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Admission Team leader | University Hospital Southampton NHS Foundation Trust
| Posting date: | 10 March 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | £26,530 - £29,114 per annum (pro rata) |
| Hours: | Part time |
| Closing date: | 09 April 2025 |
| Location: | Southampton, SO16 6YD |
| Company: | University Hospital Southampton NHS FT |
| Job type: | Permanent |
| Job reference: | 7067023/188-AC060325 |
Summary
Open only to applicants from Hampshire & Isle of Wight NHS system, which is limited to Hampshire and Isle of Wight ICB, Southern Health FT, Portsmouth Hospitals University NHS Trust, Isle of Wight NHS Trust, University Hospital Southampton FT, Solent NHS Trust, South Central Ambulance Service or Hampshire Hospitals FT.
University Hospital Southampton NHS Foundation Trust is delighted to offer a fantastic opportunity to work with us.
Please see below for detailed job description of the role.
We are looking for an enthusiastic, well-organized, and hardworking individual to join the Ophthalmology admissions team as the Team leader. The successful applicant will need to have excellent interpersonal skills, experience of working in a busy office environment. To have excellent IT skills and have a good knowledge of Outlook and Microsoft office packages. The individual will need to be able to work independently and have experience of leading a team.
The successful candidate will be responsible for the day to day running and leadership of the ophthalmology admissions team and therefore responsible for the booking of all theatre sessions across all UHS sites.
They will be responsible for the management and even distribution of workload among the team for specific Consultant surgical waiting lists.
Ensure failsafe mechanisms are in place for maintaining data integrity, compliance with admissions policies, and safeguarding sensitive applicant information.
To ensure patients are listed for surgery in line with the RTT pathways.
To liaise with external teams where appropriate for arranging patients treatment.
To ensure all clinics booked by the admissions team are kept up to date with appropriate actions and outcoming responsibilities.
University Hospital Southampton is one of England's largest acute teaching Trusts, offering a wide range of learning and development opportunities to support your career aspirations.
Located on the south coast with an international airport and direct rail links to London, Southampton offers an ideal setting to live and work, with the New Forest, South Downs and Jurassic Coast.
We believe that using technology wisely shows strong time management and commitment to innovation. However, personalizing your recruitment application to highlight your unique skills and experiences is crucial. Relying too heavily on generic, AI-generated content instead of drawing from your own strengths and accomplishments may lead to your application being rejected if multiple candidates present identical or similar information.
At UHS we’re committed to providing a flexible working environment where possible. Whether you are balancing family, study, or your wellbeing with your career, we want to support you so you can help our patients.
At UHS, we proudly champion individuality, recognizing that outstanding care is only possible with a diverse, inclusive team. We’re committed to creating an anti-racist, anti-discriminatory environment where everyone feels valued, safe, and empowered to make a meaningful impact in our communities. We welcome applicants of all backgrounds, identities, and experiences to join us in building a healthcare community where everyone can belong, thrive, and contribute.
What you will do:
1. Line manage direct reports including all stages of recruitment, retention, attendance, performance management and annual appraisals.
2. Be responsible for the preparation of duty rosters ensuring appropriate cross-cover arrangements are in place where necessary to maintain a comprehensive and responsive administration service.
3. Ensure workload is allocated fairly across all teams and staff work flexibly to accommodate the needs of the patient and the clinical team they are supporting.
4. Monitor the performance of the team in relation to achieving targets such as national waiting list targets and high quality, patient focussed services.
5. Authorise staff timesheets and claim forms in accordance with Trust policy.
6. Ensure all team members are appropriately trained and competent in all appropriate electronic systems and standard operating procedures relating to their role. Arrange appropriate training and development where updating of skills / knowledge is required. Conducting regular appraisals for team members.
7. Set expectations regarding levels of customer services and ensure all staff understand these and maintain them.
8. To receive enquiries courteously and efficiently from patients, carers, colleagues and external agencies, ensuring that accurate records, are maintained and appropriate action is taken in a timely manner.
9. Action any change in patient’s personal details, ensuring electronic data is kept up to date.
10. To process confidential patient-sensitive documentation to and from patients, other healthcare professionals and external agencies.
11. Be responsible for the co-ordination and implementation of all administrative processes along the patient pathway to ensure that the patient’s journey is managed efficiently, smoothly and in accordance with targets and agreed timescales.
12. Review administrative policies and procedures for the team and propose developments and improvements as necessary.
13. Cascade and/or escalate details of any delays or bottlenecks within the administration / booking process which will affect the patient journey and / or delivery of clinical services.
14. Provide guidance and act as a subject matter expert on the application of standard operating procedures and Trust policies.
15. Prepare relevant documentation for and attend meetings relevant to the role as required.
16. Take formal minutes or notes at meetings and distribute appropriately.
17. To order and maintain stationery/ materials in accordance with Trust policy and authorise orders where required, working within allocated budget limits.
18. Liaise directly with management where appropriate to ensure any complaints received are recorded and actioned promptly.
19. Carry out data analysis and produce reports (routine and ad-hoc).
What experience/skills are needed:
-Good standard of secondary education with literacy and numeracy skills demonstrable to GSCE pass level or equivalent standard.
-Experience of working in a clinical service.
-Knowledge of medical terminology.
-Diploma level qualification or equivalent experience.
-Administrative and organisational experience.
-Excellent telephone / communication skills.
-Willingness to undertake training.
-Flexibility – able to work flexibly to accommodate peaks and troughs of activity.
-Experience of data entry where accuracy and speed are essential.
This advert closes on Monday 24 Mar 2025