Operational Admin Lead / Waiting list co-ordinator

Job Summary: As part of a wider multi-disciplinary team the post holder will be responsible for the day to day operational management of the clinical service and administrative function, including the co-ordination of waiting lists, and to provide senior administrative support to the Service Manager. 1. Key Responsibilities: 1.1 To be a part of the service management team and, together with the team, support the wider development of the service, including clinical improvements, standard setting and encourage/lead on QI projects within the administrative team. 1.2 To operationally manage the administration staff within the service, to include but not limited to, supervision, appraisals, training and support; following trust policies. 1.3 Ensuring that effective and efficient support is provided at all times to include assistance and cover where required and routine huddles to ensure that workload is evenly distributed and completed. 1.4 Manage the current systems for stock control and distribution within the service, routinely check stock in clinic rooms and make recommendations for improvement. This should include assessment forms and any additional equipment required for effective clinical practise. 1.5 Co-ordinate and manage service waiting lists and appointment systems for the clinics and assess with others involved in the service the most appropriate and effective methods. This will be completed by using RiO data and basic analysis of data to track demand and productivity in coordination with the Service Manager. 1.6 Support the Patient Pathway Coordinator in updating and co-ordinating waiting lists ready for allocation and any issues arising from allocation (DNA/out of borough). 1.7 To undertake delegated responsibility to represent the service in meetings as required. This may involve the arrangement of meetings and minute takings. 1.8 To support the team in routine data requirements and KPIs data collection and data quality. 1.9 To take on an area of expertise to develop skillset, this may be digital champion, governance interest, estates, QI, etc. Specific Responsibilities 2. Administration 2.1 To ensure that administrative functions are covered appropriately when staff are on annual and sick leave to ensure continuity of service delivery, which may include re-delegation of tasks and/or the Admin Operational Lead picking up other tasks for a period of time. 2.2 Provide admin support as necessary for the service to ensure continuity of service as necessary 2.3 To lead in the process of recruitment of administration staff including advertising etc. in conjunction with the Head of Administration and clinical lead accordingly. 2.4 Complete HR functions for the management of the PPCs and Administration Assistants, for example, Health Roster. 2.5 Be responsible for monitoring supplies of stationery, equipment and supplies for the Service and clinics. Ensuring orders are processed in an effective timely manner. 2.6 Organise staff/team meetings and ensure secretarial support is provided including minute taking. 2.7 Co-ordinate and response to the management of complaints as necessary. 2.8 Prepare documents as required by the service, including the operational policy and pathway literature. 2.9 Respond to telephone enquiries and make appointments/escalate issues as required should the need arise. 2.10 To lead on IT/estates issues within your service area, in liaison with the service digital champions/Governance and Compliance Lead/EA. 2.11 Ensure appropriate systems are in place for message taking and communications with-in the service. 3. Information Management and Technology 3.1 Support and develop IT systems within the service 3.2 To support the team in routine data requirements and KPIs, to include but not limited to outcoming appointments, supervision/appraisal/training stats and general service data (e.g. caseload, referral, waiting lists) using the trust wide reporting system to inform team planning and review. 4. Services 4.1 Ensure the overall smooth running and coordination of the clinical service and contribute to development of new services/pathways in conjunction with other team members. 4.2 Liaise and work closely with the clinicians to ensure that clinics run smoothly 4.3 Comply with the service confidentiality policy. 4.4 Maintain an empathetic and non-judgmental attitude to clients (including under 16s), remembering the trust ethos of we care, we respect, we are included. 5. Training 5.1 Develop a comprehensive and on-going program of training and development for the administrative staff working with-in the service. 5.2 Co-ordinate any required MDT training sessions. This job description is an outline only of the duties to be performed and will be reviewed and altered in light of the changing needs of the service. Please see attachment for Person Specification

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