NHSJobs.com

Detailed job description and main responsibilities

1. Responsible for co-ordinating referrals and bookings of new and follow up appointments.
2. To be responsible and accountable for identifying and communicating potential problems at an early stage, liaising with non-clinical and clinical colleagues at all levels
3. In collaboration with the Service Manager to manage the waiting lists on a day-to-day basis and to ensure that all appointments are provided in keeping with all national waiting time guarantees so that waiting list/times and targets are met.
4. Participate in planning initiatives to increase capacity where required working with the Service Manager to manage demand and capacity.
5. Support the Service Manager in the production of Performance and Annual Reports and other documents, e.g. collating and formatting material.
6. Support the Service Manager with staff management including absence management and pay.
7. To organise meetings which may involve co-ordinating the diaries of a number of senior staff from within and outside the Trust. This will include booking travel, accommodation, suitable venues and ordering refreshments.
8. To maintain information systems to support the Service Manager and Lead Clinicians; such as circulation lists, regular meeting dates and venues, etc.
9. To demonstrate confidence and professionalism at all times when dealing with people.
10. To type correspondence, reports, agendas and minutes, ensuring confidentiality at all times. 
11. To take notes and minutes at meetings as required picking out key points from the discussions.  To develop a good understanding of management processes in order to minute effectively.
12. To ensure that all necessary files and correspondence are available for meetings and other appointments. The post holder will need to maintain an awareness of ongoing issues and events in order to link appropriate papers and to ensure that outstanding actions are notified to the Service Manager and Lead Clinicians prior to meetings.
13. Manage and maintain various filing systems.
14. Recording and communicating absences within the Unit.
15. To order via e-procurement all non stock goods for the Unit and ensure all orders are recorded accurately.
16. To be aware of the organisational structure within NUH and relevant organisations externally.

Management

1. To assist the Service Manager in Human Resource activities including staff recruitment, training and development and participating in the interviewing and evaluation procedures for A&C staff
2. Responsible for the line management of the outpatient administrative team, this includes induction of new staff, prioritising workloads and motivating staff to achieve objectives.
3. To be aware of the administration staffing costs and budget in the unit and work with the Service Manager to manage vacancies and staffing efficiently.
4. To ensure that all administrative tasks related to recruitment are completed following correct procedures and in a timely manner for both the administration & professional staff.
5. Assist in and provide advice regarding the development of policy and procedures in the admin services.
6. Undertake annual appraisal for all administration staff within the Unit and discuss, plan and implement personal development plans for staff.  Work with the Service Manager to ensure appraisal trajectories are kept on track, managing any slippage effectively.
7. Identify appropriate training for staff to facilitate improved performance and personal career development in accordance with Trust policy/procedure.
8. Work with the Service Manager to ensure unit staff attend mandatory training as required to role and this is kept up to date and trajectories on track, managing any slippage effectively.
9. Identify appropriate training for staff, to facilitate improved performance and personal career development in accordance with Trust policy/procedures.
10. Co-ordinate annual leave to ensure adequate staffing levels are maintained at all times, escalating any shortfalls/problems to the A&C Service Manager.
11. Responsible for management of KPI’s to support delivery of Trust Access Targets in line with departmental SOP’s.
12. Responsible for cancelling/reducing clinics in response to medical staff absences.
13. Alert A&C Service Manager to any capacity issues.

Communication

1. To respond promptly and appropriately to enquiries and requests for information and advice made either in person, by correspondence or over the telephone.
2. To deal with a range of complex queries in the absence of management team ensuring matters are assigned to relevant members of staff.
3. To demonstrate confidence and professionalism in managing people at all levels.
4. To work closely with other members of the multi-disciplinary team to ensure the best possible service is provided.