Band 5 Patient Pathway Coordinator

Detailed job description and main responsibilities

To provide comprehensive administration and business function, to support the Neurodevelopmental Team within the Inclusion Services group.

To provide an effective and efficient business focused administration, to support the day to day operational management of referral validation. Ensuring accurate referral data, reporting of waiting times and safe, effective, and efficient management to optimise clinical delivery.

To work collaboratively with managers and other support staff to ensure the smooth running of all office based systems and to resolve or escalate concerns as necessary.

Take responsibility for a range of administrative duties which will include analysis of databases, Rio (Patient Management System) and the Electronic Staff Record (ESR).

Support with the delivery of projects and deadlines as directed by the Management Team.

To support the review and development of Standard Operating Procedures (SOP) for clinical and non-clinical functions in to ensure that it they are fit for purpose to support the reduction of waiting times within Inclusion Services and ensure all referrals are processed efficiently and managed appropriately throughout the patient pathways.

Responsible for:

Direct line management responsibility: and more junior administrative staff within the service. 

Budgetary responsibilities:  authorised signatory for under £1000 (for timesheets, stock orders) 

Main Duties:

1. To have day to day operational management responsibility for the administration team, ensuring the smooth running of the team and maintenance of the operational standards.
   
   
2. To have a comprehensive and detailed understanding of Microsoft office functions in particular ability to manipulate data using excel. To input data into IT systems to accurately reflect service position to ensure accurate reporting of waiting times across services.

3. To input, analyse and validate relevant data to provide accurate and detailed reports to the Management and Corporate Teams as necessary e.g., to support targets for Inclusion Services Group.
   
   
4. To ensure open referrals are validated and corrective actions are taken to ensure patients are progressing through the patient pathway appropriately and without unnecessary delay.

5. To undertake day-to-day line management for more junior administrative staff.

6. To take overall management for staff workload allocation / rotas, ensuring that there is adequate cover and skill mix to meet the demands of the service. Addressing any training or development needs with team members.

7. Provide advice support and guidance to team members and act as a point of escalation for complex administration queries.

8. Working with the Recruitment and Trust Bank departments to support all recruitment activity across the team.

9. To continuously monitor and implement service development using transformational tools, change models and techniques.

10. To ensure implementation and adherence to Trust Policies.

11. To ensure that sufficient staffing levels are maintained to meet variations in demand.

12. To lead and empower all members of their team to perform to high standards and to innovate.

13. Ensure supportive staff management arrangements are in place and to carry out personal development reviews for direct reports. Ensure all staff in your team/s has annual PDR’s resulting in specific objectives and effective personal development plans.

14. Develop a working culture that ensures appropriate knowledge and skills to promote equality and diversity and address inequalities both in employment and service delivery. Ensure specific equality objective is included in PDR’s.

15. Develop a working culture that ensures Health and Wellbeing and promotes a ‘Great Place to Work’ and learn for staff.

16. To undertake other duties commensurate with this grade of post in agreement with the relevant line manager.

17. To minimise the Trust’s environmental impact wherever possible, including recycling, switching off lights, computers, monitors and equipment when not in use. Helping to reduce paper waste by minimising printing/copying and reducing water usage, reporting faults and heating/cooling concerns promptly and minimising travel. Where the role includes the ordering and use of supplies or equipment the post holder will consider the environmental impact of purchases.

18. Responsible for ensuring identified training and development is undertaken appropriate to the post holder’s role.