Job summary
The post holder will provide administrative and clerical support to the Regional Ophthalmology service within the Scheduled Care Division. The post holder is a key member of the team, working closely with the wider South East Wales Regional Ophthalmology service on the business management of the service. To manage inpatient waiting lists and supervise the day to day running of the inpatient scheduling service.
Main duties of the job
To provide support to the management team and its clinicians to deliver outstanding service delivery and organisational performance. This includes working with others, to develop practical service planning delivery that supports improvements in patient experience and care and reduce the overall current waiting times for this service. The main focus of this role will to be to provide support to ensure access targets are met within the Regional Ophthalmology service and that inpatient and outpatient capacity is well utilised.
The ability to speak Welsh is desirable for this post; English and/or Welsh speakers are equally welcome to apply.
About us
Aneurin Bevan University Health Board is a multi-award-winning NHS organisation with a passion for caring. The Health Board provides an exceptional workplace where you can feel trusted and valued. Whatever your specialty or stage in your career, we have opportunities for everyone to start, grow and build your career. The health board provides integrated acute, primary and community care serving a population of 650,000 and employing over 16,000 staff.
We offer a fantastic benefits package and extensive training and development opportunities with paid mandatory training, excellent in-house programmes, opportunities to complete recognised qualifications and professional career pathways including a range of management development programmes. We offer flexible working and promote a healthy work life balance, provide occupational health support and an ambitious plan for a Wellbeing Centre of Excellence to support you at work.
Our Clinical Futures strategy continues to enhance and promote care closer to home as well as high quality hospital care when needed. Join us on our journey to pioneer new ways of working and deliver a world-class healthcare service fit for the future.
Job description
Job responsibilities
-
To ensure all theatre lists and outpatient clinics are prospectively booked, identifying any shortfalls in capacity to the Assistant Booking Team Leader in a timely manner
-
To assist in the training and supervision of all clerical staff
- To promote good staff communication skills with emphasis on patient contact by telephone and in person
- Responsible for dealing with day-to-day staff operational and personnel issues
- To work autonomously and make decisions within specified guidelines and procedures, seeking advice where necessary
- To establish and maintain frequent contact with assigned Consultants and their teams to ensure good communication regarding available theatre lists and suitability of patients
- To be aware of all consultant job plans and be responsible for ensuring vacant theatre lists and clinics are backfilled to capacity
- To be responsible for ensuring that all fitness and PAC clinics are filled, liaising with consultants where there is a shortfall in capacity to address the gap
- To ensure that all theatre lists and outpatient clinics are being scheduled appropriately and accurately and that theatre utilization is maximized
- To be responsible for early identification of any potential breaching patient
- To liaise with the Anaesthetic Department to ensure Anaesthetic cover is provided for elective and backfill lists
- To keep abreast of any changes in policies and procedures and implement amendments as appropriate
- To attend internal and external meetings as required, undertaking all associated administrative duties to support the Directorate with inpatient admissions
-
Provide cover for Schedulers for annual leave and sickness
- Responsible for ensuring all protocols are adhered to by inpatient staff and undertake appropriate action if necessary
- Responsible for ensuring that the data quality input by staff is accurate
- Responsible for producing / auditing waiting lists and distribution to wards and theatres etc as required
- Responsible for ensuring all information sent to patients from the department is relevant and accurate
- Ensure up-to-date knowledge of current waiting list target
- Ensure that all protocols are adhered to by Schedulers and undertake appropriate action
- To arrange and participate in meetings relating to RTT, additional capacity and also to facilitate the setting up of such requirements when necessary
- To create populate and run the sub-specialty meetings as a key stakeholder
- To be responsible for data collection and contributions for operational meeting
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Job description
Job responsibilities
-
To ensure all theatre lists and outpatient clinics are prospectively booked, identifying any shortfalls in capacity to the Assistant Booking Team Leader in a timely manner
-
To assist in the training and supervision of all clerical staff
- To promote good staff communication skills with emphasis on patient contact by telephone and in person
- Responsible for dealing with day-to-day staff operational and personnel issues
- To work autonomously and make decisions within specified guidelines and procedures, seeking advice where necessary
- To establish and maintain frequent contact with assigned Consultants and their teams to ensure good communication regarding available theatre lists and suitability of patients
