Job overview
PLEASE NOTE THAT WE WILL ONLY ACCEPT APPLICATIONS FROM STAFF CURRENTLY EMPLOYED BY SWANSEA BAY UNIVERSITY HEALTH BOARD, ELIGIBLE AGENCY WORKERS, SBU VOCATIONAL TRAINEES OR SBU VOLUNTEERS.
An exciting opportunity has arisen to work in the Appointments Office located in the Head Office, Baglan. Applications are invited from individuals with experience and qualifications suitable for the position of Hub Leader in the Appointments Office Band 4. This position is offered on a full-time basis, 37.5 hours per week. This is an office-based role.
The role will require individuals who are confident working independently but in collaboration with the wider Service, and for the benefit of that Service, as part of a small management team. Therefore, the ability to communicate, work flexibly across roles, and understand other perspectives is essential. The ability to prioritize work to meet deadlines without supervision is crucial for this role.
Experience of working in a similar role is desirable, but the ability to lead by example in terms of a proactive attitude and willingness to develop work areas is also very important. Candidates must have demonstrable experience of working in busy administrative environments and have experience with a wide range of IT packages to support staff.
The applicants will be required to have a flexible approach towards the needs of the service.
Excellent Knowledge of RTT Guidelines and Health Board Policies and Procedures would be advantageous.
Main duties of the job
Work as part of the Appointments Office team and provide comprehensive coordination and administrative support service to the Service Manager and the team.
Manage clinics for consultant(s) and designated administration staff daily.
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.
Have an extensive knowledge of the most up to date "referral to treatment time" RTT waiting times and use this knowledge to make appropriate adjustments to the patient pathway.
Liaise daily with internal departments and primary care departments to ensure continuity in achieving excellent patient care.
Solely manage outpatient clinics ensuring the full utilisation of clinic capacity which will regularly require contacting patients at short notice and making sure relevant documents are readily available in a timely manner.
Attend regular staff meetings to discuss month on month progress on RTT waiting times and making plans for the month ahead with the service manager.
Utilise all IT systems e.g., WPAS, DMS, Excel, Outlook, WCP & WAP.
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
Person specification
Qualifications and knowledge
Essential criteria
1. BTEC Diploma L4 or NVQ 3 or equivalent training/experience
2. Requires an in-depth knowledge and understanding of Legislation that directly affects the Appointments OfficeTeam 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 email and Microsoft IT packages such as Word and Excel.
Desirable criteria
5. ECDL
Essential Aptitudes and abilities
Essential criteria
6. Able to demonstrate excellent verbal and written communication skills to provide and receive often complex highly sensitive & contentious information. Demonstrate situations where effective leadership and management skills have been used. Able to demonstrate tact and diplomacy when working with others.
7. Able to demonstrate sound organisational skills and a methodical approach towards work. Able to evaluate complex information and identify options.
8. Able to demonstrate an inquisitive nature and an ability to tackle problem solving in a positive manner. Willing to seek out learning, give and accept constructive feedback and committed to continuous improvement.
9. Able to demonstrate a high level of self-motivation and able to use this skill to influence others. Demonstrate initiative and an ability to take decisions appropriate within the boundaries of the role.
Desirable criteria
10. Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh.
Essential Experience
Essential criteria
11. Previous clerical/administration experience within a service where data input forms a significant part of the workload
12. Excellent IT skills with ability to use a range of packages especially Excel.
13. Understanding of Waiting Lists Management.
Desirable criteria
14. Previous supervisory experience.
15. Previous research/audit experience.
16. Excellent knowledge of Referral to Treatment Rules.
Other Essential Criteria
Essential criteria
17. Ability to travel within geographical area. Able to work hours flexibly.
18. 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