient experience and improve efficiency.

People Management and Performance

Lead, coach and manage the performance of the team in line with good people management practices. Ensuring excellence is recognised and underperformance is addressed.

Participate in regular performance appraisal meetings and ensure each member of the team has a clear set of objectives and development plans.

Ensure the team is compliance with all statutory, mandatory training together with any professional training requirements, ensuring they are up to date and fully compliant.

Manage team absences including sickness in line with Trust policy ensuring the appropriate return to work meetings occur, e-roster is updated and productivity is at keep to the highest possible level.

Identify and fill any vacancies that arise within the team in line with the Trust’s recruitment policy and process.

Identify talent and support the internal talent management process in order attract and retain and succession plan for your people.

Review skills mix at regular intervals in order to identify any potential opportunities to maximise resource utilisation / allocation, ensuring job descriptions are kept up to date.

Ensure overall wellbeing of the team is maintained. Continuously support in improving the morale of the team and implementing a culture of zero-tolerance for bullying and harassment.

General

The post holder has a general duty of care for their own health, safety and wellbeing and that of work colleagues, visitors and patients within the hospital, in addition to any specific risk management or clinical governance accountabilities associated with this post.

To observe the rules, policies, procedures and standards of King's College Hospital NHS Foundation Trust together with all relevant statutory and professional obligations.

We want to be an organisation where everyone shares a commitment to delivering the very best care and feels like their contribution is valuable and valued.

To observe and maintain strict confidentiality of personal information relating to patients and staff.

To be responsible, with management support, for their own personal development and to actively contribute to the development of colleagues.

This job description is intended as a guide to the general scope of duties and is not intended to be definitive or restrictive. It is expected that some of the duties will change over time and this description will be subject to review in consultation with the post holder.

All employees must hold an 'nhs.net' email account which will be the Trust's formal route for email communication.

Everyone is responsible for promoting inclusion no matter their role or team. At King’s, we want to create an environment where everyone feels valued, respected and welcomed

Safe Guarding

The Trust takes the issues of Safeguarding Children, Adults and addressing Domestic Abuse very seriously. All employees have a responsibility to support the organisation in our duties by;

• attending mandatory training on safeguarding children and adults
• familiarising themselves with the Trust's processes for reporting concerns
• reporting any safeguarding child or adult concerns appropriately

Infection Control Statement

The post holder has an important responsibility for and contribution to infection control and must be familiar with the infection control and hygiene procedures and requirements when in clinical areas.

The post holder has an important responsibility for and contribution to make to infection control and must be familiar with the infection control and hygiene requirements of this role.

These requirements are set out in the National Code of Practice on Infection Control and in local policies and procedures which will be made clear during your induction and subsequent refresher training.  These standards must be strictly complied with at all times.