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North Tees and Hartlepool NHS Foundation Trust
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About
We are an integrated hospital and community services healthcare organisation serving around 400,000 people in Hartlepool, Stockton and parts of County Durham. We also provide bowel and breast screening services and a number of community based services to a wider population in Teesside and Durham.
Our turnover is around £365m and we employ a number of medical, nursing, clinical and non-clinical support staff totalling approximately 5,500 people.
We operate our services from two main hospital sites, University Hospital of North Tees and University Hospital of Hartlepool.
The University Hospital of North Tees provides emergency and planned medical and surgical care, maternity services and a wide range of diagnostic services and outpatient clinics
The University Hospital of Hartlepool provides patients with a wide range of diagnostic services and outpatient clinics, day case and low risk surgery
We also run services from various other sites across the local area including Lawson Street (Stockton), One Life Centre (Hartlepool) and Peterlee Community Hospital.
Endoscopy Coordinator
Accepting applications until: 16-Jul-2024 23:59
Vacancy status: Open
Accepting applications until: 16-Jul-2024 23:59
Key details
Location
- Site
- University Hospital Of North Tees
- Address
- Hardwick Road
- Town
- Stockton-on-Tees
- Postcode
- TS19 8PE
- Major / Minor Region
- Durham
Contract type & working pattern
- Contract
- Permanent
- Hours
- Full time - 37.5 hours per week (Working between hours of 7.30am and 6.30pm Monday to Saturday)
Salary
- Salary
- £25,147 - £27,596 pro rata
- Salary period
- Yearly
- Grade
- (NHS AfC: Band 4)
Specialty
- Main area
- Endoscopy Services
We are on a continuous journey of improvement and transformation , however our main priority is, and always will be, providing safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. If you share our passion then apply for this opportunity and help us make our patients’ experience the best it can possibly be.
With a budget of around £365m, three hospitals and 5,500 staff, North Tees and Hartlepool NHS Foundation Trust provides hospital-based services to the population of Hartlepool, Stockton on Tees and parts of East Durham and Sedgefield as well as community, therapeutic and screening to a wider population across Durham and Teesside.
Job overview
Be part of the effective and efficient management of the Endoscopy waiting list. This includes monitoring endoscopy lists and ensure fully utilised by coordinating the booking team and admin team focus to ensure all priorities within the daily team plan are carried out regardless of unexpected pressures.
Weekly waiting list reports must be produced to ensure transparency and patient safety.
Meet the needs of the service by coordinating the needs of the service as directed from the Booking and Service leads and in line with this, re-organise work across the admin and booking team to achieve goals.
Advert
Waiting List Management: assist in the management and delivery of an
efficient waiting list service for the endoscopy service, ensuring that all patients are seen within the required timescales and in accordance with Local and National policies. Ensure that comprehensive quality checking processes are put in place to carry out regular, systematic validation of the waiting list via the weekly pivot tables including those patients suspended for clinical and other reasons and for patients that are on the surveillance / screening programmes. Produce timely and accurate audit and activity reports as required for the Management Team regarding waiting times, session utilisation etc.
Supervisory Responsibilities: supervise the admin team for endoscopy services ensuring standardised working processes and coordination of
workload between hospital sites. be responsible for the monitoring and recording of sickness, absence and annual leave (conducting return to work interviews as necessary), ensuring accurate records are maintained in line with Trust Policies and Procedures. Carry out system of annual appraisals for the admin & clerical team, identifying personal development for each member of the admin team and setting objectives and standards as appropriate.
Working for our organisation
At North Tees & Hartlepool NHS Foundation Trust our main priority is, and always will be, to provide safe and high quality care to our patients every day; the kind of care we would want for ourselves and our loved ones. We want our organisation to be the best place to work with the right staff, in the right roles, at the right time, to ensure we deliver exceptional patient care and experience.
We will support staff through providing an inclusive and supportive workplace with health and well-being initiatives, staff benefits and opportunities for personal and professional development. Staff recognition is very important to us; as well as performance reviews and appraisals, we recognise staff through Star and Team of the month, colleague recognition – a note of thanks, Managers Awards, Shining Stars and Service Awards.
We support the Making Every Contact Count approach to behaviour change in the promotion of health and wellbeing of individuals and communities.
