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Detailed job description and main responsibilities

• Work on own initiative with minimal supervision on a daily basisand oversee the day to day management of the specialty management group.
• Ensure that resources and processes are coordinated to deliver successful operational outcomes to include clinic utilisation, procedure coding entry and call answering statistics.
• Application of Human Resource policies for staff within the team including recruitment, induction, disciplinary and sickness absence monitoring taking appropriate action as required in accordance with Trust policies.
• Pro-active management of changing priorities to include the co-ordination of daily cover across the Specialty Management Group(s) maintaining service levels at all times.
• To be first point of contact when dealing with concerns, queries and complaints in regards to operational service delivery associated with the Speciality Management Group and relevant patient pathways
• To have a comprehensive knowledge of all clinics ensuring they run according to agreed clinic rules.  This will include being responsible for ensuring bookings are made effectively and that clinic capacity is maximised escalating areas of concern to Specialty Manager(s).
• To work alongside Specialty Manager(s) validating patient pathways on regular basis through use of information dashboards, maintaining a high degree of accuracy for prolonged periods of time
• Responsible for the monitoring and management of waiting lists. This will include identifying problems and assessing which solutions can be dealt with using their own initiative.
• In conjunction with Specialty Manager(s) ensure that demand and capacity of clinics are revised in accordance with the agreed processes.
• The post holder will be expected to have an in-depth knowledge of all services within the Specialty Management Group as they will be expected to cover for colleagues and also alternate between services on a rotational basis.
• To be fully conversant with the National 18 week Referral to Treatment (RTT) policy and local policies to monitor compliance.
• Maintain up to date knowledge of all targets, processes and clinic rules and be a subject matter expert for the specialty Management Group
• Development of  excellent working relationships with key business partners and stakeholders such as Heads of Service, Clinicians, students, Informatics along with colleagues in other Specialty Management Groups.
• Creation and dissemination of operational performance reports on a routine and ad hoc basis for a variety of audiences, e.g senior management meetings and speciality team meetings.
• Ensure that Patient Administration Systems (PAS) are kept up to date with operational and patient information. For example; updating and archiving clinical records and patient administration systems following notification of death. This will also involve technical updates in R4 Carestream and Patient Administration Systems.
• Involved in the planning and implementation of new business processes and contribute towards ongoing service improvement.
• Undertake an active role in projects relating to the development and evolution of the service ensuring relevant SOPs are implemented in line with service developments and redesign.
• Ensure timely completion and submission of procedure clinical coding forms on a daily basis, having been quality assured and amended by comparison to clinical record as necessary.
• Support  the Specialty Manager with the validation and authorisation for cancellation of clinical sessions, ensuring patients are communicated with effectively and rebooked appropriately to minimise patient impact.
• Ensure all IT systems are configured appropriately to support clinics; i.e correct clinic code configuration to support Service Line Activity Matric, Carestream, kiosks, text messages and solving issues as they arise.
• Responsible for the storage, archiving and disposal of patient records.  Liaising with external stakeholders with regards to data quality issues and incomplete patient records ensuring corrective measures are taken as appropriate
• Produce staff rotas and support with the production of clinical rotas as required.
• To actively participate in the delivery of administrative tasks during period of high demand and service needs.
• Responsible for providing reconciliation reporting for all patient related payments
• Report any issues or complaints as necessary through the DATIX system.
• Investigation of any incidents relating to administrative functions within Specialty Management Group.
• Undertake audits and develop action plans ensuring compliance with data protection and agreed processes.
• Ensure that due diligence of data quality is embedded within the team(s) responsible for data entry.
• Be fully conversant with the requirements of the service specification for all services ensuring that the standards for dealing with referrals and waiting time initiatives are embedded in the team
• Ensure all staff within the Specialty Management Group have the necessary skills and ongoing training and development to deal with queries from a range of stakeholders, to ensure a responsive and professional service.
• Ensure that records are maintained in the Electronic Staff Record (ESR) for all staff within the team, to capture information for compliance purposes and to inform the annual training needs analysis including coordination of annual leave.
• Develop and empower all members of your team to perform to high standards and innovate.
• Ensure supportive staff management arrangements are in place and carry out personal development reviews for direct reports. Ensure all staff in your team/s have annual PDR’s resulting in specific objectives and effective personal development plans in line with the Knowledge and Skills Outline Framework.
• Develop staff knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective are included in PDR’s.
• Develop a culture that ensure that the standards of Improving Working Lives and Investors in People are achieved and maintained for all staff and that staff’s perception about their working lives are measured and improvements made.