Job overview
Work as part of the Patient Pathway Management team and provide comprehensive coordination and administrative support service to the Patient Pathway Manager and the team.
Manage clinics and theatre lists for consultant(s) and designated medical staff on a daily basis.
Responsible for own workload and organisation of clinics, prioritising and accepting urgent and cancer referrals where necessary.
Actively seek to ensure that all patients are treated within National targets set by the Welsh Assembly across Stage 1 to Stage 5 of their pathway.
Understand the pathway of each individual patient; monitoring their progress and ensuring timely intervention is achieved.
Liaise daily with internal departments and primary care departments to ensure continuity in achieving excellent patient care. Be responsible for communicating with patients regarding their waiting times.
Ensure data is stored and shared through variety of media including verbal communication, paper records, and internal and external electronic sources.
Main duties of the job
Flexible and reliable, have excellent organisational skills and have a sound knowledge of medical terminology undertake clerical and administrative duties as instructed by the Line Manager.
Communicate effectively with patients and relatives/carers, often overcoming barriers to understanding and using tact and persuasion where required.
Ensure patients are received in a sympathetic and courteous manner and that cultural differences are catered for.
Provide and receive highly complex, sensitive and/or contentious Information where empathy and/or reassurance Is required.
Liaise with Consultant, Medical, Nursing and Administrative staff within the Health Board and workers from outside agencies.
Able to work as part of a multi-disciplinary team.
Plan and organise a range of complex activities daily with medical staff and consultant(s) which require adjustments.
Manage and validate the waiting lists recurrently, to ensure that where possible patients are booked onto theatre lists chronologically following Welsh Assembly guidelines and regulations.
Supervise the work of Patient Pathway Clerks and Trainees Team staff.
Contribute to the training/monitoring of staff members within the Team.
Assist with the management of Sickness Absence, undertaking return to work interviews as and when required
Provide regular statistics to the Service Manager regarding service capacity.
Responsible for data entry, text processing and the storage of data on one or more information systems.
Working for our organisation
We believe staff are our best asset and we want you to be happy and confident about starting your career here in Swansea Bay University Health Board.
As one of the biggest healthcare groups in the UK we can offer a wealth of professional training and development opportunities in an innovative, forward-thinking organisation.
You might be a nurse or doctor, maybe you specialise in a health science/therapy or can offer skills in one of our support services - we have a job for you.
There are also apprenticeships, work placements and volunteering roles available.
We are an inclusive employer and welcome applications from everyone whatever their sex; religion or belief; race; age; sexual orientation; gender identity or, whether they are pregnant or have recently been on maternity leave, married or are in a civil partnership; or, whether they are disabled.
Our values - Caring For Each Other, Working Together and Always Improving, show that our commitment to equality is at the heart of everything we do.
If you want excellent career and training opportunities while living on the doorstep of some of Europe's most spectacular scenery, with all the benefits of a thriving and cosmopolitan city - look no further.
Detailed job description and main responsibilities
Please see the attached job description and person specification for a detailed outline of the job requirements. This is available for you bilingually, in English and Welsh.
Person specification
Qualifications and Knowledge
Essential criteria
1. BTEC Diploma, NVQ 3 or equivalent training/experience.
2. Requires an in-depth knowledge and understanding of Legislation that directly affects the Patient Pathway Team such as: Health Board Policies and procedures in relation to Sickness Absence, Maternity and Special Leave, etc. General Data Protection Regulation (GDPR) The Access to Health Records Act 1990 and the Freedom of Information Act 2000.
3. Good standard of Education (GCE level or equivalent)
4. Familiar and confident using e-mail and Microsoft IT packages such as Word and Excel.
Desirable criteria
5. ECDL
Experience
Essential criteria
6. Previous clerical/administration experience within a service where data input forms a significant part of the workload
7. Excellent IT skills with ability to use a range of packages especially Excel.
8. Understanding of Waiting Lists Management.
Desirable criteria
9. Previous supervisory experience.
10. Previous research/audit experience.
11. Excellent knowledge of Referral to Treatment Rules.
Aptitude and abilities
Essential criteria
12. Adhere to and can demonstrate SBU Values & Behaviours.
13. Able to demonstrate excellent verbal and written communication skills to provide and receive often complex highly sensitive & contentious information. Able to demonstrate situations where effective leadership and management skills have been used.
14. Able to demonstrate tact and diplomacy when working with others. Able to demonstrate sound organisational skills and a methodical approach towards work. Able to evaluate complex information and identify options. Able to demonstrate an inquisitive nature and an ability to tackle problem solving in a positive manner.
15. Able to demonstrate a high level of self-motivation and able to use this skill to influence others.
16. Able to demonstrate initiative and an ability to take decisions appropriate within the boundaries of the role.
Desirable criteria
17. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Other essential criteria
Essential criteria
18. Ability to travel within geographical area. Able to work hours flexibly.
19. Satisfactory Enhanced DBS clearance including an Adults and Childrens Barred List check (as relevant to the Post).
20. Able to work under, and cope with pressure.
Swansea Bay University Health Board is committed to supporting its staff and processes to fully embrace the need for bilingualism thereby enhancing service users experience. In our commitment to increase the number of staff able to communicate in Welsh with patients and professionals, we would particularly welcome applications from Welsh speakers.
Equality remains at the centre of the Health Boards policy-making, service delivery and employment practices. We value the diversity of our staff and welcome applications from people from protected groups under the Equality Act 2010, this specifically includes age, gender, sexual orientation, gender identity/reassignment, race, religion, disability, pregnancy and maternity and marriage and civil partnership.
Employer certification / accreditation badges
Applicant requirements
Welsh language skills are desirable