We recruit for values and “Together we are North Tees & Hartlepool”
Detailed job description and main responsibilities
Under the direction of the Unit Manager, assist in the management and delivery of an efficient waiting list service for the endoscopy service, ensuring that all patients are seen within the required timescales and in accordance with Local and National policies.
Ensure that comprehensive quality audits and checking processes are carried out regularly, with systematic validation of the waiting list via the weekly pivot tables including those patients suspended for clinical and other reasons and for patients that are on the surveillance / screening
programmes.
Oversee the maximum utilisation of all available endoscopy sessions at all times to ensure that all sessions are fully booked wherever possible, ensuring appropriate case mix of patients.
Identify availability of Endoscopists and arrange cover where appropriate to enable planning and organising of the Endoscopy timetable ensuring best use of available resources to meet required demand.
Identify when additional capacity is required to meet waiting list targets and liaise with Unit Manger to ensure additional capacity is organised effectively and in a timely manner with best use of resources.
To ensure that information relating to cancelled procedures is passed to the appropriate team and arrangements made for the procedure to be rescheduled within the necessary timescales.
Attend a weekly waiting list meeting. Produce timely and accurate audit and waiting list reports on a weekly basis for the Management Team regarding waiting times, session utilisation etc. Record minutes and outcomes required from the meeting.
Liaise with Senior Endoscopy Staff (including Clinical Director, Senior Nurse and Senior Managers) to contribute to achieving and maintain compliance with national standards and be responsible for developing action plans where appropriate.
Under the direction of the Unit Manager and Admin Team Leader, supervise the administrative function for endoscopy services ensuring standardising working processes and coordination of workload between hospital sites.
Supervise and deploy staff where and when necessary across sites to meet the continuing and developing needs of the service and escalate issues of concern to Unit Manager / Admin Team Leader.
Be responsible for producing a robust admin staffing rota to ensure that all service requirements are met, escalating any issues to Admin Team Leader for advice and guidance where appropriate.
Under the direction of the Admin Team Leader, be responsible for the monitoring and recording of sickness, absence and annual leave (conducting return to work interviews as necessary), ensuring accurate records are maintained in line with Trust Policies and Procedures and escalating to Admin Team Leader where appropriate for advice/guidance.
Under the direction of the Admin Team Leader, be responsible for the monitoring and recording of mandatory and workplace training and competence issues ensuring accurate records are maintained in line with Trust Policies and Procedures and escalating to Admin Team Leader
where appropriate for advice/guidance.
To assist the Admin Team Leader in the maintenance of a system of annual appraisal for the A & C team, identifying personal development for each member of the admin team and setting objectives and standards as appropriate.
Please check your email address on a regular basis as applicants invited to attend an interview will be notified via this method.
As part of our recruitment process, you will be required to undertake pre-employment screening:
Disclosure and Barring Scheme (previously Criminal Records Bureau)
Where a post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 it may be necessary for a submission for Disclosure to be made to the Disclosure and Barring Scheme to check for any previous criminal convictions. Should you require a copy of the Trust's Disclosure and Barring Service Policy, please contact a member of the recruitment team on 01642 624023.
It is the policy of North Tees and Hartlepool NHS Foundation Trust that all successful candidates who are new to the Trust who require DBS clearance for the post they have been offered, are required to pay the cost for their DBS certificate. The method of payment for this is via salary deduction from your first month's pay on commencement with the Trust.
Please note the essential qualifications required for the post outlined within the Person Specification. You are required to hold and provide evidence of the necessary qualifications for the post at interview should you be shortlisted.
For any new employees commencing employment with North Tees and Hartlepool NHS Foundation Trust , you will be subject to satisfactory completion of a 6 month probationary period. Please note that internal applications and individuals that are appointed to fixed term appointments of less than 6 months duration are exempt from the probationary period (unless you are an internal applicant currently part way through a probationary period or a bank member of staff).
As part of our pre-employment screening process, all applicants are required to provide references covering their last three years employment history. Applicants are requested to ensure e-mail addresses for all referees are included on their application form. Personal references are not acceptable.
If the hours advertised for the post are up to full time (37.5 hours per week), applications are still welcomed from individuals who may be seeking to work less than full-time hours and all requests will be considered in line with the post being appointed to for the successful applicant.
