Orthopaedic Office Manager RHCH
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Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
Job overview
As the Orthopaedics Admin Office Manager Winchester, you will be responsible for leading and delivering key performance and operational criteria as outlined in the NHS Constitutional Standards for patients and as required by the Trust.
You will be responsible for monitoring and forecasting service demand and capacity, and ensuring patient access issues are identified and resolved promptly. You will provide leadership and operational management skills to support your administrative team, Office Manager in Basingstoke and escalating to the Deputy & Operational Services Manager (OSM) where appropriate.
You will line manage, develop and support administrative staff, while also leading on improving the efficiency and quality of administrative processes and the smooth running of both inpatient and outpatient waiting lists, working with consultants and their admin staff.
You will strive for excellence in supporting patients through their care pathway, playing a key role in planning, organising and developing systems and processes.
You will primarily be based at Royal Hampshire County Hospital but should be willing to travel across site when required.
Main duties of the job
- Responsible for the organisation and management of the orthopaedic administration staff .
- To support delivery of 18 week compliance and working towards having no patients waiting over 52+ weeks..
- Arrange and lead regular team meetings to ensure the booking of appointments and admissions are in line mandatory patient waiting time targets as outlined in NHS Constitutional Standards and maximise available theatre and outpatient clinic capacity.
- Ensure clinic templates, outpatient and inpatient waiting lists are compliant with Trust Policy
- Responsible for all aspects of line management, including staff performance, staffing issues, sickness/leave/disciplinary, changes to job roles, continuity of service, etc.
- Liaise regularly and as required with appropriate Consultants and OSM and Deputy to ensure appropriate relationships are built.
- To support the OSM in new initiatives and ensure that services develop in line with the Trust's strategy.
- Review, establish and implement opportunities to improve administrative processes.
- Formulate different options to address administrative issues identified and the development and implementation of new protocols and procedures.
- To review, and where appropriate, establish and implement administrative processes to ensure compliance with all local and national targets.
- Plan, develop and implement processes to resolve issues in relation to administration, including the identification of incorrect or missing data.
Working for our organisation
Our vision is to provide outstanding care for every patient. Patient care is at the heart of what we do at our three sites: Basingstoke and North Hampshire Hospital, Royal Hampshire County Hospital in Winchester and Andover War Memorial Hospital. Hampshire Hospitals NHS Foundation Trust provides medical and surgical services to a population of approximately 600,000 people across Hampshire and parts of West Berkshire.
Our cultural ambition is to have a culture that places people at the heart of all we do, where we all belong, and where learning, improvement and excellence thrive.
We provide specialist services to people across the UK and internationally. We are one of only two centres in the UK treating pseudomyxoma peritonei (a rare form of abdominal cancer) and we are leaders in the field of tertiary liver cancer and colorectal cancer.
The trust employs more than 9,000 staff and has a turnover of over £500 million a year. As a Foundation Trust, we are directly accountable to our members through the governors. The Council of Governors represent the interests of their constituencies and influence the future plans of the Foundation Trust.
Detailed job description and main responsibilities
Happy to Talk Flexible Working - all requests for flexible working will be considered.
Further information about the Trust and this role can be found on the Job Description and Person Specification document attached.
Person specification
Training and Qualifications
Essential criteria
- Good Education, with A - C in both English and Maths at GCSE level
- Recognised computer literacy course or equivalent experience
- Evidence of continuing professional development
- Degree/diploma level or equivalent relevant experience
Desirable criteria
- Degree/diploma level or equivalent relevant experience
- Management qualification
Experience and Knowledge
Essential criteria
- Experience of working in an NHS healthcare environment
- Experience in using a variety of NHS booking systems
- Supervisory experience - ability to manage, lead and co-ordinate staff
- Producing information for managers e.g. reports, spreadsheets
- Experience of using Excel and manipulating data
- Knowledge of national waiting time targets and national NHS initiatives
Desirable criteria
- Knowledge of national waiting time targets and national NHS initiatives
- Performance Appraisal skills
- Mentorship skills
- Experience of performance management
- Experience of organising events or meetings.
Skills and Ability
Essential criteria
- Excellent communicator using a wide variety of communication methods as appropriate
- Approachable and helpful to colleagues, patients and visitors, demonstrating excellent customer care behaviours
- Excellent typing/IT skills with ability to effectively use word, excel, PowerPoint and outlook
- Effective organisation and planning skills in order to manage conflicting and ever changing priorities
- Ability to work effectively under pressure, meet deadlines and prioritise workload in a challenging and demanding environment
- Problem solver, able to use initiative
Desirable criteria
- Experience of developing admin processes
Other specific requirements
Essential criteria
- Flexible to meet the needs of the service
- Calm under pressure
- Professional in approach, communication & presentation and understands own resilience; identifying and managing stress
Our commitment to you:
We are committed to equality and diversity in both the provision of our services and how we recruit and manage our staff. Applications are encouraged from everyone with the necessary attributes for the job, irrespective of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy and maternity.
Happy to Talk Flexible Working - all requests for flexible and part time working will be considered.
The paperwork:
- HHFT is committed to putting the safety and care of our patients first - as well as helping us to protect you and your colleagues. Therefore, we would recommend that you are vaccinated against COVID-19 and that you understand that we are treating COVID-19 positive patients within our services.
- Shortlisted candidates will be contacted at least 5 working days before the scheduled interview date. Applications will be submitted directly into our preferred third party recruitment system (Trac). All subsequent information regarding your application will be generated from apps.trac.jobs via email - please ensure to check your junk/spam folders.
- All new staff will be subject to a probationary period covering their first six months in post.
- In compliance with Part 7 of the Immigration Act 2016, all applicants must be able to communicate fluently in English to an appropriate standard which will be assessed as part of the selection process.
- This vacancy may close before the current listed closing date. If you intend to apply you are advised not to delay submitting your completed application.
Employer certification / accreditation badges
Documents to download
- Band 5 Admin Office Job Description / Personal Spec (PDF, 515.1KB)
- HHFT Employee Rewards & Benefits (PDF, 723.8KB)
- Tackling Climate Change at Hampshire Hospitals (PDF, 4.9MB)