Job overview
The Outpatient Department has a opportunity for an Outpatient Admin Lead to support the Outpatient Department on a strategic and day-to-day basis.
They will be instrumental in the smooth running of the office, working without supervision, leading the department in its day to day demands within the administrative elements of the Outpatient service.
This is an exciting time to be joining the Luton and Dunstable Hospital with a substantial hospital redevelopment being planned which will support the growth of rapid access diagnostics, planned and emergency care.
We are looking to recruit an Outpatient experienced, innovative and dynamic person who will support work to ensure that the Outpatient Department is meeting all performance requirements, including quality and activity targets. You will need to have Outpatient experience and an understanding of the operational day to day Outpatient activities and responsibilities.
Main duties of the job
The post holder will be expected to undertake a wide range of duties to support the Outpatient Department on a strategic and day-to-day basis. They will be instrumental in the smooth running of the office, working without supervision, leading the department in its day to day demands within the administrative elements of the Outpatient service.
The post holder will support work to ensure that the Outpatient Department is meeting all performance requirements, including quality and activity targets. They will assist with close monitoring and escalation of potential risks to delivery of key performance measures such as 18 week waits. They will manage the back office staff within the Department, and act as a support to the Outpatient Assistant Service Manager.
Working for our organisation
Bedfordshire Hospitals NHS Foundation Trust provides hospital services to a growing population of around 700,000 people living across Bedfordshire and the surrounding areas across two busy hospital sites in Bedford and Luton. Both hospital sites offer key services such as A&E, Obstetrics-led Maternity and Paediatrics.
You will be joining a friendly, high performing Trust committed to ensuring the health and wellbeing of staff. As one of the largest NHS Trusts in our region you will have access to a programme of high quality training and development to help you grow your career.
We have state-of-the art facilities placing us at the heart of cutting edge health care. The Trust continues to be committed to delivering the best patient care using the best clinical knowledge and technology available.
Please note that vacancies may close prior to the advertised closing date when sufficient number of applications have been received. Please ensure that you make your application as soon as possible.
All new staff will be subject to a probationary period covering their first six months in post.
Please review all documents attached to this advert to ensure you familiarize yourself with all requirements of the job.
Detailed job description and main responsibilities
To ensure the smooth running of the back office team of the Outpatient Department by managing the day to day administration and having delegated responsibility (with appropriate training and supervision) in making day to day operational decisions where necessary.
To act as an integral part of the Outpatient Management Team by contributing to and supporting day-to-day administrative tasks.
To establish and develop duties of the departmental administrative team, training them in these duties where appropriate, identifying training needs, recommending appropriate courses, and maintaining a training record for these members of staff.
To assist with shortlisting, selecting and recruiting of admin and clerical staff.
To carry out appraisal / individual performance review of admin and clerical staff, and ensure compliance within own team against the appraisal and statutory training policy.
To be responsible for recording of annual leave, sick leave and study leave for all departmental administrative staff, highlighting at an early stage areas of potential concern relating to performance and sickness targets.
To ensure all coordinating staff within the Outpatient department are familiar with departmental policies and procedures and Trust fire safety policies and procedures.
To line manage all back office staff and the deputies to this role in their objectives, whilst considering the impact to the wider Outpatient Department.
To attend departmental team meetings and business meetings, and to take and distribute minutes.
To hold responsibility for liaising with the Estates Department/IT regarding repair and maintenance of all equipment and software in use within the Outpatient department.
To be responsible for the ordering and maintenance of stationery and equipment supplies, managing expenditure decisions within the level of delegated authority, and having an understanding of cost-efficiency.
To maintain a clear overview of the outpatient demand and capacity work, taking responsibility for ensuring full utilisation of all outpatient clinic capacities and taking steps to optimise patient flow.
Act in such a way as to promote a positive culture of learning, development and professionalism within the services, where all staff understand and are involved in working together towards the achievement of Service, Divisional and Trust objectives.
Escalate concerns around performance, clinical risks and operational issues as necessary, to ensure the Outpatient Management team are aware of possible difficulties within the department.
Participate in improvement projects and activities to aid the delivery of service developments under the guidance of the Outpatient Operational Manager.
Assist in the implementation of projects that deliver the strategic objectives of the Outpatient Department.
To support the Management team in the preparation of bids for capital and revenue funding within the Outpatient Department.
To undertake personal training and development as appropriate.
Person specification
Qualifications
Essential criteria
1. NVQ level 3/A level/Diploma level qualification or evidence of similar level of experience
2. Proficient in Hospital based IT Admin systems (ERS, Evolve, IPM)
3. Significant Outpatient Operational experience
Desirable criteria
4. Degree level (or working towards) qualification in a management or business related subject, or evidence of equivalent experience
5. Leadership qualification (or working towards)
Experience
Essential criteria
6. Evidence of team leadership skills and experience managing staff, including recruitment and appraisals.
7. Ability to prioritise and make immediate decisions to resolve front-line problems in the short term
Desirable criteria
8. Understanding of Outpatient process and practices
9. Budgetary management skills
Skills
Essential criteria
10. Strong written and verbal communication skills.
11. Good knowledge of computerised software packages including MS Word, Excel, Access and PowerPoint, use of clinical information systems and keyboard skills.
12. Ability to cope with a busy workload, work under pressure and meet deadlines.
Desirable criteria
13. Demonstrates effective management skills.