North Tees & Hartlepool NHS Foundation Trust operates a No Smoking Policy.
If you experience any technical difficulties applying for this post please contact a member of our recruitment team on 01642 624023 quoting the vacancy reference.
Equal Opportunities
The details in the Monitoring Information section of your application will be used for monitoring our recruitment process and will not be seen by the interview panel. The information you give will be treated in the strictest confidence. To meet its commitment to promoting equality of opportunity, the Trust’s policy is that individuals will be recruited, trained and promoted according to ability and job requirements only. As such we welcome your application irrespective of your gender, race, disability, colour, ethnic or national origin, and nationality, and marital status, responsibility for dependants, religion, trade union activity and age.
Disability
The Trust gives full and fair consideration to applications for employment received from disabled people. We are a “Positive about Disabled People” employer, and we hold the ‘two ticks’ Disability Symbol, which is a recognition given by Jobcentre Plus to employers who have agreed to meet five commitments regarding the recruitment, employment, retention and career development of disabled people. If you have a disability, which makes it difficult for you to complete our application form, please do not hesitate to contact the recruitment team on 01642 624023.
Armed Forces Covenant
As a supporter of the Armed Forces and an employer of Reservists, North Tees and Hartlepool NHS Foundation Trust are proud to be a signatory of the Armed Forces Covenant, which is a promise by the nation to ensure that those who serve or who have served in the UK Armed Forces (and their families) are treated fairly.
We recognise that reservists and veterans bring a variety of transferable skills and qualities to our workplace, developed through their military careers. Our commitment to supporting the Armed Forces Community has been recognised through the Armed Forces Covenant as a Silver Employer.
What does this mean?
We proactively demonstrate our forces-friendly credentials within our recruitment and selection processes, by having a Guaranteed Interview Scheme for those indicated as part of the Armed Forces Community. We engage with our local and regional Career Transition Partnership representatives and are a member of Step Into Health. We employ veterans and reservists from differing branches of the Armed Forces and actively promote our positive policies for the Armed Forces Community, including our Special Leave policy. We advocate support for defence people issues, including facilitating easier access to Healthcare Services for our patients within the AF Community. We have supported employees through Reservist training, through additional leave for their training and ongoing support under our Special Leave policy.
Applicant requirements
The postholder will have access to vulnerable people in the course of their normal duties and as such this post is subject to the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order 2020 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service to check for any previous criminal convictions.
Person specification
Qualifications
Essential criteria
- Maths and English GCSE at grade C or above (or equivelant)
- NVQ level 3 in Business Administration or Customer Service
Desirable criteria
- NVQ level 2 in Business Administration or Customer Service
Experience
Essential criteria
- Admin experience in a healthcare environment
- Experience waiting list management
- Experience working with computerised work systems
- Knowledge of Medical Terminology
- Knowledge of TrakCare / hospital systems
- Experience of supervising/managing/directing/motivating a team.
- Experience of working to and meeting deadlines and targets.
Desirable criteria
- Experience of working within a multi-disciplinary team
Skills
Essential criteria
- Good working knowledge of windows based computer systems and be capable of using most Microsoft Office applications, particularly MS Word, Excel and Outlook.
- Well developed keyboard skills
- Ability to pay good attention to detail, reliably check and record data and identify anomalies and be able to self-check completed work.
- Demonstrate excellent written/verbal/listening/reasoning communication skills
- Excellent organisational / time management skills and be able work under pressure to meet deadlines.
- Ability to work on own initiative and also to work as part of a team.
- Willingness to be flexible and to work in other areas throughout the Service and Trust as and when required in accordance with operational service needs
Desirable criteria
- Experience of dealing with members of the public
- Be proactive in contributing to service improvement
Disposition
Essential criteria
- Ability to work under pressure/meet tight deadlines whilst delivering high quality work
- Flexibility – able to cope with different work environments
- Demonstrate a responsible, dependable and honest character
- Demonstrate a caring and sympathetic nature.
- Show a keenness to learn and to apply appropriate working practices
- Willingness to develop themselves by taking advantage of any appropriate training and development opportunitie
Further details / informal visits contact
- Name
- Anna Waller
- Job title
- Endoscopy Admin & Booking Manager
- Email address
- [email protected]
- Telephone number
- 01642 624384
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