Directorate Support Officer

Job summary Please note thatinterviews for this role will be on Friday 6th December viaMicrosoft Teams.An exciting opportunity has arisen for anenthusiastic and motivated individual to join the Surgical Division asDirectorate Support Officer covering ENT, OMFS and Dermatology.
This would be an excellent opportunity forsomeone wishing to progress their career within the NHS.
We are looking for ahighly organised and self-reliant individual.
You will be working with a widerange of stakeholders including Consultant Surgeons, Secretaries, Theatres andOutpatients whilst assisting in the management of the day to day function ofthe services.
You will need to be an excellent communicator and be able tomanage access and activity targets including working to our internal andnational targets.
Main duties of the job Support with line management of Directorates administrative staffEnsure there are adequate procedures in place within thespecialities for booking of patients in a timely manner, to be aware of thestatus of capacity and booking, ensuring maximum utilisation of availablecapacity within our Out Patient and Theatre activityMake operational arrangements for additional Theatres/Outpatientsessions, according to availability of Consultants; this includes liaising withTheatres and Outpatient staff and the relevant clinics on all sites Manage administrative and medical recruitment in the DirectorateRTT Validation and understanding of the Trusts RTT policies andproceduresSupport the departments Rota's, including managing sickness and vacant rota gapsCreating Agenda's and taking minutes within the monthly directorate meetings About us Our purpose is simple - Putting Patients First.
We are looking for exceptional colleagues who can help us achieve this.Worcestershire Acute Hospitals NHS Trust is a large acute and specialised hospital trust that provides a range of local acute services to the residents of Worcestershire and more specialised services to a larger population in Herefordshire and beyond.The Trust operates hospital-based services from three sites in Kidderminster, Redditch and WorcesterOur workforce is over 7,000 strong, and our caring staff are recognised as providing good and outstanding patient-centred care.
You could be one of them.We are committed to recruiting the best people to work with us to achieve our Vision - working in partnership to provide the best healthcare for our communities, leading and supporting our teams to move 4ward.
Our 4ward behaviours, which we ask all staff to demonstrate, underpin our everyday work and remain firmly at the heart of all we do.Our objectives are simple:Best services for local peopleBest experience of care and best outcomes for our patientsBest use of resourcesBest peopleBetter never stops, and our Clinical Services Strategy provides a clear future vision for our Trust, our hospitals, our services and our role in the wider health and care system.We are proud to have achieved Timewise accreditation - this means we are committed to embedding flexible working within our organisation as a flex positive employer.
Job description Job responsibilities Post Title: Directorate Support Officer Pay Band: 5 Hours: Full-time hours per work Contract: Permanent Location / Department: County-wide /Surgery Accountable to: Directorate Support Manager Reportsto: DirectorateManager Ref: 365-A-21-167847Key Working Relationships:Internal: Divisional Management Team,Waiting List Manager, Team Leaders Health Records, Medical Secretaries,Appointments Clerks, Receptionists, Ward Clerks, Information Department,Patient Services Department, Legal Services External: Primary Care Networks (PCNs),Clinical CommissioningGroups (CCGs), Patients and their relativesRisk Assessment:Works with display screen equipment for prolonged periods Sitting for prolonged periods Job Purpose: To support the Directorate Team inworking with the clinical teams andmanagement teams to establish clinical and non-clinical performance targets andco-ordinate the monitoring of these through an agreed set of performanceindicatorsTo Line management of Directorates administrative staffTo particapte in the management of complaints/PALs issues To use skills/knowledge to: further develop patient pathways toimprove access to surgical services; to improve the flow and management ofcomplaints within the Division Ensure personal skills and knowledge of National and Local AccessPolicies are maintained by attending in-house training and through thedirection of the Divisional Management Team To liaise with patients/relatives concerning their surgicalpathway; administrate complaint/concerns to ensure all relevant information isgathered to enable to the Directorate to effectively investigate and respond tothe complainant To have a good working knowledge of the Trusts electronic systemsto enable the post-holder to undertake his/her role ie, Datix, Oasis, BluespierKeyDuties:Line management of Directorates administrative staffTo have an in-depth knowledge of the Patient Access Policy, assistwith the review of this Policy and be able to advise other staff on aspects ofthis Policy.
Monitor the achievement of standards within the policy and goodpractice guidance and ensuring action is taken to improve performance againstthese standards To liaise with Medical Secretaries, Health Records and Informationstaff to ensure patients are entered on to the waiting list appropriately.Check waiting list entries are correct, according to Patient Access Policy Ensure there are adequate procedures in place within thespecialities for booking of patients in a timely manner, to be aware of thestatus of capacity and booking, ensuring maximum utilisation of availablecapacity Make operational arrangements for additional Outpatient sessions,according to availability of Consultants; this includes liaising withOutpatient staffand the relevant clinics on all sites Work with Consultants and medical secretaries with regards to non-clinicalprioritisation of patients for treatment, availability of operating slots,discuss situations where a decision needs to be made to remove a patient fromthe waiting list and those patients whose care could be transferred toalternative surgeons in order to expedite patient pathways, ensuring AccessPolicy is followed Contact patients to agree treatment plan, taking account ofpatient availability and preferences, availability of surgeons andtheatre/clinic capacity.
Ensure that all action is documented appropriately onthe Patient Administrative System Make operational arrangements for additional theatre sessions,according to availability of surgeons; this includes liaising with theatrestaff, anaesthetic staff and the relevant wards on all sites Respond to information requests from the Trust Access Team andCCGs with regard to surgical specialty patients Provide Directorate Managers with regular position statement onthe position in relation to Access Targets, and inform of any cancellations, wherecapacity is required and not available, remedial action of any potentialdifficulties Monitor mandatory training and PDRs of administrative staff withinthe DirectorateManage administrative and medical recruitment in the DirectorateGeneral Duties: To facilitate completion of monthly payroll turnaround documentsfor the specialties Support administrative staff as requiredTo undertake any other duties as may be required as appropriate inaccordance to the needs of the service Person Specification Experience Essential Administrative experience working at a senior level, supporting senior managers Previous clerical or secretarial experience within the NHS, particularly developing and maintaining office systems Previous experience of dealing with relevant stakeholders including patients, Consultants, administrative staff etc.
Experience using patient administration systems Experience using Microsoft Office Desirable Previous managerial experience within the NHS Previous analytical experience / assessment of processes Previous line manager experience Qualifications Essential GCSE or equivalent in English and Maths Sound education background with evidence of continued personal development Knowledge and Skills Essential Telephone skills Clear communicator with excellent writing, data entry and presentation skills, capable of constructing and delivering clear information In-depth knowledge of National and Local policies in respect of waiting times and targets 18 weeks, 2ww and 62 day pathway Ability to develop pathways/processes and implement accordingly in line with Trust Policy Ability to prioritise workload Must be able to work as part of a team To be aware of Clinical Governance and Data Protection ensuring patient confidentiality at all times Ability to work on own initiative with minimal supervision Additional Criteria Essential Self-motivated, enthusiastic, adaptable and flexible Able to prioritise workloads Able to work county-wide