Detailed job description and main responsibilities

As the Elective Admissions Manager you are expected to provide and be responsible for tracking patients on an RTT pathway. You are responsible for the provision of a high standard of administrative service, leading members of staff and coordinating systems on a day-to-day basis. The role also requires handling complex and sensitive information for the management of Pre-Op, Operating Theatre lists, Endoscopy Suites & Dales Suite waiting list admissions. This will involve making decisions for booking, and the supervision of booking patients, for a range of pre & post-surgical/treatments for out-patient clinics, as well as handling GP, patient & relative queries, and bookings directly from clinics based upon multifaceted information.

Patient /Client Care

• Responsible for the delivery of care to patients by managing and controlling the outpatient appointment process of all specialities using the department, including the reorganisation and cancellation of admission dates where required.
• Able to manage confidently and professionally difficult and potentially highly distressed patients and situations by providing reassurance and resolution using experience, initiative, and explanations where necessary of Trust and NHS policies and procedures, utilising tact and empathy to minimise distress and complaints.

Policy & Service Delivery

• To ensure effective administrative functioning and maintenance of the waiting list across the specified areas.
• To ensure departmental compliance with the Access Policy and participate in policy review and design in line with national and local access targets.
• To design, implement, develop and maintain communication systems and policies across all groups in relation to outpatient waiting list functions to ensure organisational, patient and staff communication is clear.
• Co-ordinate administrative tasks in delivery of subcontracted work including the transfer of patients to other providers.
• To attend Divisional/Directorate and Trust wide meetings as required and to action appropriate tasks.
• To attend and represent the Trust as required at appropriate external meetings and events.
• To assist and lead in the investigation of PALS enquiries and formal complaints as required.
• To work closely as required with all levels of staff including Clinician’s and Clinical Directors both within and across the Directorates in relation to all matters pertaining to administrative and waiting list management.

Financial & Physical Resources

• To manage the delegated budget for both, pay and no-pay identifying cost improvements in line with Trust targets where appropriate.
• To manage, monitor and authorise stock and non-stock requisitions to ensure that resources are used efficiently and effectively.
• To monitor the usage and allocation of office accommodation across the function to ensure the space is used effectively, liaising with IM&T and the Estates departments as required.

Information Resources

• To prepare, analyse and present information as required in relation to waiting list management and performance regarding the achievement of targets.
• Work closely with cross group Patient Service Managers, Clinician’s, and the Information Departments to ensure compliance to targets.
• Develop and utilise spread sheets to present complex statistical information in a meaningful manner.
• To provide training of systems to staff as required.
• To be able to operate Trust IT systems and monitor waiting list management and data quality.

Research & Development

• To continually review services to ensure that patient and service needs are met, in line with best practice waiting list management.
• To participate where required and provide data for audit review and future service planning.
• To provide expert subject support for the design, development & implementation of National & Local initiatives to improve services within the department and across the Trust.

Human resources:

Management / Education / Leadership

• To ensure appropriate recruitment of all staff in respective departments
• To manage all staff with annual appraisal and personal development plans
• To identify the training needs of staff and ensure equity of access and that training needs are met.
• To maintain systems for the management of annual leave, study and sickness absence
• To chair and participate in meetings with cross group administrative teams to discuss and gain group agreement on issues as required.
• To provide leadership and direction to staff within remit of responsibility, ensuring that support is available to enable staff to fulfil their role effectively in line with Trust policies and procedures.