- To be aware of all consultant job plans and be responsible for ensuring vacant theatre lists and clinics are backfilled to capacity
- To be responsible for ensuring that all fitness and PAC clinics are filled, liaising with consultants where there is a shortfall in capacity to address the gap
- To ensure that all theatre lists and outpatient clinics are being scheduled appropriately and accurately and that theatre utilization is maximized
- To be responsible for early identification of any potential breaching patient
- To liaise with the Anaesthetic Department to ensure Anaesthetic cover is provided for elective and backfill lists
- To keep abreast of any changes in policies and procedures and implement amendments as appropriate
- To attend internal and external meetings as required, undertaking all associated administrative duties to support the Directorate with inpatient admissions
-
Provide cover for Schedulers for annual leave and sickness
- Responsible for ensuring all protocols are adhered to by inpatient staff and undertake appropriate action if necessary
- Responsible for ensuring that the data quality input by staff is accurate
- Responsible for producing / auditing waiting lists and distribution to wards and theatres etc as required
- Responsible for ensuring all information sent to patients from the department is relevant and accurate
- Ensure up-to-date knowledge of current waiting list target
- Ensure that all protocols are adhered to by Schedulers and undertake appropriate action
- To arrange and participate in meetings relating to RTT, additional capacity and also to facilitate the setting up of such requirements when necessary
- To create populate and run the sub-specialty meetings as a key stakeholder
- To be responsible for data collection and contributions for operational meeting
You will be able to find a full Job description and Person Specification attached within the supporting documents or please click Apply now to view in Trac.
Person Specification
Qualifications and Knowledge
Essential
- Good Standard of Education
- Knowledge of administrative procedures and systems, some of which are routine and non-routine activities such as answering queries, progress chasing, task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable experience
- Good keyboard skills required
Desirable
- ECDL qualification (European Computer Driving Licence) or evidence of similar skill
Experience
Essential
- Ability to work as part of a multi-disciplinary team
- Ability to communicate as part of a multi-disciplinary team
- Ability to communicate with patients in an empathetic regarding their treatment and procedures
- Can demonstrate an enthusiastic approachable and friendly manner
Skills and Attributes
Essential
- Previous NHS experience in a role with ORMIS, RTT, 26 weeks experience or equivalent administrative competence developed in an associated organization
- Ability to take on an active role in the operational requirements
Desirable
- Ability to take on an active role in agreed learning activities and keeps a record of them
- Understanding of knowledge and skills framework and ability to identify learning and needs and interests
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Acts in a way that is consistent with legislation, policies and procedures and abides by the Health Board health and Safety Policies
- Ability to support others in maintaining health, safety and security
- Ability to identify and assess the potential risks involved in work activities and processes for self and others
Desirable
- Knowledge of emerging NHS initiatives - patient choice, ORMIS and be able to respond positively to those to ensure local implementation
Person Specification
Qualifications and Knowledge
Essential
- Good Standard of Education
- Knowledge of administrative procedures and systems, some of which are routine and non-routine activities such as answering queries, progress chasing, task related problem solving, acquired through experience and training to Vocational Level 3 or equivalent demonstrable experience
- Good keyboard skills required
Desirable
- ECDL qualification (European Computer Driving Licence) or evidence of similar skill
Experience
Essential
- Ability to work as part of a multi-disciplinary team
- Ability to communicate as part of a multi-disciplinary team
- Ability to communicate with patients in an empathetic regarding their treatment and procedures
- Can demonstrate an enthusiastic approachable and friendly manner
Skills and Attributes
Essential
- Previous NHS experience in a role with ORMIS, RTT, 26 weeks experience or equivalent administrative competence developed in an associated organization
- Ability to take on an active role in the operational requirements
Desirable
- Ability to take on an active role in agreed learning activities and keeps a record of them
- Understanding of knowledge and skills framework and ability to identify learning and needs and interests
- Welsh Language Skills are desirable levels 1 to 5 in understanding, speaking, reading, and writing in Welsh
Other
Essential
- Acts in a way that is consistent with legislation, policies and procedures and abides by the Health Board health and Safety Policies
- Ability to support others in maintaining health, safety and security
- Ability to identify and assess the potential risks involved in work activities and processes for self and others
Desirable
- Knowledge of emerging NHS initiatives - patient choice, ORMIS and be able to respond positively to those to ensure local implementation
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
