DBTH Job of the Week: Admin Team Leader – Pre-operative Assessment

Join Team DBTH and help us become the safest Trust in England, outstanding in all that we do.

  • Grade: ££21,892 to £24,157 Pro Rata Per Annum
  • Hours: Part-time 22.5 hours per week
  • Site: Doncaster Royal Infirmary
  • Closing date: 8 June 2021
  • Apply for this position here.

Lead, manage and develop a responsive administration service, ensuring effective and efficient management of resource to achieve national and local quality and performance targets.

Responsible for day to day management of administrative teams. Duties will include staff rostering, annual appraisals, annual leave and sickness management and monitoring.

Work closely with the Service Manager/Business Manager and will provide expertise in the proactive management of the patient pathway from referral to discharge. The post holder will ensure that the entire pathway is managed smoothly and in line with the Hospital Referral to Treatment Patient Access Policy and underpinning Standard Operating Procedures (SOPs).

Main duties of the job

Provide a vital and dynamic team leading role within our Pre-Operative Assessment service, as part of a job share alongside our existing team leader.

Working as part of a multi professional team, manage and develop a responsive administration service having responsibility for the day to day management of administrative teams, including staff rostering, annual appraisals, annual leave, sickness management and adherence to Trust HR policies and procedures. You will also manage the daily capacity and demand requirements of patient referrals into Pre-Op Assessment, ensuring appointments are managed and booked in a timely manner, and in line with local and national targets.

Working for our organisation

The Pre-Operative Assessment administration team currently spans across both Doncaster Royal Infirmary and Bassetlaw Hospital sites and we are a friendly and extremely busy team that welcomes new team members enthusiastically.

The nature of the job requires a person who has excellent leadership qualities, who is organised and has the ability to manage performance. The nature of the job also required a person to have a temperament to deal with senior staff, patients and their relatives and members of the general public in a professional manner.

Our organisation is driven by our strategic objectives and organisational values and we look for people who are strongly aligned with them.

Detailed job description and main responsibilities

Working as part of a multi professional team you will manage and develop a responsive administration service having responsibility for the day to day management of administrative teams, including staff rostering, annual appraisals, annual leave, sickness management and adherence to Trust HR policies and procedures. You will also manage the daily capacity and demand requirements of patient referrals into Pre-Op Assessment, ensuring appointments are managed and booked in a timely manner, and in line with local and national targets.

For full details please read the job description and person specification attached. 

Person specification

Knowledge and Experience

Essential criteria
  • • Experience and knowledge of a range of administrative and organisational policies and management information systems
  • • Experience of data quality management and awareness of ‘Right First Time’
  • • Experience of working in a pressured busy environment with supervisory responsibilities
  • • Experience of using Excel to create, collate and produce reports for critical care services
  • • Supervisory or management experience
  • • Awareness and understanding of NHS service, 18 week referral to treatment (RTT) and outpatient and cancer treatment pathways
  • • Previous RTT / Patient Tracker List (PTL) validation or similar experience of monitoring patient activity and producing outcomes
  • • Ability to work to and promote Standard operating procedures / performance targets.
  • • Demonstrable working knowledge of Microsoft packages including Word and Excel
Desirable criteria
  • • Experience and knowledge of e-roster systems
  • • Previous waiting list experience

Eligibility/Qualifications/Training

Essential criteria
  • • Minimum of 3 GCSEs including English and Maths at Grade C or above or suitable equivalent qualification
  • • RSA III or NVQ III or suitable equivalent level administrative / supervisory qualification
  • • Proven competence in using admin and clinical systems e.g. PAS/ MS Word / Excel / Outlook with excellent typing / keyboard skills
Desirable criteria
  • • Customer care experience or qualification

Organisational Skills

Essential criteria
  • • Proposes and delivers necessary changes in processes and procedures to ensure processes are efficient and effective
  • • Excellent time management skills
  • • Demonstrable ability to prioritise
  • • A methodical and organised approach to work
  • • Ability to work under pressure to meet tight deadlines in a busy environment
  • • Exercise good judgement; use own initiative

Interpersonal Skills

Essential criteria
  • • Team Player with a professional approach to work and colleagues; able to develop good working relationships
  • • Team building skills and the ability to engage and motivate and manage change
  • • Ability to deal calmly and diplomatically with a range of personalities and situations