Administration Team Lead Physiological SciencesinNuneatoninNuneatonPUBLISHED MON 27 JAN 2025

Job Title: Administration Team Lead Physiological Sciences

Hours per week: 37.5 hours per week (Across four days - Monday to Friday)

Perm/Fixed Term: Permanent

Salary: £26,530 - £29,114 per annum

Closing Date: 14th February 2025

Interview Date: 7th March 2025

**This post may close early due to high numbers of applications, so you are advised to apply promptly**

All correspondence for this vacancy will be sent by email; please check your account regularly including your Junk and SPAM areas.

A great and friendly place to work, so bring your passion, commitment and expertise and enjoy the opportunities to make a difference every day.

#JoinTeamEliot

This is an exciting opportunity within the Physiological Sciences Service at the George Eliot Hospital NHS Trust. Our service is dedicated to providing outstanding care to our patients. We strive to deliver patient-centred care through a multidisciplinary approach, employing the latest advancements in treatment and technology. We are seeking a dynamic and motivated individual to join our team as a Band 4 Administration Lead. If you are passionate about providing high-quality care to a range of patients and possess the necessary skills and experience, we would love to hear from you.

• To work with the Operational & Physiological Sciences Service Manager to assist in developing and maintaining an efficient and effective administrative service which meets Departmental, Trust and National standards, policies and procedures.
• To contribute towards the operational management of all administration staff within the Department. To act as a source of advice and guidance regarding department referrals and list fulfillment and be responsible for the management of the department waiting lists according to national guidance.
• The post holder is responsible for monitoring and maintaining the department appointment bookings, rescheduling and ensuring that all patients are seen within the guidelines needed to ensure compliance with National guidance and the 2 week wait.
• The post holder is responsible for identifying appointment short falls and capacity issues and to manage the availability to ensure that patients don't breach. They will liaise with Physiologists, Consultants and Nursing staff to provide a comprehensive service to enable patients to be booked their appointments within national guidelines.
• The post holder is available for advice to Managers of the Directorate, Consultants, Nursing staff and all departments in relation to waiting list initiative clinics.

About us

• To be responsible for the smooth running of the appointment booking system on a day-to-day basis. The post holder will be the first point of contact for any issues with patients and staff - This requires a wide range of communication skills including receiving complex information, strong motivational and negotiating skills and the ability to remain calm and think logically to resolve an issue.
• To ensure that patients dont breach either statuary requirement of national guidance or the 2-week cancer wait and diagnostic wait times. To be able to develop and amend systems that ensure this is monitored and reported on and to be able to use persuasive and sympathetic skills to be able to ensure this happens.
• If unable to resolve any issues, have the ability escalate the enquiry to the appropriate persons.
• To communicate with a range of clinical and non-clinical staff concerning progress against quality standards e.g. waiting times & patient treatment schedules. Facilitates communication between different clinical services
• To be responsible for the operational management of the Physiological Sciences administration staff - This will require monitoring Departmental performance against set objectives and standards using appropriate data, reporting exceptions to the Manager; contribute to the review and implementation of Departmental administration procedures; assist with the day to day management of administration staff, including attendance and performance monitoring; undertaking staff training and development as required; participation in staff appraisals & KSFs; participation in the recruitment and selection of administration staff, including the completion of relevant documentation; implementing and maintaining an efficient office management system to enable the Department to optimise their patient care services including ensuring equipment, levels of stock and stationery are maintained.
• To ensure, wherever possible, that all documentation is up to date, in an orderly fashion and available whenever decisions are being made, reporting exceptional circumstances where necessary -This will require effective collaboration with all relevant personnel to maintain an efficient administrative system; building good working relationships with appropriate internal and external Departments, planning and monitoring activity levels to ensure optimum use of staff resources, reporting related issues to the Physiological Sciences Service Manager; manipulation and distribution of appropriate correspondence. Escalate any issues to the internal or external departments. This will also need a wide knowledge of trust software systems along with the Microsoft office packages / ERS / Lorenzo / PACS etc.
• To continually contribute to patient and business improvement Agendas - This will require undertaking any appropriate project work relevant to your role, including obtaining information from the Internet, collation and reporting of data to produce reports and spreadsheets, utilising relevant Trust IT systems, as determined by the role, ensuring all relevant patient data is collected and input accurately in line with Trust guidelines.
• To support team members - This will require providing cross-cover in the absence of colleagues to meet service needs and being the point of contact for urgent issues that arise.

For a full comprehensive list of main responsibilities and duties, please kindly refer to job description and personal specification attached.